Updating and versioning SOPs
Keeping your Standard Operating Procedures (SOPs) accurate, current, and consistent is essential for operational success and compliance. BlueDocs makes this process seamless by providing a full version control system, built-in approval workflows, and detailed tracking tools.
This guide walks you through how to update an SOP, manage versions, collaborate with your team, and maintain compliance through structured reviews and transparent documentation.
SOPs evolve over time — whether to reflect new tools, updated safety protocols, or revised company policies. In BlueDocs, every time you update an SOP, a new version is tracked, ensuring both transparency and accountability.
BlueDocs’ versioning system:
Tracks every major content change
Preserves historical versions for reference
Provides a clear audit trail of updates, approvals, and publish status
Version Numbers: Automatically assigned (e.g., v1.0, v2.0)
Version Badges: Displayed on documents once a second version or later exists
Version History: Captures timestamps for when the document was created, updated, and published
Content Hashing: Behind the scenes, BlueDocs checks for meaningful content changes before updating versions
On the document card and inside the document viewer
Displayed as v[number].0 next to the title or metadata
Only shown for documents with version 2.0 or higher
Navigate to Your SOP
Go to the SOPs section in the sidebar
Locate the SOP you want to update and open it
Access Edit Mode
Click the “Edit Document” button in the top header
Note: You must have appropriate edit permissions
Make Your Changes
Use the rich text editor to update content, add images, edit tables, or include new code blocks
Update the title, category, or folder if necessary
Save Your Updates
Click “Save” or “Update Document”
The system will log the modification and update the “last modified” timestamp
The version number will increment if significant changes are detected
Draft: The document remains in draft mode during editing. This is useful for making multiple edits or collaborating with your team before republishing.
Published: If the SOP is approved or doesn’t require approval, it will be republished as the new live version.
Pending Approval: If your organization has approval workflows enabled, the updated document will await review before going live.
Approval requirements vary based on organization settings. Many SOPs — especially those involving safety, compliance, or legal topics — require review before updates are published.
Submit for Approval
Upon saving, the SOP enters “Pending Approval” if approval is required
Designated approvers are automatically notified
Review and Decision
Approvers review changes and can either approve, reject, or request edits
Once approved, the new version is published automatically
Handling Rejections
If rejected, the SOP returns to Draft with feedback from the approver
You can revise and resubmit until approval is granted
Make incremental, focused updates when possible
Use comments or summaries to explain why changes were made
Always review formatting, links, and attachments before saving
Maintain style consistency across related SOPs
Schedule regular reviews (e.g., quarterly or annually)
Maintain an internal changelog of major updates
Consider downloading or archiving versions before significant changes
Involve stakeholders in collaborative updates using comments
Notify your team of important updates
Update related training materials or documents
Re-assign updated SOPs if acknowledgment or retraining is needed
Last Modified Date: Automatically updated on every save
User Activity Logs: Show who viewed and edited the document
Version History: Lets you see how a document has evolved over time
Use commenting to provide context for changes
Include summaries when requesting approvals
Set recurring review reminders to ensure SOPs stay current
Current Version: The latest published and active SOP
Historical Versions: Stored in the background; not directly editable
Comparison Tools: (coming soon) help identify what’s changed between versions
Use clear titles that reflect content purpose or revision
Archive or flag old versions for reference only
Link to related or dependent SOPs that may need review when updates occur
Based on roles (Editor, Manager, Admin)
Some SOPs may be department-restricted
Admins always have override access
Most SOPs are visible organization-wide
Sensitive or draft SOPs can be restricted to teams or roles
Some SOPs are only visible to users with active assignments
When an SOP is updated, it can automatically reassign to users
Assignment flows ensure new hires receive the latest version
Completion tracking reflects whether users have read the latest version
View SOP usage stats: who accessed what and when
Analyze update frequency to prioritize SOP reviews
Measure user engagement to identify knowledge gaps
Full audit trails showing who changed what
Documentation of approval decisions
Reporting for compliance reviews or regulatory audits
If you’re unsure how to update an SOP or manage its version history:
Contact Support: Reach out to your BlueDocs administrator
Refer to Training Resources: Use your org’s SOP update guidelines
Browse Help Docs: Use BlueDocs knowledge base for more how-tos
Collaborate with Team Leads: Coordinate edits during major updates
💡 Pro Tip: Before making significant changes to mission-critical SOPs, duplicate the original, archive a snapshot, or inform all stakeholders to avoid disruption.
By using BlueDocs’ update and versioning features effectively, you ensure your team always has access to accurate, trusted procedures while maintaining the documentation integrity your organization needs.
This guide walks you through how to update an SOP, manage versions, collaborate with your team, and maintain compliance through structured reviews and transparent documentation.
📌 Overview
SOPs evolve over time — whether to reflect new tools, updated safety protocols, or revised company policies. In BlueDocs, every time you update an SOP, a new version is tracked, ensuring both transparency and accountability.
BlueDocs’ versioning system:
Tracks every major content change
Preserves historical versions for reference
Provides a clear audit trail of updates, approvals, and publish status
📖 Document Version Tracking
How Versioning Works
Version Numbers: Automatically assigned (e.g., v1.0, v2.0)
Version Badges: Displayed on documents once a second version or later exists
Version History: Captures timestamps for when the document was created, updated, and published
Content Hashing: Behind the scenes, BlueDocs checks for meaningful content changes before updating versions
Where It’s Shown
On the document card and inside the document viewer
Displayed as v[number].0 next to the title or metadata
Only shown for documents with version 2.0 or higher
✍️ Updating SOPs: Step-by-Step
Navigate to Your SOP
Go to the SOPs section in the sidebar
Locate the SOP you want to update and open it
Access Edit Mode
Click the “Edit Document” button in the top header
Note: You must have appropriate edit permissions
Make Your Changes
Use the rich text editor to update content, add images, edit tables, or include new code blocks
Update the title, category, or folder if necessary
Save Your Updates
Click “Save” or “Update Document”
The system will log the modification and update the “last modified” timestamp
The version number will increment if significant changes are detected
🚦 Document Status During Updates
Draft: The document remains in draft mode during editing. This is useful for making multiple edits or collaborating with your team before republishing.
Published: If the SOP is approved or doesn’t require approval, it will be republished as the new live version.
Pending Approval: If your organization has approval workflows enabled, the updated document will await review before going live.
✅ Approval Workflows for SOP Updates
Approval requirements vary based on organization settings. Many SOPs — especially those involving safety, compliance, or legal topics — require review before updates are published.
The Approval Process
Submit for Approval
Upon saving, the SOP enters “Pending Approval” if approval is required
Designated approvers are automatically notified
Review and Decision
Approvers review changes and can either approve, reject, or request edits
Once approved, the new version is published automatically
Handling Rejections
If rejected, the SOP returns to Draft with feedback from the approver
You can revise and resubmit until approval is granted
📘 Best Practices for Updating SOPs
✍️ Content Management
Make incremental, focused updates when possible
Use comments or summaries to explain why changes were made
Always review formatting, links, and attachments before saving
Maintain style consistency across related SOPs
🗓️ Version Control Strategy
Schedule regular reviews (e.g., quarterly or annually)
Maintain an internal changelog of major updates
Consider downloading or archiving versions before significant changes
Involve stakeholders in collaborative updates using comments
📣 Communication
Notify your team of important updates
Update related training materials or documents
Re-assign updated SOPs if acknowledgment or retraining is needed
🔍 Tracking SOP Changes
Automatic Tracking
Last Modified Date: Automatically updated on every save
User Activity Logs: Show who viewed and edited the document
Version History: Lets you see how a document has evolved over time
Manual Tools
Use commenting to provide context for changes
Include summaries when requesting approvals
Set recurring review reminders to ensure SOPs stay current
📂 Managing Multiple Versions
Understanding Versions
Current Version: The latest published and active SOP
Historical Versions: Stored in the background; not directly editable
Comparison Tools: (coming soon) help identify what’s changed between versions
Organizational Tips
Use clear titles that reflect content purpose or revision
Archive or flag old versions for reference only
Link to related or dependent SOPs that may need review when updates occur
🔐 Permissions and Access Control
Edit Permissions
Based on roles (Editor, Manager, Admin)
Some SOPs may be department-restricted
Admins always have override access
Viewing Permissions
Most SOPs are visible organization-wide
Sensitive or draft SOPs can be restricted to teams or roles
Some SOPs are only visible to users with active assignments
🛠 Troubleshooting Common Issues
| Issue | Solution |
|---|---|
| Permission Denied | Ask an admin for edit access or appropriate role |
| Approval Delayed | Follow up with assigned approver via comment or notification |
| Changes Not Saving | Check internet connection or try refreshing the page |
| Formatting Glitches | Use formatting tools in the editor to reset styles |
| Image Upload Fails | Ensure file is under 5MB and is JPEG, PNG, or WebP |
⚙️ Advanced Features
🔗 Integration with Assignments
When an SOP is updated, it can automatically reassign to users
Assignment flows ensure new hires receive the latest version
Completion tracking reflects whether users have read the latest version
📊 Analytics and Reporting
View SOP usage stats: who accessed what and when
Analyze update frequency to prioritize SOP reviews
Measure user engagement to identify knowledge gaps
🧾 Compliance Features
Full audit trails showing who changed what
Documentation of approval decisions
Reporting for compliance reviews or regulatory audits
🧠 Quick Reference
| Action | Location |
|---|---|
| Edit an SOP | SOP Viewer → “Edit Document” |
| View Version Info | Document Card → Version Badge |
| Submit for Approval | Post-edit save → “Request Approval” |
| Track Edits | Analytics → User Activity / Version History |
| Manage Permissions | Settings → User Management / Roles |
🆘 Need Help?
If you’re unsure how to update an SOP or manage its version history:
Contact Support: Reach out to your BlueDocs administrator
Refer to Training Resources: Use your org’s SOP update guidelines
Browse Help Docs: Use BlueDocs knowledge base for more how-tos
Collaborate with Team Leads: Coordinate edits during major updates
💡 Pro Tip: Before making significant changes to mission-critical SOPs, duplicate the original, archive a snapshot, or inform all stakeholders to avoid disruption.
By using BlueDocs’ update and versioning features effectively, you ensure your team always has access to accurate, trusted procedures while maintaining the documentation integrity your organization needs.
Updated on: 30/05/2025
Thank you!