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The document revision process

This section describes the steps involved in revising a document that is already in the Master Document List.

Notes:

  • Each organisation should consider its own 'business rules' that may apply to the process, and include those in a documented procedure
  • Changes may not be made directly to documents in the Master Document List. Documents may be opened and changes saved using the 'File / Save As' feature available in most native applications. The revised document may be temporarily placed in a folder on your server or hard drive - ready for upload after your checking/approval process
  • If your practice is to include revision number / revision date identification on the actual document, that information should also included in the revised document. Revision number / date are typically entered in a header or footer

How to record and implement a document revision

The following steps will change the revision status of the document within the Qudos database. It will also result in the revised document file replacing the previous one in your nominated 'Master Documents' folder, and the previous one being relocated to your nominated 'Archive documents' folder.

From the Main Screen:

Step Activity Result
1 Click Documents Opens Master Document List
2 Click anywhere in the chosen document record Selects and highlights the record
3 Select menu item Functions / Revision Opens Document Revision History form
4 Click New button Opens Document Revision form to describe the new revision
5 Describe the revision, and add name of the authorising person, date and reason for the revision in the appropriate fields  
6 Use Browse button to navigate to, and select the file containing the revised document  
7 Click Save button Saves changes
8 Click Close button Closes the Document Revision form and returns you to the Document Revision History form. A new revision record is added to the history. The file selected at step 6 is uploaded - replacing the existing file. It will now be available to anyone selecting the document in the Master Document List.

The superseded file is automatically moved to the nominated 'Archive documents' folder. A hyperlink to that superseded file is created next to the record of the revision you have just made.

If the option for automatically generating emails has been activated in your Management Console, a notification email form will pop up. You may modify the email content, and choose to send or close without sending.
8A At this point, it might be worth looking at the document's review schedule and considering whether that now needs adjustment in light of the revision you have just made. In which case, click the Review Schedule button. The Document Review Schedule will be opened - displaying scheduled reviews for this document. You may make changes as required, then Save and Close Changes Document Review Schedule and returns you to the Document Revision History
9 Once back at the Document Revision History, click Close button Returns you to the Master Document List. The Revision number and date fields have been updated

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