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📑 Understanding Document Versioning in Onboarding

Versioning helps staffing teams track multiple submissions of the same document—whether updated, corrected, or resubmitted.

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Written by Nikhil Verma

🔍 What Is a Document Version?

A document version represents a specific upload for a given document type.

  • V1: First version submitted by the candidate or uploaded by a staffing user.

  • V2, V3, etc.: Additional uploads submitted after rejections or corrections.

Each version is:

  • Timestamped

  • Tracked with status (Approved, Rejected, Pending, Compliance Exempt)

  • Identified by version number (e.g., V1, V2)

📂 How Versioning Works

Let’s say a candidate uploads a Work Permit, but it’s expired or incorrect:

  1. You Reject the document (V1).

  2. The candidate re-uploads an updated document.

  3. The new file becomes V2, while V1 remains stored and visible.

You can always:

  • View all previous versions

  • Download any version

  • See who uploaded each version and when

⚙️ Key Actions You Can Take

  • ✅ Approve: Accept a version as compliant.

  • ❌ Reject: Mark a version as not valid.

  • 🖊️ Edit a version’s details (e.g., expiry date or status)

  • ⬇️ Download: Retrieve any uploaded file for offline storage or review.

  • ⬆️ Upload New Version: If you're uploading on behalf of a candidate, the new file will become the next version (e.g., V3).

📘 Best Practices

  • Always check the version number and expiry date before approving.

  • Add a note when rejecting to help the candidate understand what’s missing or wrong.

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