Working with Document Change Control

You can use the Change Control feature to regulate the processes of creating a new draft, moving a draft into its steady state (releasing it for use), or withdrawing an existing, approved document.

Creating Document Change Controls

  1. Navigate to Document Workspace > Document Change Controls > Create. The system displays the Change Details window.
  2. Fill out the information for your change.
    • If the change can be implemented immediately, enter 0 for the Implementation Period. Otherwise, enter the number of days the organization will need to complete training on the new materials.
  3. Click Save. A new DCC window displays.
  4. Add the document or documents that will become Effective during this change. Documents added here must be in a Ready state to be included in your Change.
  5. Add the document or documents that will become Obsolete as a result of the change.
  6. Click the Document workflow action to route the DCC for approval.
  7. Select the required approvers for the document and click Start. Each selected team member will receive a Task notification and can now access the document from their task list to complete the document review.

Reviewing Document Change Items

Document Change Control files can contain items to be made Effective as well as Obsolete. To complete the DCC process, reviewers must assess and confirm both. Selected reviewers receive automatic notifications when DCC files are circulated.

  1. From the Home tab, select the desired document to review.
  2. Click Continue and then Complete to access the document.
  3. If there are no issues, click Approve Changes for Release.
  4. Fill out the required fields to populate your electronic signature and then Complete to approve.

All reviewers must approve and sign a document for it to reach the Approved state. If any reviewer rejects the document, it returns to the Open state and must be corrected and re-circulated.

Moving Items Manually

Items to be made Effective or Obsolete will automatically move to the appropriate state on the implementation date however, users who have Document Control permission also have the option to move the documents manually.

  1. Locate the document in the Working Library.
  2. Click the document’s Workflow Action menu to change the document to the desired state.