Requesting a document revision

Learn how to request a document revision.

Initiating a revision request

Any user can request the revision of an applicable document if they identify a need for improvement, correction, or update.

Important information: The application can handle multiple simultaneous revision requests for the same applicable document. Each request is processed independently by the document manager.

Who can request a revision?

According to configuration:

• All users (readers)
• Only advanced users
• Only document managers

Procedure

1. Access the document

   • Search for and open the relevant document
   • View the document record

2. Initiate the request

   

   • Click the [Request a revision] button

3. Fill out the request form

   • Revision reason: Select from available options
   • Detailed description: Clearly explain the reason for the request
   • Urgency: Normal / Urgent (according to configuration)
   • Attachments: Attach documents if necessary (evidence, examples, etc.)

4. Submit the request

   • Click [Submit]
   • A notification is sent to the document manager

Common types of reasons

Reason	Description
Error correction	Error identified in content (typo, technical error, etc.)
Regulatory update	Regulatory change requiring an update
Content improvement	Improvement proposal, clarification
Practice evolution	The described practices no longer match reality
Obsolescence	The document is no longer relevant and should be archived
New scope	Extension or reduction of the application scope

Justifying the request

A well-justified revision request increases the chances of being addressed quickly.

Best practices for justification

Be specific:

• Indicate the sections or pages concerned
• Quote the passages to be modified if possible
• Use references (paragraph numbers, section titles)

Be factual:

• Base your request on verifiable facts
• Provide evidence if available (screenshots, external references)
• Avoid value judgments without foundation

Propose solutions:

• If possible, suggest a correction or improvement
• Indicate sources or references that support your request
• Explain the expected benefits of the modification

Example of good justification

Reason: Error correction

Description: The procedure indicates on page 5, section 3.2, that the storage temperature should be between 15-25°C. According to the supplier specification (ref. SPEC-PROD-2024-01 attached), the correct range is 2-8°C. This error may cause product degradation.

Proposed action: Modify section 3.2 to indicate "2-8°C" and add reference to the supplier specification.

Useful attachments

• Screenshots showing the error
• Reference documents (standards, specifications)
• Emails or communications justifying the change
• Audit or non-conformity reports

Request tracking

For the requester

After submission, you can track the status of your request:

Access to tracking:

• Via the portal: My revision requests
• Or in the document record: Request History tab

Possible statuses:

Status	Meaning
Pending	Request submitted, awaiting processing
Under analysis	Manager is examining the request
Accepted	Request validated, revision in progress
Rejected	Request not accepted (reason indicated)
Closed	Revision completed and document updated

Notifications:

You receive a notification at each status change of your request.

For the manager

The document manager receives the request and must:

1. Examine the request

   • Evaluate relevance and urgency
   • Review attachments

2. Make a decision

   • Accept: Launch the revision process
   • Reject: Indicate the reason for rejection
   • Postpone: Postpone the request to the next version (see section below)
   • Request clarification: Ask for additional information

3. Communicate

   • Respond to the requester via the system
   • Indicate expected timelines if accepted

4. Initiate the revision (if accepted)

   • Create a new version of the document
   • Process the requested modifications

Handling multiple requests

When multiple revision requests exist on the same document, the manager has access to a summary table when creating a new version.

Access to the summary table

1. Open the applicable document concerned
2. Click [Create new version]
3. If revision requests exist, a table is automatically displayed

Table content

The table lists all pending requests with:

• Request author
• Request date
• Request reason
• Detailed description
• Current status (Not decided, Accepted, Rejected, Postponed)

Available actions

For each request, three actions are available:

1. Accept:

• The request will be processed in the version being created
• The requester will be notified of acceptance
• The request will be linked to the new version

2. Reject:

• The request will not be processed
• A rejection reason must be indicated
• The requester will be notified with the reason
• The request will be closed

3. Postpone:

• The request will be automatically attached to version N+1
• Useful when the request is relevant but outside the scope of the current revision
• The request remains active and will appear during the next revision
• The requester will be notified of the postponement

Obligation to decide

Important: To generate a new version, all requests must be decided (accepted, rejected or postponed).

Once all requests are processed, the message "Do you want to create the new version?" appears with the [Create new version] button.

Tracking postponed requests

Postponed requests:

• Are automatically attached to the document
• Will reappear during the next version creation
• Maintain their complete history
• Allow progressive management of improvements

Processing timelines

According to configuration, timelines may be defined:

• Request analysis: 5 business days (standard)
• Urgent request: 2 business days
• Complete revision: According to complexity, communicated by the manager

Escalation

If no response is received within the timelines:

• Automatic reminder to the manager
• Notification to hierarchical supervisor (according to configuration)
• Possibility to directly contact the manager

History consultation

The complete history of revision requests is kept in the document record:

• Date and author of each request
• Reasons and justifications
• Decisions made
• Complete traceability for audits

This traceability demonstrates proactive documentation management and continuous improvement.

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See also:

• Return to document lifecycle
• Previous article: Creating a document
• Next article: Revising a document