Overview

When a published document needs to be updated, you create a new version rather than editing the published copy. This preserves the audit trail and ensures the current published version remains available until the new version is approved and published.

Who can access this: Admin Quality Manager Document Manager

Navigation: Managed Documents → [Select Published Document] → New Version

 

Step-by-Step Instructions

  1. Open the published document you want to update.

  2. Click the New Version button. This creates a copy of the current version with a bumped version number (e.g., 1.0.0 → 2.0.0).

  3. The new version starts in Editing status with all the content from the previous version.

  4. Make your changes using the document editor.

  5. Update the metadata as needed (review date, author, etc.).

  6. Submit the new version for approval through the normal approval process.

  7. When the new version is published, it automatically supersedes the previous version.



Important: While a new version is being drafted, the previous published version remains the active, official version. Users will continue to see the published version until the new version completes its approval chain and is published.
Tip: When creating a new version, make a note in the version comments about what changed and why. This makes it easier to track the evolution of the document over time.

 

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