Introduction
The Document Revisions feature in ProdSys is designed to help manage and track the various versions or revisions of documents within your business processes. By assigning unique revision numbers and descriptions, you can ensure that the correct version of a document is used in production, quality control, or any other department that requires up-to-date documentation. This article will walk you through how to manage document revisions in ProdSys.
Purpose of Document Revisions
The main purpose of document revisions is to maintain a structured and accurate history of changes made to documents. This is particularly important in industries where compliance, accuracy, and traceability are critical. Using this feature, businesses can avoid confusion about which version of a document should be used, ensuring that everyone works with the latest approved version.
Accessing the Document Revisions Page
To manage document revisions in ProdSys:
Log in: Start by logging into your ProdSys account with your credentials.
Navigate to Document Revisions: From the main menu, go to System > Settings > Document Revisions. This will display a list of all revisions currently available in the system. Click here to navigate directly to Document Revisions
Key Features of the Document Revisions Page
Rev No: This column shows the revision number or identifier, such as "A", "B", "1", or "NC". The revision number is used to distinguish between different versions of the same document.
Description: This field provides a brief description of the revision. For example, "Rev A" might indicate the initial version of the document, while "Rev 1" might refer to the first revision after the original.
How to Add a New Document Revision
Click the "+" Button: To create a new document revision, click on the "+" button.
Enter Revision Details:
Rev No: Enter a unique revision number or identifier (e.g., "A", "1", "NC").
Description: Provide a brief description for the revision (e.g., "Rev A" for the first version or "Rev 1" for the first major update).
Best Practices for Managing Document Revisions
Standardize Revision Naming: Use a consistent format for revision numbers and descriptions to avoid confusion. For example, you can start with letters (A, B, C) for initial drafts and move to numbers (1, 2, 3) for formal revisions.
Keep Descriptions Clear: Ensure that descriptions are brief but informative enough to distinguish between different revisions.
Regularly Review Revisions: Periodically check the revision list to ensure that obsolete revisions are archived or deleted to maintain an organized system.
Conclusion
The Document Revisions feature in ProdSys is essential for managing the lifecycle of important documents. By maintaining clear and well-organized revision histories, businesses can ensure that everyone is working with the correct version of a document, avoiding errors and maintaining compliance with industry standards. Regularly updating and reviewing document revisions will help streamline document management and enhance overall productivity.