Editing, versioning & lifecycle

Edit fields under change control, create a new version, change an item's owner, advance its status, and send it for review.

Editing an item isn’t just typing into a field — once a record is controlled, every change is governed and recorded. This is what makes the audit trail a by-product of the work rather than a scramble before a submission.

Edit a field

Before you start Open the item. You'll need edit permission, and the item must be in a state that allows changes.

Click Edit on the item view.
Change the field values.
If the item is in a controlled state, enter a Reason for change when prompted.
Save.

Result The values update, the change is written to the item's history with who, when, and why, and any downstream links may flag as suspect for re-verification.

Create a new version

Controlled records are versioned. A significant change creates a new version rather than silently overwriting the last one.

Make your change and save it as a new version when prompted (or choose to version the item).
Re-authenticate if your organization requires it for the change.
Enter the change details — what changed and why.

Result A new version is recorded. Earlier versions remain available in the item's history, so you can see exactly how the record evolved.

Change the owner

Right-click the item and choose Change Owner.
Select the new owner and confirm.

Result Ownership transfers, and the change is logged.

Change the status

Status moves an item through its lifecycle — for example, from draft to in-review to approved. Which transitions you can make is governed by the workflow.

Right-click the item and choose Change Status, or use the status control on the item view.
Pick the target state. Only transitions allowed from the current state, for your role, are offered.
If the transition is controlled, complete the electronic signature when prompted.

Result The item moves to the new state. Controlled states may lock the record against further edits.

Send for review

Right-click the item and choose Send for Review.
Confirm the review details.

Result The item enters a review, which you can track in the Review Center. See Reviews for the full review workflow.

To connect items and attach evidence, see Links & attachments.