When to use this article
You are authoring a new SOP, work instruction, or form, or revising outside a release list: content is reviewed first, then the record enters Ready for Training or waits on change control.
If the document is already on a multi-document change control release list, review sends it to Waiting for Change Control Approval instead — see that article.
State flow
| Current state | Typical next state | Who moves it |
|---|---|---|
| Draft | In Review | Author submits for review |
| In Review | Draft (rejected) or Waiting for CC Approval / Ready for Training | Reviewer completes task |
| Waiting for Change Control Approval | Ready for Training | System on proposed implementation date |
| Ready for Training | Effective | Document owner makes effective |
Upload-incomplete and staged states are platform document states, not on this business path.
Author and submit
- Create the quality document type in Document Control or the library, or create draft from an effective version (if permitted).
- Upload or edit content and save.
- Open Workflow and State Change → Submit for Review (or equivalent).
- Pick reviewers and due dates if required. State becomes In Review.
Review tasks
Reviewers work from My Tasks:
| Outcome | Effect |
|---|---|
| Pass; document not on any release list | Ready for Training |
| Pass; document on a control release list | Waiting for Change Control Approval |
| Reject | Back to Draft |
Review means content is acceptable. Batch dates and obsolescence are confirmed on the change control record — Change control.
Ready for Training and effectiveness
- In Ready for Training, Training may issue the new material; incomplete impact assessment does not block Ready for Training.
- The document owner runs Make Effective; the prior effective version becomes Superseded.
- The proposed implementation date does not make a document effective by itself.
With change control enabled, leaving Effective requires supersession or a control-driven obsolescence.
Roles (typical)
| Action | Typical role |
|---|---|
| Author, submit | Author / document control |
| Content review | QA reviewer |
| Make effective | Document owner |
| Approve a batch | Change control approver (see other article) |
Permission sets depend on vault configuration.
FAQ
| Symptom | What to check |
|---|---|
| Stuck in Waiting for Change Control Approval | On a release list — wait for control approval and implementation date |
| No Make Effective | Must be Ready for Training and you must be document owner |
| Revise without change control | Allowed when not on a list and type permits; forced CC types need a control first |
Next steps
- Batch release or obsolescence → Change control
- Full lifecycle map → Controlled document lifecycle