Document revision

This guide explains the document revision process.

Revision process

Document revision allows you to create a new version to make modifications, corrections or improvements while preserving the complete history.

Overview

Principle: A revision creates a new major or minor version of the document depending on the scope of modifications.

Standard workflow:

Applicable document → Revision initiated → Modifications → Validation → New applicable version → Previous version archived

Who can revise a document?

According to profiles:

• Document manager: Can initiate a revision
• Administrator: Can revise all documents
• Initial editor: According to configuration

Types of revision

Type	Description	Version incrementation
Major revision	Substantial content modifications	1.0 → 2.0
Minor revision	Corrections, light adjustments	1.0 → 1.1
Correction without incrementation	Minor corrections (typos, formatting)	1.0 → 1.0 (admin only)

Initiating a revision

1. Access the document to revise

   • Search for the applicable document
   • Open its document record

2. Launch the revision

   

   • Click on [Create a new version]
   • Or via context menu: Actions > Revise

3. Process revision requests (if any)

   • If revision requests have been made, a summary table is displayed
   • Rule on each request: Accept, Reject or Defer
   • All requests must be processed before continuing

4. Choose the revision type

   • Major or minor revision
   • Indicate the reason for revision

5. The document changes to "Under revision" status

   • Applicable version remains consultable and marked "Under modification"
   • New version being edited

Document "Under modification"

When a new version is being revised, the original applicable document shows specific visual indicators:

Visual indicators:

• Specific icon: A particular icon displays in views to indicate that a revision is in progress
• Alert message: A red message appears in the document: "Document under modification"
• Status: The status remains "Applicable" but with the mention "Under modification"

Impact:

• The applicable document remains valid and consultable
• It continues to be the official reference until the new version is validated
• Users are informed that a revision is in progress
• They can consult both versions (applicable and under revision according to their rights)

New version in parallel:

The version under revision:

• Has the status "Under revision" (Work)
• Displays with a different icon in views
• Is not yet applicable
• Can only be modified by authorized persons

Information: This dual visibility ensures operational continuity while allowing preparation of the new version.

Modifying the document

Access to the version under revision

The new version of the document is accessible in your workspace:

• Via My documents > In progress tab
• Status: "Under revision" (Work)
• Old version still applicable in parallel with mention "Under modification"

Modify the content

Option 1: Download / Modify / Reload

1. Download the source file (Word, Excel, etc.)
2. Make your modifications locally
3. Reload the modified file via [Replace file]

Option 2: Online editing (if available)

• Some organizations enable online editing
• Direct modifications in the browser
• Automatic modification tracking

Option 3: Team-Connect collaborative step

• Send the document to collaborative step
• Several people can contribute simultaneously
• Revision mode activated automatically for tracking

Update metadata

Take advantage of the revision to update if necessary:

• Subject: If the scope has evolved
• Actors: Approvers, manager
• Classification: Process, service
• Distribution scope: Recipients

Document modifications

Best practices:

• Use the "Summary of modifications" field
• List the main changes in a synthetic manner
• Facilitate understanding for readers

Validating the revision

Validation workflow

Once modifications are made, the document follows the same validation workflow as during creation:

1. Submission by the editor

   • Click on [Submit for validation]
   • The document is sent to approvers

2. Validation(s)

   • Approvers examine the new version
   • They can compare with the previous version
   • Approval or rejection with comments

3. Application

   • Once validated, the new version is put into application
   • Becomes the official applicable version

4. Automatic archiving of the old version

   • The old version automatically changes to "Archived" status
   • Remains consultable via history
   • No longer appears in standard searches

Version comparison

Approvers can compare versions:

1. On the office template to compare

2. Click on [Compare] or on the logo with double arrow
3. View differences:
   • Highlighting modifications
   • Differences in metadata

Automatic notifications

The system automatically notifies:

• Approvers: New version to validate
• Previous readers: New version available (according to configuration)
• Manager: Validation progress

Distribution of the new version

Two possible strategies according to configuration:

Automatic distribution:

• All readers of the old version receive the new one
• Read acknowledgment may be required
• Evaluation questionnaire possible

Manual distribution:

• The manager chooses the recipients
• Allows progressive or targeted distribution

Special cases

Urgent revision

For urgent modifications (critical correction, security alert):

1. Mark the revision as Urgent
2. Shortened validation deadlines
3. Priority notifications to approvers
4. Accelerated distribution

Revision following a request

If the revision follows a revision request:

• The requester is automatically notified
• Their request is linked to the new version
• Automatic closure of the request once the revision is published

Cancelling an ongoing revision

The manager can cancel an ongoing revision if:

• The modifications are ultimately not necessary
• An error was made in the process
• The initial request is no longer relevant

Procedure:

1. Open the document under revision
2. Click on [Cancel revision]
3. Confirm cancellation
4. The document returns to its previous applicable state

Consulting the history

Access to previous versions

All archived versions remain accessible:

• Via the document record: Version history tab
• Chronological list of all versions
• Download possible of any archived version

Historical information

For each version, you can consult:

• Version number and application date
• Validity period (start date - end date)
• Editor, approver, manager
• Summary of modifications
• Reason for revision
• Distribution statistics (AR, consultations)

Complete traceability

The history constitutes audit proof demonstrating:

• Rigorous management of documentary lifecycle
• Modification traceability
• Respect for validation workflows
• Regulatory compliance (21 CFR Part 11, ISO 13485, etc.)

Best practices

Before revising

• Verify that a revision is truly necessary
• Assess the scope of modifications (major vs minor)
• Consult pending revision requests
• Plan approver availability

During revision

• Clearly document modifications
• Check consistency with linked documents
• Test modified procedures if applicable
• Provide realistic validation timeframe

After application

• Check AR rate if required
• Answer user questions
• Archive communication evidence
• Close associated revision requests

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See also:

• Back to document lifecycle
• Previous article: Document revision request
• Next article: Document application