Revision

Introduction

The Revision field in Unifize Checklists allows administrators and quality teams to track document and process versions systematically. When workflows or controlled documents undergo updates, the Revision field ensures traceability, accountability, and compliance with regulatory standards.

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Capabilities

The Revision field enables:

• Tracking of version history within a checklist record

• Visibility into the current revision number across users

• Controlled updates with workflows requiring re-approval on revision change

• Integration with version-controlled documents (e.g., SOPs, specifications)

• Conditional logic based on the revision state for process gating

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Configuration steps

To configure a Revision field in a Checklist:

1. Navigate to process settings

• Go to Manage > Select Process > Edit

1. Add a new field:

   • Click on Fields > Add Fields.

   • Choose Field Type: Revision.

2. Define field properties:

   • Name the field (e.g., Document Revision, SOP Revision).

   • Choose display location (Main section, left/right panel, etc.).

   • Enable version control settings if linked with documents.

3. Setup revision tracking logic:

   • Link this field with state transitions if re-approval is required on revision change.

   • Use conditions to restrict actions until a revision is updated.

4. Save and publish:

   • Finalize configuration and publish changes to make the field live.

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Roles and permissions

Role	What You Can Do
Admin	Configure revision fields and permissions, and view or edit any revision. Full access to control workflows and revision status across checklists.
Org Member	Create and update revisions, and view or edit revisions based on access. Can view revision checklists based on the permission level set by the admin.

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Technical workflow

1. Checklist Record Created → Initial Revision set (e.g., Rev 0)

2. Change Triggered → User edits content → New Revision proposed (e.g., Rev 1)

3. Approval Workflow Initiated → Field locked during approval

4. Upon Approval → Revision updated, status changes to “Approved”

5. Audit Trail Maintained → All revisions logged in the record history of the My Inbox section

Revision field settings

Setting Name	Description	Use Cases
Who can create revisions	Defines which users are allowed to create a new revision of the checklist record. Admins can allow all participants, limit it to the record owner, or define specific users, roles, groups, or user fields. This gives flexibility to control who is responsible for initiating changes.	Restrict revision creation to qualified roles like Quality Owners or Document Control specialists.
Who can mark revision current	Specifies which users can designate a revision as the current active version. Admins can permit participants or owners of either the revision being marked or the current revision, as well as filter by user fields, roles, groups, or restrict it to specific statuses.	Ensure that only authorized approvers or stakeholders can publish a revision as official.
Revision creation defaults	Configures behavior when a new revision is created, including which fields to auto-copy from the previous revision, whether users should be redirected to the new revision immediately, and whether a comment must be entered before creation.	Improve efficiency and traceability by automating field carryover and requiring justification for new revisions.
For conversation being marked current	Automates changes when a revision is marked as current. Admins can add or remove participants, pull users from other fields, post a predefined message, adjust privacy, and unarchive the conversation automatically to reactivate it for collaboration.	Ensure stakeholders are notified and engaged when a revision becomes current, especially for collaborative updates.
For conversation that was currently previously	Handles updates to the previously current revision after a new one is made active. Admins can configure user access, post a message, optionally change its status, update privacy, and auto-archive the older conversation to reflect its inactive status.	Prevent confusion by clearly deprecating and archiving outdated revisions while maintaining traceability.

Condition fields

Setting Name	Description	Use Cases
Condition Logic Type	Determines how the revision field behaves based on conditions. Options include:- Show until condition met- Hidden until condition met- Mandatory until condition met- Disable until condition met. This defines when and how the field should be interactive.	Use to show or lock the field until a prerequisite task is completed, e.g., a prior checklist item is approved.
Condition Definition	Allows you to define conditions using fields and qualifiers. You can choose checklist/form fields, set a value-based qualifier (e.g., equals, contains), and combine multiple conditions with AND.	Control revision field behavior based on other field inputs, like triggering only if “Requires Revision” is checked.
Behavior	Defines what happens to the revision field when the condition is met or not met. Options include:- Show field- Hide field- Disable/Lock field. You can also make the field mandatory if not hidden.	Use to enforce data entry only in valid scenarios (e.g., mandatory revision number when status = Approved).

Feature limitations

• Allowing revision to be marked current based on status may not function as expected in all scenarios.

• Privacy updates such as "Hide everything", "Hide only chat", or "Make public" may not be reliably applied when you create a revision.

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