SOP Versioning

Adding Versions of documents allows you to keep a copy of a document and create a new document, marking the old document as replaced.

Tip

You can watch a step-by-step guide HERE

Why do you need versioning?

If you have an audit and there is a recommendation to change an SOP, you can create a new document and also keep the original document, whilst marking it as replaced by the new document. You can make the required changes to the new document and AuditLink retains a link to the old document.

Tip

This lets you go back and view the original document that was in use at a point in time, so an auditor can see the life span of an SOP and how it has been adapted and improved based on real world issues. If a problem arises you can demonstrate that a new SOP was implemented, what the old SOP was and what the new replacement SOP is.

When you view documents in the SOP Versioning screen it only shows documents that have a status of Current

Replace

There are two scenarios when replace is more helpful

1. You make a completely new version of an SOP alongside and existing and now want to retire the existing document and reference the new one
2. You import new content that replaces existing content

Select a document and click

To Save a version, select a document and click the Save Version Button.

Tip

GuildLink makes a new document based on the selected document and marks this one as Replaced. The version will have its version number increased.

To mark an item as replaced by an existing SOP item such as a new SOP you have created from scratch or an SOP you have imported. You will be taken to a screen to choose a replacement.

View a report for all SOP items.

View a report for the currently selected SOP.