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FAQS: Global Project Content (Forms & Documents)

This guide answers common questions about managing global forms and documents in Authorium. It helps administrators understand how content behaves across projects, who can manage it, and what happens when it’s updated or deleted.

When should I use global content instead of project-specific content?​

Use Global Project Content when:

  • The same form or document is reused across multiple templates or project types.
  • You want a centralized source of truth that reflects version updates.
  • You need consistent language, clauses, or data structures across departments.

Use Project-Specific Content when:

  • The content only applies to a single process, project type, or stage.
  • You need flexibility without impacting other teams or templates.
  • Customization is more important than standardization.
Tip

Global content promotes standardization and consistency, while project-specific content allows for contextual flexibility.

Do changes to global forms or documents affect existing projects?​

No. When you update a global form or document, the changes only apply to new projects created after the update is published.
Existing projects will continue using the version that was active when the content was first assigned or configured. If you want an existing project to use the updated version:

  • You’ll need to manually assign the new version within the project.
  • This ensures no unintended disruptions to ongoing workflows.

Who can create or edit global content?​

Only users with administrative access can manage items in Configuration > Global Project Content.
These roles typically include:

  • System Administrators
  • Content Managers (if your organization enables this role)
  • Any user with the Manage Global Project Content permission

To verify, review your organization’s role-based access controls.

What happens if I delete a global form or document?​

Deleting global content removes it from the library and prevents it from being used in new projects or assigned in templates.
Here’s what to expect:

  • Existing templates or projects that relied on the deleted item may show broken links or missing content.
  • Projects that already used the item will retain a static version, but you can’t make further edits or assignments.
Avoid deleting active content

To prevent disruptions, consider archiving outdated forms or documents instead of deleting them.

See Also​

To complement your knowledge of this process, check the following pages: