Version a document

Qualiopi documents evolve: a programme gets revised, internal rules get updated. Certeef keeps that history so your evidence stays dated and traceable.

Prerequisites

• Admin role.
• Training with at least one document uploaded.

1. Three statuses

• Draft : the document was just uploaded, not yet official. Only visible to admins.
• Published : the active, enforceable version. Only one per type at a time.
• Archived : a previous version kept for history. Viewable but not active.

2. The version cycle

1. Upload a file → it becomes a draft with an automatic version number.
2. Click Publish → the draft becomes the active version. The previously published version is automatically archived.
3. If the document needs to be revised: upload a new file, publish it → the cycle repeats.

Tip: keep all versions, the history is your audit evidence. An auditor can see that a procedure was updated after a complaint, for example.

3. Archive vs delete

• Archiving takes a version out of circulation without losing it: use it as the default.
• Deleting permanently removes the row and the file. Reserve it for mistaken uploads.

Important: deleting a published document removes it immediately from the training’s evidence. The relevant compliance indicator will turn non-compliant until a new version is published.

4. Link to continuous improvement

An improvement record can point to a specific document. You can trace that a piece of learner feedback triggered a new version of the programme, exactly what an auditor likes to see.

What’s next?

• Manage mandatory documents : the six document types expected per training.
• Fix non-compliances : resolve document-related gaps.