Over time, it is likely that you will need to edit your Risks/Opportunities to update information such as the summary entered into its main Details field, the individual who has overall responsibility for the Issue (if an Owner is set), and its Controls and Significance Assessments. This is particularly likely if you have logged any Risks/Opportunities before appropriate Controls have been implemented (e.g. because someone has identified a Risk or Opportunity that you have not yet investigated in full), or if you are managing any Issues that are especially sensitive to internal/external changes. In addition to this, it is likely that you will have a need to maintain an audit trail of updates made to Issues, particularly where they may have a significant impact on your organisation, so that you can track and demonstrate how those Issues have changed over time.
To support this, the Business Risk Manager automatically enforces versioning over all Issues that are entered into the module, and maintains a complete, automated history of these versions against each record. The platform will create a new version of your Issues each time any of its Details are updated, and will store a full copy of the Issue’s data within its dedicated History tab for future review. All versions are permanently stored within your system and can be accessed from the Issue’s History tab at any time, allowing you to:
whenever you need to verify how an Issue has changed over time, or demonstrate that updates to your Issues are being tracked appropriately.
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View a Previous Version of a Risk/Opportunity
To view a previous version of a Risk/Opportunity, open the issue on its Details and click on its History tab. You will be presented with a copy of the Issue’s current version.
Use the Version dropdown menu at the top of the screen to select the version that you wish to view, and Activ will automatically display the appropriate version of the Issue.
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PDF the Full Version History of a Risk/Opportunity
For convenience, Activ provides you with the option to generate a PDF of a Risk/Opportunity’s full Version History. This can be saved or printed for use outside of your Activ system, and its properties can be managed via the Branding tab in the System Administration module (see Branding – Your Company Logo and PDF Headers and Footers).
Note that the Version History PDF will include the details from all previous versions of the Issue, and presents these as copies of the standard Risk/Opportunity Details form. It will display each version exactly as it was at the time that the version was created, along with any links that may have existed against each version.
To generate a PDF of a Risk/Opportunity’s Version History, open the Issue on its History tab and click on the PDF – With History button displayed at the bottom of the record.
Note that the PDF button’s behaviour may vary slightly depending on your web browser and its settings. In some cases, you may get a popup window or new tab that previews the PDF and from which you can save or print the file, whilst in others the PDF may automatically download to your default downloads location. It is also important to be aware that the PDF function will only work correctly if the computer you are using has access to PDF software that is compatible with your browser. If your computer does not have appropriate PDF software, your web browser will not be able to download the file.
