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Versions and recertification

Understand how a training builds up versions over time, what happens when you re-submit, and how to require everyone to re-certify when content changes materially. This page connects authoring to the review and assignment work that follows it.

Who this is for

Administrators (Quality Admin, HR Admin, Corporate Admin). Approving and re-certifying are restricted to Quality Admin and Corporate Admin.

How versions accumulate​

A training has one active version at a time and a history of older versions. Each time you author and submit, you create a new version that:

  • Lands in pending review and is not active.
  • Is numbered (for example 1.0, then 1.1 or 2.0).
  • Becomes the active version only when a different person approves and activates it. On activation, the previously active version is deactivated.

You can see a training's version history from the View versions action on its card in the Training Library, and in full on the training's own page under Version history.

Screenshot pendingVersion history for a training showing active and prior versions

Read a version before you act on it​

Every version card carries Preview, which opens a wide review workspace rather than squeezing the version into a narrow drawer. Sources and the signature requirement stay in a side column. The Content and Assessment sections let you review a long policy and a long question set independently.

  • The source document it rests on, named with its document code, its revision and its lifecycle state, for a training anchored to a controlled document. For authored material you get the attached sources instead.
  • The objectives and the opening guide text, then the content rendered the way the learner reads it, then the closing text.
  • The assessment. For a scored quiz that is every question and option with the correct one marked, the pass mark and the attempts allowed. For a scenario assessment it is the reflection questions plus the grading criteria.
  • Whether completing the version requires an electronic signature.

Content loads when you open Preview. Assessment data waits until you choose Assessment, and long assessments are shown ten questions at a time. Source chips load a rendered Markdown excerpt only when you inspect them, while clicking one opens the exact cited revision.

The correct answers and the grading criteria are marked Reviewers only, because they exist for the person judging the assessment and never reach the person taking it. Scenario grading criteria are visible to the quality function only.

The same panel everywhere

This is the same preview the author sees before submitting and the reviewer sees in the Quality Review Queue. One version of the truth, so what you approve is what gets delivered.

Approved versions freeze once evidenced

Once a learner's completion evidence references a version, that version's content, quiz, objectives, and sources are immutable and cannot be deleted. This is why content changes always create a new version rather than editing an existing one. See Evidence and immutability.

Re-submitting a pending version​

If you have a pending version you authored and you submit the same training again, your earlier pending version is withdrawn automatically:

  • It moves back to draft and its open review task is resolved as superseded.
  • Your re-submission becomes a fresh pending version with its own attached sources.

This keeps the reviewer's Quality Review Queue free of duplicate tasks for the same training from the same author. The withdrawal is best-effort and never blocks your submission.

Re-certify everyone on a major change​

When a content change is significant enough that everyone who already completed the training should take it again, a Quality Admin or Corporate Admin can trigger re-certification at approval time, not at authoring time.

When the approver activates the new version with re-certify everyone:

  • Everyone who holds current (non-superseded) evidence for the training is re-enrolled through a dedicated Recertification campaign.
  • Each re-enrolled learner gets a new assignment with a due date based on the training's initial due offset, and is notified.
  • Their prior evidence is marked superseded.
Screenshot pendingApproval with the re-certify everyone option in the Quality Review Queue
Re-certification never edits evidence

Re-certifying adds new assignments and marks prior evidence as superseded. It never edits or deletes the immutable completion evidence already on record. The historical record of who completed the old version stays intact. See Evidence and immutability.

This action is part of approving a version, so it lives in the Quality Review Queue. It is distinct from the recurring recertification interval you set in Settings and scheduling, which schedules a repeating cycle for each learner.