Document Control and Revision History

The Document Control table in TIGA is used as a repository of official documents (e.g., Standard Operating Procedures (SOPs), Work Instructions (WIs), checklists, templates, drawings, and other controlled documents). Each record defines the document by its control number, name, category, and the associated department (e.g., Warehouse, Purchasing, and Engineering), clarifying ownership, responsibility, and its intended use in daily operations. All documents follow a standardized numbering and naming format to ensure consistency, reliability, and traceability throughout the company.

Each Document Control record has a related Document Control Revision History that tracks every version of the document over time. When a new SOP is created, a drawing is updated, or a form is modified, a new record is added with its version number, change notes, the attached source file, and the published PDF. This allows users to monitor document evolution and identify the most current official version.

The controlled document goes through a workflow from creation to release, with each role having different responsibilities.

Document Control and Revision History Workflow

• Document Control Member

  Creates and maintains controlled documents per request, applying company standards for naming, numbering, formatting, and managing release or deactivation.

• Author

  Initiates the request, provides all information required to register a new controlled document, and develops the content by creating the revision history and attaching the required files.

• Approver

  Validates the document content and gives the final approval before release.

Within this workflow, each revision history advances through various statuses that reflect its progress.

Status	Description
Request for Revision / Initial Release	This is the initial status when a document control revision history is created or cloned.
Draft	This status indicates that the Author has prepared the files for the “Document Control Member” to review for format and compliance.
Submitted for Approval	This means that the revision history has been submitted by “Document Control Member” for review by the Approver.
Approved	This status signifies that the Approver has confirmed that the document meets requirements.
Release	This indicates that the document is officially available for operational use across the company. Only one revision history per document control can be in Release status.
Inactive	This status means the revision history is no longer in use, typically because a newer revision has replaced it.

Create Document Control

When a new controlled document is requested by the Author, the “Document Control Member” will register the record in TIGA using the Author’s information and apply the company’s standard numbering and naming formats for consistency.

Prerequisites:

• You are a member of the “Document Control Member” group.

• The appropriate numbering and naming format for the document has been identified and is available.

To create a document control record:

1. Open the Document Control table in the Production application.

2. Select Add to open the Create New Document Control form.

   

   Add a New Document Control Record

3. Create a new record and complete the provided fields, including Document Number and Document Name, following the rules.

For example: SOP-Maintenance-General-0007-Order.

Create a New Document Control

Post Condition:

A new record is created in the Document Control table. This record will serve as the base for all future revision histories of the document.

A Newly Created Record

Create Document Control Revision History

The Document Control Revision History keeps track of all updates made to a controlled document. Each time a document is created or revised, a new entry is added to the Document Control Revision History table. This entry outlines the changes made and the current status of the document in its lifecycle, and links to the document file.

Prerequisites:

• A Document Control record must already exist.

• You are the PIC (Person In Charge) responsible for the revision document.

To create a revision history record:

1. Open the Document Control table in the Production application.

2. Select a corresponding record and expand the Document Control Revision History table in the Related Tables.

3. Create a new revision history record and complete the provided fields.

   

   Add a New Document Control Revision History Record

Post Condition:

A new record is created in the Document Control Revision History table with Request for Revision / Initial Release status.

A Revision History Record with Request for Revision / Initial Release Status

Upload Attachment to Revision History

After creating the revision history, the Author must attach the document files. The attachments are linked to a specific revision of a controlled document. There are two attachment tables with different purposes:

• Attachment (Supporting Document): This is where the editable source files, such as Word or Excel files, and any supporting materials (screenshots, reference notes) are placed. These help the “Document Control Member” check formatting and allow approvers to review the background of the content.

• Attachment (Published Document): This is where the PDF version that will serve as the official reference once the revision is approved and released is placed. Users will always use this file as the final document.

Prerequisite:

A Document Control Revision History record must exist in the Request for Revision / Initial Release status.

To upload attachments:

1. Open the Document Control Revision History table in the Production application.

2. Select the record in Request for Revision / Initial Release status.

3. In the Attachment (Supporting Document) of the Related Tables, upload any draft or editable files that support the revision.

   

   Add Supporting Documents

4. In the Attachment (Published Document) of the **Related Tables, upload the PDF version of the document.

   

   Add Published Documents

   Note

   • If the PDF version is incomplete, it may be added later. Additionally, the “Document Control Member” can replace it during/after approval if required.

   • Only one file is allowed to be uploaded to this table.

Post Condition:

All uploaded files are linked to the selected revision history record.

Set Revision History to Draft

Once a revision history record is created and files are attached, the Author must mark it as Draft to alert the “Document Control Member”, who will check formatting, numbering, and adherence to company standards.

Prerequisites:

• A Document Control Revision History record must exist in Request for Revision / Initial Release status.

• You are the Author of the revision history.

• At least one document file (Supporting or Published) has been uploaded.

To set the revision history to draft:

1. Open the Document Control Revision History table in the Production application.

2. Select the record that is in Request for Revision / Initial Release status.

3. From the Actions menu, choose Set to Draft.

   

   Set to Draft Action

4. Select Yes to confirm.

Post Condition:

TIGA automatically:

• Changes the status to Draft.

• Sends an email notification to the “Document Control Member” group, informing them that a new draft document is ready for review.

  

  A Document Control Email Notification

Submit Revision History for Approval

Once the revision history record reaches Draft status and has been reviewed by the initial “Document Control Member”, it can be submitted for approval. This submission moves the document into the approval workflow, allowing designated Approvers to evaluate the content.

Note

Should any formatting or compliance issues exist at the Draft stage, the “Document Control Member” will have the Author (or the person who uploaded the attachments) correct and re-upload the files. The record may be resubmitted for approval only after all corrections are made, the revised files are uploaded, and validated.

Prerequisites:

• You are a member of the “Document Control Member” group.

• A Document Control Revision History record must exist in Draft status.

To submit revision history for approval:

1. Access a revision history record using one of the following methods:

   • Open the “Document Number Status Has Been Changed” email from TIGA and click the provided link to navigate to the corresponding record.

     

     Document Number Status Has Been Changed Email Notification

   • Open the Document Control Revision History table in the Production application and select a revision history record currently in Draft status.

2. From the Actions menu, select Submit for Approval.

   

   Submit for Approval Action

3. Select Submit to confirm the submission.

Post Condition:

TIGA automatically:

• Updates the status to Submitted for Approval.

• Sends an email to the listed Approvers, the Author, and the “Document Control Members” group. The email includes a direct link to the revision record in TIGA so Approvers can access it easily.

  

  Document Control Approval Email Notification

Approve Revision History

Approvers are responsible for reviewing a submitted revision history and determining whether the document can proceed to release. Approval indicates that the document content, formatting, and compliance requirements are acceptable.

Important

The system does not have a “Reject” button. If an Approver identifies incorrect or incomplete content, the Approver must communicate the feedback directly to the Author and the “Document Control Member”. The document can then be revised and reattached by the “Document Control Member” on behalf of the Author.

Prerequisites:

• A Document Control Revision History record must exist in Submitted for Approval status.

• You are listed as the Approver in the revision history record.

To approve a revision history:

1. Access a revision history record using one of the following methods:

   • Open the “Document Needs Approval” email from TIGA and click the provided link to navigate to the corresponding record.

     

     Document Needs Approval Email Notification

   • Open the Document Control Revision History table in the Production application and select a record with the Submitted for Approval status

2. Select the Quick Approval in the Actions menu.

   

   Quick Approval Action

3. Select Approve to confirm.

Post Condition:

TIGA automatically:

• Updates the status to Approved once all listed Approvers have completed their approval.

  Note

  The record remains in Submitted for Approval status until every Approver listed has approved the revision history.

• Sends an email notification to the “Document Control Members” group, informing them that the document has been fully approved.

  

  Approved Document Control Email Notification

Note

TIGA sends a reminder every Monday to the pending approvers if a revision history remains in Submitted for Approval for more than 5 days. The email includes a list of revision history records awaiting their action.

Document Pending Approval Email Notification

Release the Approved Revision History

After all required approvals are obtained, the “Document Control Member” finalizes the release. This step makes the new revision history the official version for company use. Once a revision history is released, users should always refer to the Attachment (Published Document) linked to that revision history for daily operations.

Important

Only one revision history can be active at a time, so the previously released revision must first be set to Inactive. Read more about deactivating a revision history.

Prerequisites:

• A Document Control Revision History record must exist in Approved status.

• You are a member of the “Document Control Member” group.

To release the approved revision history:

1. Open the Document Control Revision History table in the Production application.

2. Select a record with an Approved status.

3. From the Actions menu, select the Release.

   

   Release Action

4. In the Release dialog box, fill in the release date.

   

   Release Dialog Box

5. Select Release to indicate when the document becomes effective for use.

Post Condition:

TIGA automatically:

• Updates the status to Release. The “Document Control Member” is responsible for manually informing relevant users that the new revision is now active and must be used going forward.

• Fills in the Release Date field based on the selection.

Deactivate Revision History

When a document is replaced or no longer applies due to design changes, end-of-life products, or a newer version release, the old revision history must be deactivated. Deactivation ensures users cannot use outdated information. Only the “Document Control Member” can perform the deactivation, but a request must first be submitted by authorized roles such as QA Analyst, PE, or Admin, and approved by management.

Prerequisites:

• A Document Control Revision History record must exist in Release status.

• You are a member of the “Document Control Member” group.

To deactivate revision history:

1. Open the Document Control Revision History table in the Production application.

2. Select a corresponding record with the Release status.

3. From the Actions menu, select Deactivate Document Revision.

   

   Deactivate Document Revision Action

4. Confirm the action by selecting Deactivate.

Post Condition:

TIGA automatically changes the revision history status to Inactive.