Why Approvals Are Removed When Document Content Changes

In Handbook, when content changes are made to a document, all previous approvals are removed to ensure that the approval process remains accurate and up to date. This ensures that all stakeholders are reviewing the most current version of the document before it is finalized.

Reason for This Warning:

The warning "If any content changes were made to the document, all approvals will be removed" appears to prevent confusion or miscommunication in the approval process. Here's why:

1. Maintaining Accuracy:
   • When a document is updated, the content, structure, or context of the document may change. This could affect the previous review and approval. For example, a policy change could impact how stakeholders view the document, or a legal requirement might have been added that alters its compliance.
2. Ensuring Proper Review:
   • If approvals were obtained based on an older version of the document, they may no longer be valid once changes are made. Requiring new approvals ensures that all reviewers sign off on the latest version and understand any updates or modifications.
3. Version Control:
   • By resetting approvals when changes are made, Handbook ensures that you maintain version control over your documents. This way, there is a clear, accurate history of who approved each version and when, which is critical for transparency and compliance purposes.
4. Compliance and Legal Considerations:

   • If documents involve compliance or legal reviews, any changes to the content may require re-approval to ensure that the document still meets all regulatory standards. By removing previous approvals, the system guarantees that the most recent version has been reviewed thoroughly.

     
     

What Happens After Approvals Are Removed:

Once content changes are made:

• All previous approvals are cleared, and stakeholders must re-review the document.

• You can initiate the approval process again by following the steps to select the right approvers, send approval requests, and track their responses.

  
  

Best Practices to Manage Approvals:

• Communicate Changes Clearly: When making updates to a document, ensure that you clearly communicate the changes to your approvers so they know what to look for when reviewing the new version.
• Minimize Changes After Approvals: Try to limit content changes to reduce the need for re-approvals. If changes are necessary, ensure they are well-documented and easy for reviewers to follow.
• Keep Track of Versions: Use the approval history and comments to maintain a record of what was approved and what was changed in each version.