Tutorials Revising Effective Documents & Managing Version History Revising Effective Documents & Managing Version History Transcript: Revising Effective Documents and Managing Version History Introduction Hello and welcome to eLeaP. In this quick tutorial, we are exploring the Documents module, specifically how to revise effective documents and manage your version history. In a regulated environment, maintaining the integrity of controlled documents is essential for compliance. The Status of Effective Documents An Effective document represents the current, approved version in use by your organization. Edit Restrictions: To protect traceability and prevent audit findings, the system does not allow you to edit the content or change related items of an effective document. Collaboration: While the content is locked, you can still add tasks or comments for internal discussion. Controlled Change: If changes are necessary, you must use the formal revision process to move the document into a new version without breaking compliance. The Revision Process To update an effective document, follow these steps: Initiate Revision: Open the effective document and click the Revise option. Confirm: Confirm that you wish to create a new version. Automatic Versioning: eLeaP automatically manages the version history. For example, if your current document is version 1.0, the system will create version 1.1 in Draft status. Toggling Versions: The system allows you to toggle back and forth between the current effective version and the new draft, making it easy to compare changes. Editing and Re-approval Once the new draft (version 1.1) is created: Update Content: You can now modify the content, add new related items, and assign specific tasks. Collaboration: Use the task and comment sections to work with stakeholders on the updates. Execute Workflow: Once the edits are finalized, you will send the document back through the approval workflow to capture the necessary e-signatures. Operational Continuity: The original version (1.0) remains “Effective” and available for the organization to use until the new version is fully approved and promoted to effective status. This ensures your operations are never disrupted during the revision process. Traceability and History The Activity History logs every action taken during the revision—who initiated it, what was changed, and who approved the new version. You can use the filters in the Documents module to view items by status (Draft vs. Effective) to track your progress. Conclusion The revision process in eLeaP ensures that every change to your quality system is documented, reviewed, and traceable. As seen in our previous videos, once your new version becomes effective, it can be seamlessly pushed to the LMS for updated training. As usual, if you have any questions about document revisions or any other features, please do not hesitate to contact us.