Create a New Version
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
Open the policy
Go to Policies and select the policy you want to update.
Start a new version
Select Create New Version.
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.
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.
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.