Simplifya makes it create, maintain, and track new versions your SOPs when you need to make updates to your company's procedures. With a few clicks, you can create a carbon copy of any of your existing SOPs, make the necessary changes to the new version, and update all existing assignments to the new version so your team members are completing the latest version of your SOP.
Why Create a New Version?
Many states and local jurisdictions require a new version of an SOP when a substantive change is made, and that you also must keep all previous versions of the SOP on file. Any time you're making significant changes to one of your SOPs, it's a good idea to create a new version.
We recommend you create a new version if you're:
- Adding or removing a task
- Adding or removing a section header
- Adding or removing a citation
- Making more than grammatical changes to any of the SOP header fields
On the other hand, the following changes likely will NOT require a new version:
- Grammar or formatting changes to header fields or tasks that don't change the meaning
- Changing the name of an SOP
- Editing the "Effective Date" of your SOP
How Do I Create a New Version of An SOP?
When viewing an SOP, click the "Create new version" anchor text at the top of the screen to create a new version. You'll be required to enter an "Effective Date" for the new version of your SOP.
You'll also have the ability to update all active assignments of the SOP so that, starting on the effective date of the new version, the assignees will be prompted to complete the new version.
Note: While the "Effective Date" is designed to give employees an indication of which version of an SOP they should be using, the system does not prevent employees from using previous versions.
After clicking the "Create New Version" button, your new version will be created, and it will be given the same name as the previous version, but will have an incremented version number. Previous versions will appear grayed out on your Manage SOPs table as a way of providing a visual indicator of older versions, but is still accessible and can still be completed.
How Do Version Numbers Work?
Initially, version numbers can be pretty easy to follow, but if you're not careful, they can get a little complex. The best way to explain this would be to give an example.
Let's say you start out with a new SOP called "Waste Management". It's technically version 1, but we don't add a 'V1' for this because it's the first. After a few iterations, here's how the versioning history might look for your "Waste Management" SOP:
- "Waste Management_V2": The first new version created from your original SOP.
- "Waste Management_V2.1": A version created from "Waste Management_V2."
- "Waste Management_V3": A second new version created from the original SOP.
- "Waste Management_V2.1.1": A version created from "Waste Management_V2.1."
As you can see, this could get a little bit hairy over time. We recommend having a plan for how and when you create new versions of your SOPs.
Note: If you change the name of an SOP, it will retain the same versioning.