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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.

Screenshot pendingVersion history for a training showing active and prior versions
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If you have a pending version you authored and you submit the same training again, your earlier pending version is withdrawn automatically:

  • It moves back to draft and its open review task is resolved as superseded.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  • Everyone who holds current (non-superseded) evidence for the training is re-enrolled through a dedicated Recertification campaign.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.