Evidence & documents
Renew expired evidence or create a replacement
Create a new version with a change note and appropriate validity, then arrange independent review.
Before you start
Who this is for: Users permitted to create a new version of the evidence.
- Open the existing evidence record in the right organization.
- Decide whether the existing artifact still supports renewal or a replacement file is needed.
Follow these steps
Inspect the current record
Read the current version, expiration, approval state, and linked requirements. Determine whether the content remains accurate for the intended period. A new expiration date should be based on a valid review of the evidence, not solely on a desire to clear an expired status.
Open the renewal form
Use Create replacement or renewal on the evidence detail. For file-backed evidence, attach a Replacement file when content has changed. The form allows leaving that field empty to retain the existing file for a renewal.
Describe the new version
Provide the Version change note and New version expires at where appropriate. For text or link evidence, supply the new content or URL required by the form. A blank expiration means no expiration, so choose it only when that accurately describes the artifact.
Create and review
Choose Create new version and inspect the saved version. Arrange independent approval for the new version and check any request that should reference it. An eligible approved predecessor can remain available in Data Room while the replacement is reviewed; creating a new version does not automatically approve it.
What you should see
A replacement or renewed version is recorded with its own change note, validity, and review requirement.
If something doesn’t look right
The old version still appears in Data Room
An eligible approved predecessor can remain available while the new version awaits approval. Check the version shown before treating this as an error.
The request still references the previous version
Inspect its exact-version submission and use the appropriate submission or reuse workflow for the replacement.
The new version is not approved
Send it through the independent review process. A renewal preserves history and creates a new decision point.
Still need a little help?
Ask the assistant about these steps, or tell our team where you got stuck.
Contact support