Who Is This For?
Authors / Owners – verifying the released document and its metadata
Reviewers / Approvers – confirming signatures, version history, and status
QA / Auditors – checking traceability sections and visual indicators for compliance evidence
How to Do It?
Step 1: Open the Effective Copy of a document
From the Document Page, open the released (effective) version to view its built-in compliance details and visual indicators.
📎 Reference: Navigating the Document Page
Step 2: Review the automatically added sections at the end
Effective copies include extra pages for traceability. These sections vary by document type.
Section | Applies To | What it shows |
Electronic Signature | All Documents | Captures the required e-signatures for compliance and confirmation of actions. |
Revision History | All Documents | Displays the document version history, including dates and summarized changes. |
Controlled Items List | Change Requests | Lists the controlled items linked to the Change Request. Hidden if none exist. |
User Actions List | Change Requests | Lists all assigned actions and completion status. Hidden if none exist. |
Electronic Signature sample
Electronic Signature sample
Version History sample
Version History sample
Controlled Items List sample
Controlled Items List sample
User Actions List sample
User Actions List sample
❗ Compliance reminder: These pages are part of the controlled record. Do not remove or alter them outside the system.
📎 Reference: Reviewing Document History
Step 3: Check visual indicators on every page
Effective copies also include visual indicators that appear on every page to show status and identity.
Indicator | Applies To | What it means |
Watermark | All Documents | Automatically shows the current lifecycle state (e.g., Effective, For Training, Retired). |
Blue Ribbon Identifier | All Documents | Displays the document number and released major version along the left margin. |
💡 If the watermark or ribbon does not match expectations, confirm you are viewing the Effective version and check the document’s state.
📎 Reference: Searching and Filtering Records
Step 4: Use history tools when something looks off
If you need to confirm what changed or when it became effective, open Version History, Compare, or the Audit Trail from the document’s top bar.
Version History – See the chronological record of versions and changes
Compare – Highlight differences between versions
Audit Trail – Trace who did what, when, and what changed
📎 Reference: Reviewing Document History
Tips
💡 Use Full Screen Preview to review watermarks and the blue ribbon across pages without downloading.
💡 For audits, capture screenshots of the Electronic Signature and Revision History sections to document evidence.
💡 If Controlled Items or User Actions sections are missing on a Change Request, that simply means none were linked.