Versions, history and sign-off

Documents stored in the welding document library are versioned. Each change to a document creates a new numbered version, and the earlier versions are kept.

• Who: the name of the workspace member who made the change.
• What: a summary of the change, the fields that changed, and the kind of change: uploaded, new file, details changed or extraction updated.
• When: the date and time of the change.
• Why: an optional note you add when you make the change, up to 1,000 characters.

History is read-only: members can read it but cannot edit or delete it. Each version can be opened, including the file as it was. When history was switched on, the current state of each existing document was captured as a baseline. Earlier edits were not recorded.

A welding job links to a specific version of each controlled document, such as a WPS. A link needs a purpose and a note saying why it was made. Moving a link to a newer version needs a note too. The before and after are kept in the job history, and a removed link is kept as removed rather than deleted.

A job that is marked complete or archived has to be reopened before its document links can change.

Controlled procedure revisions

A WPS or WPQR revision is issued from a reviewed procedure document in your workspace. You confirm that you have reviewed it and give a change note. Soteriaa keeps a copy of the source document with the revision. A revision that has been superseded is flagged when a weld is recorded against it.

There is no PIN or electronic signature step in Soteriaa. Sign-off of a job pack is a recorded review:

1. A reviewer checks the job and its linked documents.
2. The reviewer confirms they have reviewed the job and writes a reviewer statement. Both are required.
3. Soteriaa issues the pack as a saved snapshot of the reviewed job and its recorded welds, with the name of the person who issued it and the time. At least one weld must be recorded first.

A pack can be withdrawn later. A withdrawal needs a reason, and the pack then shows as withdrawn with that reason, who withdrew it and when.

A weld inspection result of accepted, rejected or repair required needs the inspector, the date and supporting evidence before it can be saved. Soteriaa records the result. It does not decide whether a weld is acceptable.

An issued pack is a snapshot. It keeps the job record and the document versions it was issued with. Later edits do not change an issued pack. If a document is updated after the pack was issued, the pack still shows the earlier version.

v3 and v4 are document library versions, numbered separately from issued WPS revisions.

• UK sponsor compliance: each worker has an audit log and a change history, and generated forms and packs are assembled from the records on the day you build them.
• Health and safety / RAMS, HR and employment, commercial: each record has a version number, and the workspace keeps an Activity log. A reviewed document linked to a record as evidence keeps the version it was linked at; later edits to the original do not change the linked copy.
• Welder and qualification records have no change history. The welding document library, jobs and procedure revisions do.

• Exports and packs: Each pack and export: what it contains, the formats, and how to export it.
• Records and due dates: What a record is in each workspace, which fields create due dates, and the due-soon and overdue rules.
• Alerts and reminders: Every in-app alert and email reminder: who gets it, when it fires and how to change it.
• What Soteriaa does and does not do: One table per workspace: what Soteriaa records and does, and what it does not do.
• All docs