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Change Control Template

Create and Manage Change Control Template in Qualio

Written by Matus

Change Control (CC) Templates are managed via Organization Settings using a version-based workflow.

Organizations can configure multiple Change Control templates, allowing different CC types (e.g., Clerical Change, Material Change, or other custom types) to be applied across different document templates. Once a new version of a CC template is made effective, it will display in newly created documents that use that CC type, or in documents reverted to draft.

Note: Existing documents that already are in draft, for review, for approval, approved or effective will not be updated.

How to Create A New Change Control Template

  1. Go to Settings and select. Organization settings.

  2. Click on Change control templates in the left-side menu. This displays a list of all CC templates configured for your organization, along with their version, last modified date, and status (Draft, Effective, or Archived).

  3. To create a brand-new template, click Create change control template, enter a Title and an optional Description, then click Create. This opens a new template in Draft status at version 0.1.
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    Quick Video:

  4. To create a new version of an existing effective template, open it and click Create draft. This generates a new draft version (e.g., 0.2) that you can modify.

  5. On a draft version, click Add sections (if none exist yet) or use the section list to add, edit, or remove section headings. From a draft version, use the ⋮ menu to Delete the draft if it's no longer needed. Note: The template requires at least one section.

  6. Select Next, and on this screen you can add default content to a section. This content is editable in the Change Control tab of a document.

  7. When ready, click Make effective. You'll be asked to enter your digital signature (email and password) and a reason for the change. This activates the new version (e.g., 1.0), replacing the previous effective version for future use.

  8. From an effective template, use the ⋮ menu to Archive it, removing it from active use.

    Note: You can edit the template title "Change Control" but cannot edit the prefix "CC-" of change control template.

Making a Change Control Template Available to Documents

Creating a Change Control template and making it effective does not make it selectable on its own. To use any template other than the default, you must first link it to the document template that your documents are created from.
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To link a Change Control Template:

  1. Go to the Documents tab and select "Templates". Open the document template you want to link it to.

  2. An effective template can't be edited directly, so click Create draft to start a new version. (If the template is already in Draft, click Edit.)

  3. Select the Change Control Settings tab.

  4. Tick the Change Control template(s) you want to make available alongside the default.

  5. Click Save changes. Make it effective, then enter your digital signature and a reason for the change.

Once the document template is effective, documents created from it will offer the linked Change Control templates for selection.

Linked Change Control templates only apply to documents created after the document template is made effective. Documents and drafts that already exist will not pick up newly linked templates.

Please Note

  • You can not edit the template title "Change control" or prefix "CC-".

  • Updating this CC template does not update the template used for Document Change Requests.

  • The default Change Control template is your organization's original template from before multiple Change Control templates were introduced. It cannot be changed, and there is no option to set a different template as the default.

  • The default Change Control template cannot be archived, as it is required to ensure every document has at least one Change Control template available.

Tip: Adding default content to a template's sections pre-populates that text in every document using it. This is useful when the same change information applies across multiple documents, for example, when managing one change across several documents in a Document Change Request. The content remains editable in each document's Change Control tab.

Next Steps

Now that you’ve created a new Change Control Template, see the links and resources below for next logical steps:


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