ClearPolicy

Policy versions & signature records

Policies change. Know what each person signed.

Update your policies without losing earlier sign-offs. See who needs the new version and retrieve the signed document when someone asks for the record.

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Workplace Safety Policy

Version history

Version 2

Current version

Published September 15

Avery Brooks

Needs to sign the updated version

Version 1

Signed

Signed by Avery Brooks on June 2

Original document and signature record retained

A new version changes what’s needed next, not what was signed before.

Roll out the update. Keep the history.

A revised handbook or safety policy belongs with its earlier versions and records.

1. Prepare the update

Keep revisions together

Add a draft to the existing document using the editor, an upload, or a cloud import. Include a What changed note for your team’s revision history.

2. Publish and review

See who needs the new version

Publish when the update is ready. Earlier completions show as outdated for current-version tracking, while the original signature records stay in history.

3. Request signatures

Send the update when you’re ready

Review the people who need the current version and send new requests. Publishing alone does not email everyone—you choose when to ask them to sign.

The person, the version, and the timeline—in one place

When someone asks about a sign-off, open the request to see what happened.

The document they signed
The completed request stays linked to its original revision, even after you publish a newer one.
The person and completion time
Find the recorded signature and when it was completed, alongside the document and signing details.
The request’s activity
Review delivery, views, reminders, and completion together, without piecing the history together from emails.

Take the record with you

Retrieve the document and completion details you need for a personnel file or review.

Signed document

Download the document version and electronic Certificate of Attestation from a completed online request. Keep the content and its completion record together.

Request activity

Review the timeline of sending, delivery, views, reminders, and completion. Print the activity when you need to share the sequence of events.

Signed paper copy

If someone signs on paper, upload that copy against their pending request. The completed record is labeled Paper on file, and you can download the original uploaded file.

Questions about versions and records

Will I lose earlier signatures when I update a policy?

No. A new published revision becomes current, while previous published revisions and completed records remain available. Each signature stays linked to the version that person signed.

What happens if someone still has an old signing link?

Publishing a new revision does not cancel an old pending request. Until you send a replacement, its link still refers to the original version. Sending a new request for the same person and document cancels pending requests for older revisions. The person then uses the new email or their signing portal. Completed records stay in history.

What is included in the electronic signature record?

The download includes the document and its electronic Certificate of Attestation. It records the document version, person, completion time, and signing details such as typed name, IP address, browser information, and document hash.

Can I keep a signed paper copy with the same document history?

Yes. Use Record paper signature on a pending request and upload the signed paper copy for that version. Completion is labeled Paper on file. Its download is the file your team uploaded, rather than an electronic Certificate of Attestation.

What happens when I update a document available to read?

Publishing a revision updates the file people can open through their groups in the signing portal. It does not send a signature request or availability email, and opening the document is not recorded.

Do I need a new version for an annual sign-off?

Not if the content has stayed the same. Set a renewal interval and enable Auto-renew to request another signature when it becomes due. Each person’s renewal date is based on their previous completion. Use a new revision when the document itself changes.

See who needs the latest version Follow up on open requests

Keep your next policy update and its sign-offs together.

Start with your own policy and people. Try ClearPolicy free for 30 days, no credit card required.

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