---
title: Publishing and withdrawing mandatory display documents
description: Publish a document for the whole company or for some entities, see every displayed document and withdraw those that are out of date.
url: "http://illizeo.com/en/centre-aide/mandatory-notices-publishing-and-withdrawing/"
updated: "2026-11-11"
category: Core HR services / Mandatory notices
---

# Publishing and withdrawing mandatory display documents

HR keeps the **Mandatory display** page up to date: it publishes there the documents the company must bring to its employees’ attention, chooses which entities each document is displayed for, and withdraws those that are no longer current. This article explains these three actions, as well as the **All documents** switch that gives the overall view. It is for HR staff and administrators. For an introduction to the page and what each employee sees, see [Getting started with mandatory display](https://illizeo.com/en/centre-aide/mandatory-notices-getting-started/).

## Before you start

- The Documents module must be installed in your workspace.
- You need the **Mandatory display** permission at the **Execute** level: “publish and withdraw documents”. Among the roles supplied by Illizeo, the Administrator and HR roles carry it. The other supplied roles only have the Access level: they read, without publishing.
- With the Execute level, you can publish for the whole company or for any entity, and withdraw any document published by hand.
- Have your file ready: PDF, Word (.doc, .docx), ODT, PNG or JPG, 20 MB at most.

## Seeing all documents

When you open the page, you see, like any employee, the documents that concern you: those for the whole company and those for the entities of your contracts. To manage what is displayed for every entity:

1. Open **Mandatory display** in the sidebar.
2. Turn on the **All documents** switch, top right.
3. The list then shows every published document. Under each title, after the publication date, the scope appears: **Whole company**, or the chosen entities.

![Mandatory display page seen by an administrator, with the All documents switch off: a single document, Horaires collectifs de travail, with its description, the line Published on 11.11.2026 · Whole company and the Download and Withdraw buttons; top right, the switch and the Publish a document button.](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/affichage-obligatoire-05.en_-scaled.png?resize=800%2C128&quality=80&ssl=1)
Switch off: only the documents that concern you are shown.

Turn the switch off to return to your own view, the one an employee of your entities would have.

## Publishing a document

1. Click **Publish a document**. The **Publish a document** dialog opens; it reminds you that the document is displayed to the employees of the chosen entities as soon as it is published.
2. Enter the **Title**, which is required. This is what employees will read in the list, so be specific (for example “Collective working hours” or “Safety instructions — Lyon site”).
3. If needed, fill in the **Description**: site, department, effective date and so on. It appears under the title.
4. Under **Displayed for**, choose the scope:
   - **Whole company** (the default): every employee sees the document;
   - **Some entities**: tick one or more entities in the list that appears, the **Main company** and your sub-companies.
5. Under **File (PDF, Word, ODT, PNG, JPG — 20 MB max.)**, choose the file on your computer.
6. Click **Publish**. The button stays greyed out while the title is empty, no file is chosen or, with **Some entities**, no entity is ticked.
7. The message “Document published.” confirms it. The dialog closes and the document appears at the top of the list.

![Publish a document dialog filled in: Title Consignes de sécurité et d’évacuation — site de Lyon, a description in French about the evacuation plan and emergency numbers, scope Some entities with Illizeo France SAS ticked among Main company, Default sub-company, Illizeo Romandie SA and Illizeo Deutschschweiz AG, file consignes-securite-lyon.pdf chosen; at the bottom, the Cancel and Publish buttons.](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/affichage-obligatoire-02.en_.png?resize=512%2C654&quality=80&ssl=1)
The “Some entities” scope limits the document to employees of the ticked entities.

### If the file is rejected

The dialog checks the file before sending it:

- “Accepted formats: PDF, Word, ODT, PNG or JPG.”: choose a file in one of these formats;
- “The file exceeds 20 MB.”: reduce the file size or split it.

If sending fails, the message “The document could not be published.” appears and the dialog stays open: what you entered is kept.

### Choosing the right scope

An employee sees a document if it is displayed for the whole company, or for the entity of one of their contracts. An employee with several contracts in different sub-companies sees the documents of each. An employee attached to no sub-company belongs to the **Main company**. For a document to concern every employee, whatever their entity, choose **Whole company** rather than ticking every entity: a document displayed for the whole company also applies to entities created later.

## Correcting a published document

A published document cannot be edited: not its title, its scope or its file. To correct it, publish the new version, then withdraw the old one. Publishing first avoids employees being left, even briefly, without the document.

## Withdrawing a document

1. If the document is not in your view, turn on **All documents**.
2. On the document’s row, click **Withdraw**.
3. The “Withdraw “…”?” dialog reminds you that the document is no longer displayed to employees and that its file is deleted. Click **Withdraw** to confirm, or **Keep** to cancel.
4. The message “Document withdrawn.” confirms it. The row disappears from the list, for everyone.

![Confirmation dialog Withdraw “Règlement du personnel”? with the text The document is no longer displayed to employees and its file is deleted, and the Keep and Withdraw buttons.](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/affichage-obligatoire-03.en_.png?resize=460%2C262&quality=80&ssl=1)
Withdrawing also deletes the file: keep a copy if you need one.

Withdrawal is final: the file is not kept in Illizeo. If you need to keep a record of the document, download it before withdrawing it. If the withdrawal is refused, the message “The withdrawal was refused.” appears, with the reason given by the server.

## The gender equality index

The gender equality index is not published from this page: it arrives on its own when HR publishes it from the BDESE, for the entities of the relevant database, with the **Gender equality index** badge. Its row has no **Withdraw** button: the index stays displayed until the following year’s index is published and replaces it. See [Calculating and publishing the gender equality index](https://illizeo.com/en/centre-aide/bdese-gender-equality-index/).

## Good to know

- The page does not list the notices your company must display: it is up to you to choose which documents to publish and who they are for.
- The title is limited to 255 characters, the description to 5,000.
- The file is downloaded under its original name: give it a meaningful name before uploading it.
- Publishing does not send a message to employees: the document appears on the page.
- Employees do not see a document’s scope: only those who publish see it.
- Documents are displayed in the language you wrote them in.

## Frequently asked questions

### I cannot see the Publish a document button. Why?

Your role carries the Mandatory display permission at the Access level only. You need the Execute level: ask your administrator.

### Can I replace a document’s file without withdrawing it?

No. Publish the new version, then withdraw the old one.

### A document disappeared from my list after I published it. Where is it?

You probably displayed it for an entity that is not yours. Turn on the All documents switch to find it.

### Why can’t I withdraw the gender equality index?

The index stays displayed until the next one is published from the BDESE, which replaces it automatically.

### *Similaire*