Revision

Introduction

The Revision field in Unifize Checklists helps you manage updates to controlled records like SOPs, specifications, and quality documents. It ensures that the latest version is always visible and helps you track changes made over time, supporting collaboration, traceability, and compliance.

Whether you're reviewing a change, approving updates, or referencing the current version, the Revision field helps keep your work aligned with the most recent data.

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What users can do with Revision fields

As a user working in a checklist with a Revision field, you can:

• View the current revision number of the checklist record.

• Create a new revision (if your role or permissions allow).

• Mark a revision as current to indicate that it's the official version.

• See who last changed the revision and when, via the record history.

• Collaborate on revisions through comments and participant updates.

• Trigger workflows when a revision is changed (based on admin configuration).

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How Revision fields help you

The Revision field makes it easier to:

• Avoid working on outdated documents by always referencing the current revision.

• Track why and when changes happened, helping with audits or handovers.

• Collaborate with clarity, since the correct version is shared across users.

• Ensure quality compliance, especially for regulated processes requiring approval on change.

• Reduce confusion, as only one revision can be marked "current" at any time.

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Technical workflow

Here’s how the Revision field typically works behind the scenes:

1. A checklist record is created

   – The initial revision is automatically set (e.g., Rev 0).

2. A change Is needed

   – You (or someone with permission) create a new revision (e.g., Rev 1) and update the necessary content.

3. Workflow kicks In

   – The record might go through a review or approval process. During this time, the revision field is locked.

4. Revision is approved and made Current

   – Once approved, the new revision is marked as current, replacing the previous version.

5. Previous Revisions are archived

   – The older version is marked as inactive and, if configured, archived automatically.

6. Audit Trail Is Captured

   – You can always view past revisions and comments in the record’s history from the My Inbox.

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Roles and permissions

Role	What you can do
Admin	Configure revision fields and permissions, view and edit any revision.
Org Member	Create and update revisions, view and edit revisions. View revisions checklists (based on the permission level set by the admin)

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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