BizCortex documentation

Versions of compliance objects

Save drafts with a commit message, approve them as a major version and start a new draft when something must change.

Every product, product family, category, knowledge group, document and file has its own version history. Drafts are minor versions such as 0.1, 0.2 or 1.3. An approved version is a major version such as 1.0, 2.0 or 3.0 and is read only.

The version bar at the top of an object shows where it stands: "No version", "Draft 0.3", "In review 0.3" or "Approved 2.0". When the object was changed after its latest version, the bar also shows "Changes since 0.3".

Who can use this

  • Owner
  • Admin
  • Compliance

Steps

  1. 1. Save a version

    Click "Save version", describe what changed under "Commit message" and confirm. The next minor version is saved, for example 0.1, then 0.2. A message is always required.

  2. 2. Approve

    With approve rights, click "Approve", write a message and confirm. The current state becomes the next major version, for example 0.3 becomes 1.0. If something changed since the last saved draft, that change is saved as a draft first.

  3. 3. Change an approved object

    An approved object is read only: its fields are locked and show "Approved 2.0, read only. Start a new draft to change it." Click "Start new draft" to open 2.1 and edit again. The next approval makes it 3.0.

  4. 4. Look at the history

    Click "Versions" to see every version with its number, status, commit message, author and, for approved versions, who approved it and when.

  5. 5. Compare versions

    In the history, choose "Compare with the previous version" or "Compare with the current state" to see each changed value before and after.

  6. 6. Restore an older version

    Click "Restore" on a version to write its content back into the object. This works only while the object is a draft. Save it afterwards as a new version.

Fields and options

Draft

A saved state that can still be changed by members who may edit compliance data.

In review

An approval was requested. The object is read only until the reviewers decide or the request is withdrawn.

Approved

The released state. Read only. Only approved versions can go into a submission.

Superseded

An earlier approved version that a newer approval replaced. It stays in the history.

Knowledge groups

A group of knowledge (for example data protection) is versioned where its values are recorded. When General records it, approving it there makes it read only for every product that reads it. A group made special for one product has its own versions.

Good to know

  • Documents use the same flow. Approving a document finalises it, and "Start new draft" opens it for editing again.
  • Every version action is written to the audit log, so a submission can prove who changed and approved what and when.
  • Comments stay possible on approved objects, so people can review them at any time.

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