Entry Version Control System in Q-Hub

Introduction

The entry version control system in Q-Hub provides a comprehensive mechanism for tracking and managing changes to completed form and process entries. This feature ensures complete transparency, audibility, and compliance by maintaining a full history of all modifications made to entries after their initial completion.

What is Entry Version Control?

Entry version control is an automated system that creates a new version of an entry whenever a completed entry is edited (a process called "up-issue"). Each previous version is preserved in a version history, enabling you to:

• Track all changes — view complete history of modifications

• Maintain audit trail — know who made changes, when, and why

• Compare versions — review differences between versions

• Ensure compliance — meet regulatory requirements for change documentation

• Recover data — access previous versions if needed

Enabling Version Control

For Forms

To enable version control for a form:

1. Navigate to the form you want to configure

2. Open Form Settings (click the settings icon or use the form menu)

3. Select the "Entries" tab

4. In the "Versioning" section, toggle "Enable version control" to ON

Once enabled, you'll see additional configuration options:

Version Display Settings

• Display versions in entry table — shows the current version number in the entries table for quick reference

Up-Issue Permissions

• App admins can up-issue any entry — application administrators automatically have permission to create new versions of any entry

• Other users who can up-issue entries — click "Add users" to specify additional users who can create new versions

• Allow assigned users to up-issue their entries — enables users assigned to an entry to create new versions of that specific entry

For Processes

Version control for processes is configured similarly:

1. Open the process settings

2. Navigate to the "Entries" section

3. Enable "Enable version control"

4. Configure permissions and display options as needed

Note: Version control settings apply to all entries in the form or process. You cannot enable version control for individual entries.

How the Up-Issue Process Works

Understanding Up-Issue

Up-issue is the process of creating a new version of a completed entry. When an entry is completed and later needs to be modified, the system:

1. Preserves the completed version in history

2. Creates a new editable version

3. Increments the version number

4. Records who, when, and why the change was made

Step-by-Step Process

1. Entry Must Be Completed

Version control only applies to completed entries. The entry must be finished before you can create a new version.

2. Request to Edit

A user with appropriate permissions clicks the "Edit" button on a completed entry. The system checks:

• Whether the entry is completed

• Whether version control is enabled for the form/process

• Whether the user has permission to up-issue

• Whether there are any active reviews in progress (entries cannot be edited during reviews)

3. Editing Begins

When editing starts:

• The entry becomes editable

• The system records who started the editing and when

• The original completed version is preserved

• Multiple users can be assigned to edit together

4. Making Changes

During editing:

• The entry appears as editable

• Users can modify fields, tables, and sections

• Changes are tracked automatically

• The entry cannot be completed until editing is finished

5. Completing the Edit

When the user finishes editing and clicks "Complete" or "Save":

If version control is enabled:

• System prompts for a mandatory reason explaining why changes were made

• The previous version is automatically saved in history with all its original data

• A new version is created with the updated information

• The version number increases automatically

• All information about who made changes, when, and why is recorded

If version control is NOT enabled:

• Entry is simply updated with new data

• No version history is maintained

Who Can Create New Versions?

The following users can up-issue entries (in order of priority):

1. Application Administrators — always have permission to up-issue any entry

2. Form/Process Owners and Co-owners — can edit any entry in their forms/processes

3. Specified Up-Issue Users — users explicitly added in form/process settings under "Other users who can up-issue entries"

4. Assigned Users — if "Allow assigned users to up-issue their entries" is enabled, users assigned to a specific entry can up-issue that entry

Important: If an entry is being reviewed, it cannot be edited until the review is completed.

Viewing Version History

Accessing Version History

To view the version history of an entry:

1. Open the entry you want to review

2. Look for the "Version history" button (clock/history icon) in the entry header

3. Click the button to open the version history dialog

Note: The version history button only appears if the entry has version control enabled and has at least one previous version.

Version History Dialog

The version history dialog displays a table with the following information:

The current version is typically marked and may not be clickable. Previous versions are clickable and will open in a read-only view.

Viewing a Specific Version

To view a previous version:

1. In the version history dialog, click on the row of the version you want to view

2. A new page opens displaying that version of the entry

3. The version is displayed in read-only mode — you cannot edit previous versions

4. All data, fields, tables, and sections are shown as they were at that point in time

Current Version Indicator

The current version is usually the first entry in the version history table and may be marked with an indicator (such as "Current" or a different style). Clicking on the current version typically does nothing, as you're already viewing it.

Displaying Versions in Entry Tables

Enabling Version Display

To show version numbers in the entries table:

1. Go to Form/Process Settings

2. Navigate to the "Entries" tab

3. Under "Versioning", enable "Display versions in entry table"

Version Column

When enabled, the entries table includes an "Entry Version" column that shows:

• The current version number for each entry

• Empty or "0" for entries that haven't been up-issued (still on version 1)

This allows you to:

• Quickly identify entries with multiple versions

• See which entries have been modified after completion

• Sort and filter entries by version number

Practical Usage Examples

Example 1: Correcting an Error in Equipment Inspection

Scenario: An equipment inspection form was completed, but later an error was discovered in the serial number.

Steps:

1. Equipment inspector completes "Weekly Equipment Check" form (Version A)

2. Quality manager reviews the entry and notices incorrect serial number

3. Quality manager (who has up-issue permissions) clicks "Edit" on the completed entry

4. System prompts: "Please provide reason for up issue"

5. Quality manager enters: "Correcting equipment serial number - was entered as ABC123, should be ABC321"

6. Quality manager corrects the serial number field

7. Clicks "Complete" to finish editing

8. System creates Version B with corrected data

9. Version A is preserved in history with the reason for change

Result:

• Version A: Original entry with error (preserved)

• Version B: Corrected entry (current version)

• Full audit trail showing who, when, and why the change was made

Example 2: Updating Process Results After Additional Testing

Scenario: A process entry for material testing was completed, but additional tests revealed new information.

Steps:

1. Lab technician completes "Material Testing Process" (Version 1)

2. Senior engineer requests additional tests

3. After additional testing, engineer needs to update results

4. Engineer (assigned user with up-issue permission) requests to edit

5. Provides reason: "Updating test results after additional analysis - new failure point discovered"

6. Updates relevant test result fields

7. Completes the edit

8. Version 2 is created

Result:

• Complete history of both test rounds

• Clear documentation of why results changed

• Compliance with quality management requirements

Example 3: Multiple Users Editing Together

Scenario: A complex form requires input from multiple team members.

Steps:

1. Initial user completes form (Version A)

2. Form owner starts edit and assigns multiple users to collaborate

3. Multiple users make changes to different sections

4. When complete, system prompts for reason

5. Reason provided: "Multi-disciplinary review and update"

6. Version B is created with all collaborative changes

Result:

• All editing users are tracked

• Single version captures all collaborative changes

• Clear audit trail of the collaborative process

Benefits of Version Control

1. Complete Transparency

Every change is documented with full context: who made it, when, and why.

2. Regulatory Compliance

Meets requirements for:

• ISO 9001 (Quality Management)

• FDA 21 CFR Part 11 (Electronic Records)

• GMP (Good Manufacturing Practice)

• Other audit and compliance standards

3. Data Integrity

• Prevents accidental data loss

• Maintains historical accuracy

• Enables data recovery

4. Audit Trail

• Complete history of all modifications

• User accountability

• Timestamp tracking

• Reason documentation

5. Quality Assurance

• Review changes before they become permanent

• Compare versions to understand evolution

• Identify patterns in corrections

6. Collaboration

• Multiple users can work on updates

• Clear ownership and responsibility

• Conflict resolution through version history

Important Considerations

Mandatory Reason Requirement

When is a reason required?

• Always required when creating a new version (up-issue)

• Exception: External users may not be required to provide a reason

• Reason cannot be empty or just whitespace

What makes a good reason?

• Specific and descriptive

• Explains why the change was necessary

• References related documents or processes if applicable

• Examples:

  • ✅ Good: "Correcting measurement unit error - was entered in inches, should be centimeters per specification DOC-123"

  • ❌ Poor: "Fix" or "Update" or "Error"

Irreversibility

Can I delete old versions?

• Old versions are preserved for audit purposes

• Cannot be deleted through the regular user interface

• Contact system administrator if version deletion is absolutely necessary (rare cases only)

Can I revert to an old version?

• Previous versions are read-only

• To "revert," you would need to:

  1. View the old version

  2. Manually copy data

  3. Create a new version with that data

  4. Provide reason for the revert

Access Rights

Permission Hierarchy:

1. App admins (highest level)

2. Form/process owners and co-owners

3. Specified up-issue users

4. Assigned users (if enabled)

What if I don't have permission?

• Contact form/process owner to request up-issue permission

• Or contact app administrator

Active Reviews

Can I edit an entry that's being reviewed?

• No, entries cannot be edited while a review is in progress

• Complete or cancel the review first

• Then you can request to edit the entry

Best Practices

1. Enable Version Control Early

Enable version control when creating forms/processes that:

• Require compliance or audit trails

• May need corrections after completion

• Are used for critical business processes

• Need change documentation

2. Set Clear Permissions

• Only grant up-issue permissions to users who need them

• Use "Allow assigned users to up-issue their entries" for flexibility

• Regularly review and update permission lists

3. Require Descriptive Reasons

• Train users to provide clear, specific reasons

• Include reference numbers, document IDs, or ticket numbers when applicable

• Review reasons periodically to ensure quality

4. Monitor Version History

• Regularly review entries with multiple versions

• Identify patterns that might indicate process issues

• Use version history for training and process improvement

5. Use Version Display in Tables

• Enable "Display versions in entry table" for important forms/processes

• Makes it easy to identify entries that have been modified

• Helps with quality control and auditing

6. Document Your Process

• Create internal documentation on when and how to use up-issue

• Train users on the importance of accurate reasons

• Establish guidelines for version control usage

Frequently Asked Questions

Q: Can I delete an old version?
A: Old versions are preserved for audit purposes and cannot be deleted through the regular interface. If absolutely necessary, contact your system administrator, but deletion should be rare and well-documented.

Q: Can I edit an old version?
A: No, previous versions are read-only. To make changes, you must create a new version. If you need to "revert" to an old version, you would need to manually copy the data and create a new version with that data.

Q: How can I see how many versions an entry has?
A: Open the version history dialog through the "Version history" button in the entry interface. The dialog shows all versions. Alternatively, if version display is enabled in the table, you can see the current version number there.

Q: Is it mandatory to specify a reason when creating a new version?
A: Yes, specifying a reason is mandatory for all users except external users. The reason cannot be empty and should be descriptive.

Q: What happens if I start editing but don't complete it?
A: The entry remains in editing mode until editing is completed. Other users with edit permissions can continue the edit. The entry cannot be completed until the edit is finished.

Q: Can multiple users edit an entry at the same time?
A: Yes, when starting an edit, you can assign multiple users to the editing team. All assigned users can make changes. The system tracks all editing users.

Q: What happens to approvals when I create a new version?
A: If the form/process requires approval, the previous version's approval is archived and preserved with that version. The new version will need a new approval if approval is still required.

Q: Can I see what specific fields were changed between versions?
A: Yes, the system automatically tracks which fields were changed. You can view this information in the version history.

Q: Why can't I edit an entry even though I have permission?
A: Check if:

• The entry is currently being reviewed (reviews must be completed first)

• Another user is already editing it

• The entry is not actually completed

• Your permissions have changed

Q: Does version control work for external users?
A: Yes, version control works for external users, though they may not be required to provide a reason for up-issue. External users must still have the appropriate permissions.

Q: Can I control who can view a field / section based on what portal a user is a part of?

A: Yes, using the “hide / show” logic you can set this up based on portal access for example: 2 different sites will be able to view sections only applicable to them meaning you only need to create the form once and can use across sites.

Q: Is it possible to pre-fill sections of the form before sending it to someone else to complete?

A: Yes - for internal users you can either use the “Prefill” button before sending or start a new entry and then assign the user/s using the info icon.

For external users you can create a survey (click the grey “Send” button across top of the form home page > “Generate Survey”) and use the “Prefill” button before releasing the survey.

Q: Can I pull data out of form entries for example, into registers for review?

A: Yes, fields can be mapped across into registers, processes or another form - go to the form settings > Actions > Add Action > select the action you wish to set up and use the “Link Fields” button to set up what data to pass over.

Q: Can we assign a reviewer to check a form entry before it’s marked as complete?

A: Yes, go to the form settings > toggle on “Require approval for entries” and then select the user/s to approve.

Q: Can a form automatically trigger another form or task after submission?

A: Yes, go to the form settings > Actions > Add Action > select the action you wish to set up e.g. start a form, process or task.

Troubleshooting

Issue: "Permission denied" when trying to up-issue

Solutions:

• Verify you have up-issue permissions in form/process settings

• Check if you're an app administrator

• Confirm you're the form/process owner or co-owner

• If you're an assigned user, ensure "Allow assigned users to up-issue their entries" is enabled

Issue: "Unable to edit the entry whilst review is in progress"

Solution:

• Complete or cancel any active reviews for the entry

• Then try to edit again

Issue: "Form is already being edited"

Solution:

• Another user is currently editing the entry

• Wait for them to complete or contact them

• If you're part of the editing team, you should be able to access it

Issue: Version history button doesn't appear

Possible causes:

• Version control is not enabled for this form/process

• The entry has no previous versions (still on version 1)

• You don't have permission to view version history

Conclusion

The entry version control system in Q-Hub is a powerful feature that ensures data integrity, compliance, and complete transparency of all changes to completed entries. By maintaining a comprehensive audit trail, it helps organizations meet regulatory requirements, improve quality control, and maintain accurate historical records.

Key Takeaways:

• Enable version control for forms/processes that require change tracking

• Always provide clear, descriptive reasons when creating new versions

• Use version history to review changes and maintain quality

• Set appropriate permissions to balance access and control

• Leverage version display in tables for quick visibility

Use version control strategically to enhance your quality management processes and ensure compliance with industry standards.

Last updated:
Document version: 1.1
Q-Hub Application Documentation