Create a New Version

Update a policy with a new version while keeping the history.

---

When to Use This

When you've updated a policy document and need to replace the current version in RTOSafe. Creating a new version:

• Keeps the previous version in the policy's history

• Triggers new agreement requests for staff (if agreements are enabled for that policy category)

• Optionally logs the change in Continuous Improvement

---

Steps

1

Open the policy

Go to Policies and select the policy you want to update.

2

Start a new version

Select Create New Version.

3

Add the updated content

For uploaded policies: Upload your updated PDF or Word file.

For online policies: Edit the content directly in the editor.

RTOSafe automatically detects your policy type and shows the right option.

4

Complete version details

• Version — Enter a version number (e.g., "2.0" or "1.1")

• Version Notes — Describe what changed

Optionally, tick Log this change in Continuous Improvement to create a CI record automatically. If you tick this, you'll need to add an Opportunity for Improvement description.

5

Save

Select Save to publish the new version.

---

What Happens Next

• The new version becomes the current version immediately

• Previous versions remain accessible in the policy's version history

• If staff agreements are enabled for this policy category, new agreement requests are created for all relevant staff

• If the policy is public, the public link automatically shows the new version

• A new review task is scheduled for 12 months from now

---

Common Issues

Version number already exists

Each version needs a unique number. Check the version history to see what's been used.

Can't find Create New Version button

Only policies (not other document types) support versioning. Check you're viewing a policy, not a form or template.

Staff didn't get new agreement requests

Check that the policy category is linked to their department and that agreements are enabled for that category.