Each document allows for the registration of multiple versions. Versions can have different statuses according to their stage in the lifecycle:
- Draft: version that is not yet effective, has not gone through an approval workflow, or has not been finalized.
- Pending approval: version that is in the approval process but has not yet been approved at all stages.
- Active: version with an end date later than the current date. When there is an approval workflow (mandatory or optional), only versions approved at all stages become active.
- Expired: version whose end date has passed.
- Completed: version that has been finalized and is no longer in use.
- Rejected: version that was rejected at some stage of the approval workflow.
To register versions of a document, access the document’s edit screen and click on the “Versions” tab.
The required fields for version registration are:
*Start date
*End date
*Version file
To upload the version file, click the attachment icon:
The approval workflow may be mandatory or optional depending on the document type. When the workflow is not mandatory but desired, it is possible to select a workflow to be applied. Once the version is sent for approval, it enters the workflow and will only become active after being approved at all defined stages. If rejected at any stage, the status will be changed to Rejected.
Note: it is not possible to have two active versions of the same document. To start a new version, it is necessary to complete or finalize the current active version. Additionally, no modifications are allowed on completed versions.