Version History

InnoQualis EQMS maintains a complete version history for every document. Each time a document is updated, a new version is created, preserving the full audit trail. You can view, download, compare, and restore any previous version.

View version history

1. On the left sidebar, select Documents.
2. Select a document to open it.
3. Open the Versions & changes tab and select Upload New Version (available for approved or effective documents).

The version history page displays all versions in reverse chronological order. Each entry shows:

• Version number (for example, v1.0, v1.1, v2.0)
• Created by — the user who created the version
• Created date
• Changes — description of what changed (if provided)
• File size
• Checksum — a truncated file integrity checksum
• Current badge — the most recent version is marked with a green “Current” badge

Create a new version from the version history page

New versions can only be created when a document is in Approved - Pending Training or Effective status.

1. On the document’s version history page, select Create New Version.
2. In the form that appears:
   • Select a file in the New Document File field. Supported formats: PDF, DOC, DOCX, TXT.
   • Optional: Enter a description in the Change Description field.
3. Select Create Version.
4. A success message appears and the version list refreshes.

Tip

Always provide a change description when creating a new version. While optional on this page, it is valuable for audit trails and helps other users understand what changed.

Create a new version from the Document Preview Panel

1. On the document detail page, select the Versions & changes tab.
2. Select New Version (enabled only for documents in Approved - Pending Training or Effective state).
3. In the Changes field, enter a description of the changes.
4. Select a file in the File field.
5. Select Upload.

Note

Versioning is only available for documents in the “Approved - Pending Training” or “Effective” state. If the document is in Draft or Under Review status, a warning message explains that versioning is not available.

Download a specific version

1. On the document’s version history page, find the version you want.
2. Select Download next to that version.
3. The file downloads with the naming format: {document title}-v{version number}.

Caution

If a download fails, an error alert appears at the top of the page and automatically dismisses after 5 seconds. Try again if the download does not complete.

Restore a previous version

Restoring a version does not overwrite existing versions. Instead, it creates a new version with the content of the restored version.

1. On the document’s version history page, find the version you want to restore.
2. Select Restore next to that version (available on all versions except the current one).
3. In the confirmation dialog, select Restore to confirm, or Cancel to abort.
4. A success message appears and the version list refreshes to show the newly created version.

Compare two versions

1. Open the version comparison from the document detail page.
2. The comparison displays in a two-column layout:
   • Left column — content from the older version.
   • Right column — content from the newer version.
3. Differences are highlighted:
   • Red background — lines removed or changed from the older version.
   • Green background — lines added or changed in the newer version.
4. Select Close to dismiss the comparison modal.

Versions list on the document detail page

The Versions & changes tab on the document detail page shows a compact table with:

Column	Description
ID	Internal version identifier
Version	Version number or label
Date	When the version was created

If no versions are available, the table displays “No versions found.”

Permissions

Action	Required Permission
View version history	documents.view_versions or documents.approve
Create new version	Document must be in Approved - Pending Training or Effective status
Download a version	documents.view_versions or documents.approve
Restore a version	Authenticated user with access to the document
Compare versions	Authenticated user with access to the document

Example: Updating an Effective SOP After a Process Change

Your facility has updated its environmental monitoring frequency. The current SOP (v1.0) is in Effective status and needs a revision.

1. Select Documents in the sidebar, then open “Environmental Monitoring SOP”.
2. Select New Version in the toolbar to open the version history page.
3. Select Create New Version.
4. In the New Document File field, choose the updated PDF from your computer.
5. In the Change Description field, enter: “Updated monitoring frequency from weekly to daily for ISO 7 cleanrooms per CAPA-2026-042 findings.”
6. Select Create Version.

The new version (v2.0) appears at the top of the version history with a green “Current” badge. The previous v1.0 remains available for download and comparison. Reviewers can use the version comparison feature to see exactly what changed between versions.