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    An approved document anyone can still edit. A revision that locks and signs.

    Procedures live in a shared drive with no release state, so a draft and an approved document look identical. Koddex makes approval a state that locks the item and signs it.

    WHAT AN APPROVAL IS WORTH TODAY

    What an approval is actually worth in a shared drive.

    SharePoint has no idea what a release is

    Procedures and SOPs sit in SharePoint. Document numbers are assigned by hand, from a list someone keeps. There is no revision state, so there is no difference between a draft and a released document.

    0release process

    document ids handed out by hand

    Draft
    Review
    « no state says “released” »
    Released revision
    Shop floor
    « We are on SharePoint, but we need formal version control and unique document ids. »
    Industrial Engineering Process Manager · Robotics
    When it gets paid forBuilding the QMS

    How do you answer that today?

    A revision is a state with a signature, not a filename.

    Nothing stops a released document being edited

    No electronic signature, no lock during revision. An approved document can be reopened and changed by anyone with write access, and nothing in the file says it happened.

    0electronic signatures

    nothing prevents falsification after approval

    « We need control over revisions and releases — the kind PDM gives you. SharePoint does not. »
    Industrial Engineering Process Manager · Robotics
    When it gets paid forFirst certification
    Approval locks the item and signs it. Changing it needs a new revision.

    Twenty clicks to change one document revision

    The revision process is correct and nobody follows it, because following it costs twenty clicks. So revisions get skipped, and the record of what changed is whatever people remembered to write down.

    20clicks

    to change one document revision

    « If it is complicated, people do not do it. »
    Design Lead · Medical imaging
    When it gets paid forEvery skipped revision
    Revising is one action on the item, so it actually gets done.
    Novae Systems / US Probe US-300 / Baselines
    • v1.0PRODUCTION

      Approved baseline · 11/15/2025

    • v2.0LOCKED

      Piezo material change after fatigue test

    • v2.1DRAFT

      Connector mass correction · new supplier

    Lock blocked: 4 items to resolve

    Impact analysis

    • EXG-003 Max Mass 320 g(margin reduced)308 g → 311 g
    • EXG-001 Frequency 7.5 MHz(unaffected)ok
    • v1.0 baseline(immutable, blocked)no override
    • 3 engineers notified(automatic dispatch)n/a

    The Koddex way

    Approval is a state on the item: it locks the content, signs the approver, and starts a new revision for the next change.

    1. 01

      Ids issued by the system, not by a person

      Every item gets a collision-free identifier from a format you define per model, so the register is the system rather than a list someone maintains.

    2. 02

      Approval locks the content

      A released revision is immutable. Editing it is not a permission question, it is structurally a different action: it starts a new revision.

    3. 03

      The approver is on the document

      Electronic signature records who approved which revision and when, on the item itself, ready for the auditor who asks that exact question.

    4. 04

      Revising is one action

      One click opens the next revision with its lineage already attached, so the correct process is also the cheap one and stops being skipped.

    SEE IT IN THE PRODUCT

    Approval locks the item. Changing it afterwards is a new revision, not an edit.

    koddex · lock & revisions

    Measurable Outcomes

    BeforeAfterContext
    Document numbers assigned by handIds issued by the systemNo collisions, no gaps
    An approved file anyone can editA released revision that is immutableChanging it starts a new one
    Who approved this? Check the emailsThe approver is on the documentSigned, dated, queryable
    Twenty clicks, so the process is skippedOne action, so it is followedThe record stays true

    Performance Impact

    0
    Document ids assigned by hand
    1
    Action to open a new revision
    100%
    Released revisions carrying a signature
    Full
    Lineage between every revision
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    HE
    Q/
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    PM
    Koddex

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