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.

📌 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

1. Navigate to Your SOP

• Go to the SOPs section in the sidebar
• Locate the SOP you want to update and open it

2. Access Edit Mode

• Click the “Edit Document” button in the top header
• Note: You must have appropriate edit permissions

3. 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

4. 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

1. Submit for Approval

• Upon saving, the SOP enters “Pending Approval” if approval is required
• Designated approvers are automatically notified

2. Review and Decision

• Approvers review changes and can either approve, reject, or request edits
• Once approved, the new version is published automatically

3. 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

⚙️ 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

🆘 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