Who Is This For?
Template Authors – preparing updates to existing templates
Template Owners – initiating and coordinating updates
Process Owners – ensuring updates align with process requirements
How to Do It?
Step 1: Create a New Draft
There are two ways to create a new draft, depending on whether you’re starting from the released version or continuing from an existing working copy.
Using the Effective copy
Using the Effective copy
Use this when you want to start from the currently released version.
Go to Templates from the sidebar.
In the view dropdown, select Effective & Retired.
Search or locate the template’s Effective copy.
Open the three-dots menu at the bottom of the Properties card.
Click Create a New Draft.
📎 Reference: Making a Template effective
Using the Working copy
Using the Working copy
Use this when a working copy already exists and you need to continue updating it.
Go to Templates from the sidebar.
In the view dropdown, select Working Copies.
Search or locate the template’s Working copy.
Click Create a New Draft at the bottom of the Properties card.
📎 Reference: Modifying Template properties
Step 2: Draft and prepare the update
After the new draft is created, author your changes.
Check out the draft to Microsoft Word.
Use the SimplerQMS Office Add-in to insert/maintain property fields.
Hide any visible field codes before check-in.
Check in the file when done.
📎 Reference: Drafting a Template
Step 3: Route for review and approval
When content is ready:
Send for Review to gather feedback (optional per SOP).
Send for Approval when final; set the Effective Date first.
📎 References:
Step 4: Release the updated template
If the Effective Date is today, the system will produce an Effective PDF and the update is usable immediately.
If the Effective Date is in the future, the state will be For Training until the date is reached (or manually made effective, if permitted).
Updating templates controlled by a Change Request
Updating templates controlled by a Change Request
If a template is controlled by a Change Request, you must initiate a new Change Request for updates. Editing becomes available only when the CR is in In Execution. The template’s Effective Date is transferred from the CR upon closure.
📎 Reference: Executing a Change Request
❗ Compliance Reminder: Always create a new draft—do not overwrite the effective copy. Set an Effective Date before approval and follow your SOP for reviews.
📎 Reference: Making a Template effective
Tips
💡 Prefer starting from the Effective copy to ensure you’re updating the latest released version.
💡 Write a clear Version Description when sending for approval—what changed and why.
💡 Confirm Default Type and Default Quality Process are still correct after content changes.