Why Revise documents?
Revising documents within a management system is crucial for ensuring that information remains current, accurate, and compliant with relevant laws and regulations. This process aids organizations in enhancing their operations, reducing the likelihood of errors, and guaranteeing that all employees have access to the most up-to-date and correct information in the management system.
Document Revision Settings
The Document Revision feature serves as a system support tool that ensures documents are kept up-to-date, accurate, and compliant with the organization's quality standards.
By notifying the appropriate users when it's time to review and update documents, this feature helps maintain traceability, organization, and consistency in information management.
- The settings for determining when and by whom documents should be revised are typically configured within the category settings. If your system has the option for document-specific revision settings enabled, you can also customize the revision settings for each individual document.
- The revision period is defined as a specific interval that begins when a new version of a document is published or when an existing published version is revised without any changes. This setting can be configured at a global level within the system, as well as more specifically for each category in the navigation settings.
- To enhance efficiency and gain a clearer overview of document revisions, we recommend utilizing the Revision Groups feature. By creating and managing revision groups, organizations can significantly reduce the risk of missed revisions, particularly during transitions when individuals responsible for revisions change roles or leave the company.
💬 What happens when it is time to revise a document?
When it is time to revise a document, the responsible users receive a notification, and the document will also appear under the My Documents » To Do tab and under Needs a new revision with the status In audit.
- The Needs a new revision list includes all documents for which the Revision Start Date has passed, and where the user is designated as the responsible reviewer, either as an individual or as a member of a revision group.
- The users responsible for the revision have several options: they can either update the document's content by Create a new edition or choose to Revise without change. Additionally, the document may be archived.
When the document is opened, a banner will appear for the responsible users, providing information about the revision status and clear buttons to take the necessary actions.
Note
- If multiple users are designated as responsible for revising a document, all relevant users will receive notifications, and the document will appear in the To Do list for each of them.
💬 What happens if a document is not revised within the specified revision period?
Similar to documents marked with the status In audit documents that have surpassed their revision interval appear in the Needs a new revision list. However, these documents are designated with the status Audit expired. This status indicates that both the revision start date and the planned end date have passed. It remains in effect until the document is either revised or archived.
- Based on the category’s revision settings, a document may be hidden from users within the organization once its revision date has passed. Exceptions are made for the document creator, approver, designated reviewers, and users with overriding access.
- Documents that have the status of Audit expired will also display a banner for the responsible users, providing them with information about the revision status and clear buttons to take the necessary actions.
Note: If a document is not revised within the specified revision period, no further notification reminders will be sent.
Tip: As an administrator, it is helpful to compile a list of all documents that have exceeded their revision dates. This list will give you a clear overview of which documents require timely updates. For more information on how to generate this list, please refer to the article: FAQ: How can I find all documents whose revision time has passed?
💬 Revise Documents – With or Without Changes
Starting a document revision is a straightforward process that primarily involves creating a new edition of the document. You do not have to wait for the specified revision date to initiate a revision; you can create a new edition of the document at any time.
- When you initiate the creation of a new edition, a new draft of the current version is generated, with you designated as the creator. This draft will have a new creation date and a new edition number. Once the edition is approved and published, a new revision period begins.
- Of course, you can work on this draft before publication just like any other document.
- You have the ability to share it and collaborate with colleagues,
- submit it for review,
- and ultimately publish the new edition. Once published, the new edition will receive the current date, which will be recorded as the approved and revised date.
Upon publishing the document, the user has the opportunity to record the specific changes that have been made to the document.
The system also provides a feature to Revise without change. By choosing to revise a document in this way, you confirm that the content remains accurate and relevant, even though no modifications have been made. This process is essential for demonstrating that the document is regularly reviewed and maintained in accordance with the organization's policies and requirements.
The option to revise a document without changes is available only after the document's Revision Start Date has passed. When a document is revised without changes, the user can add a comment to clarify why no modifications were made. This comment can be viewed under Show Properties » Log on the current document.
- When revising a document without changes, the creation date and creator of the edition remain unchanged, ensuring these details stay consistent.
- The document's edition number will also remain unchanged. Instead, a new revision date will be set, which initiates a new revision period for the document.
- Even if no new edition has been created, a new entry will be recorded in the Document Properties » Log, indicating that the document has undergone a revision.
Note: Only users designated as responsible reviewers have access to the Revise without change feature.
Related Content:
- Settings to Manage the Revision of Your Documents
- Create Revision Groups in Documents
- Creating a Text Document, Publishing, and Creating a New Edition
- How can I find all documents whose revision time has passed?