Simplifya makes versioning your SOPs easy by allowing you to create a carbon copy of any of your existing SOPs.
When should I create a new SOP version?
Any changes to your SOP will be made to all previous assignments of that SOP. That is to say, if you remove or add a task to an SOP today, that task will show up on (or be removed from) yesterday's assignments.
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 of your SOP 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 won't 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 my SOP?
When viewing an SOP, use the "Create new version" anchor text to the right of the SOP name. In order to create the new version, you'll be required to give the new version an "Effective Date".
|Tip: We recommend thinking of the "Effective Date" as the day you want the new version of your SOP to take effect. So while you can create a version that has a past effective date, it probably won't make sense in most cases.|
Once you've added the "Effective Date", you're new version will be created, it will be given the same name as the previous version but have an incremented version number.
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.
How do version numbers work?
Initially, version numbers an 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".
So you could see how this could get a little bit hairy over time. So make sure you to have a plan for how and when you create new versions of your SOPs.
Note: If you change the name of an SOP, it will still retain the same versioning.