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Duplicate Record

The Record Version Control functionality in the system is a critical component for maintaining efficient document versioning. This functionality ensures seamless version transitions by automatically updating the superseded document to an obsolete status when the current record is set to Effective. This action triggers a cascading effect on all older versions associated with the document.

Regular Duplication

Notes:

  • Only active users with a license, access rights, and the view, create, and duplicate privileges can duplicate a record. If you do not have access, please contact your company owner or system administrator to request the access and privileges necessary to perform this action.

  • The Duplicate Record feature is only available on the Enterprise Subscription.

To duplicate a record, press the blue icon . Once the record has been duplicated, the system will take you to the details screen of the duplicated record. The duplicate record will be a copy of the original, with the status set to Duplicated, but some field values may vary between forms.

Example of the Location Inside a Form
Record Duplicated

Tips

  • The duplicated record must have certain unique fields, such as the number, and the status must be changed to an available option. After making these changes, press Save in order to make the duplicated record usable.

  • The duplicated records will maintain the links to related records.

  • Duplicated action is not available for the Investigation Request, Investigation, Lot Movements or Lot Definitions form.

Version Control Functionality

Notes: It is important to note that not all modules will present this functionality, as its availability may vary for each module record.

The version control functionality allows you to keep easy track of different versions. Each version is assigned a number, starting from 1 and increasing by 1 with each update.

Version Control, Getting Started

General

To initiate a controlled version, press the duplicate icon .

Initial Record Version Control Example

Open a window to choose whether to make a duplicate with version control (otherwise it will be duplicated regularly).

Window to Make a Record Version Control Record Example

The system will duplicate the record and automatically redirect to view the duplicated record, presenting a new version; this being an incremental version, one at a time.

Record Duplicated Example

Press the version number, and each version will be displayed in a controlled manner, from the most recent to the oldest.

Duplicated From

This field is populated when a record is duplicated using the continuous versioning option, without affecting the status of other related records.

Supersedes Record

Records that have the Supersedes field causes any record that is neither Active nor Effective to be marked as obsolete when duplication is carried out using the continuous version option. Next, we will see an example.

Initial record version.

Once completed the steps within the General section. You can observe that the active record was not marked as Obsolete status.

Repeat the steps within the General section again. You will observe that the previous duplicated record was marked as Obsoleted, but the Active one was not.

Now, activate the duplicated record. The system will request confirmation where it notifies that the active record will be changed to obsolete status.

After confirming, click the check icon to apply the changes. You will observe that the Active record was changed to Obsoleted to maintain only one active record.

History Version Control Modal

  1. The blue color identifies records that have not been deleted, while the gray ones are records that have been deleted.

  2. The date when the records were deleted will be specified.

  3. The record from which the history has been accessed is identified by shading it in gray.

  4. The external link button is used to redirect to records that have not been deleted.

Each line of records in the history defines the following information: the version, the name of the record, the creation date, and the creator.

History Version Control Example
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