Document version control and approvals

Purpose

1. Provide comprehensive oversight for document revisions, approvals, and access in compliance with aviation regulatory requirements.

2. Ensure only validated versions of manuals, certifications, and safety reports are distributed and referenced.

3. Maintain a complete audit trail for every change, including approvals and rejection logs.

4. Automate notifications and collaborative review cycles for cross-departmental inputs, ensuring timely regulatory submissions.

5. Prevent accidental or unauthorized changes to critical compliance documents throughout their lifecycle.

Trigger Conditions

1. New regulatory update requires manual revision or supplemental documentation.

2. Document uploaded or edited in compliance repository.

3. Approval requested by document owner or compliance officer.

4. Scheduled review or audit cycle date reached.

5. External regulator submits a document feedback or additional request.

Platform Variants

1. Microsoft SharePoint

• Feature/Setting: Document Library, Approval workflow, Versioning; Configure Power Automate for review-approval flows with version retention enabled.
  

2. Google Drive/Workspace

• Feature/Setting: Drive API – File change triggers, Google Apps Script for routing approvals, revision history enforced.
  

3. DocuSign

• Feature/Setting: eSignature API with Template Roles; automate sequential approval and policy-compliant storage.
  

4. Box

• Feature/Setting: Box API – Events webhook for upload/changes, Automated Workflows for multi-step approvals, retention policy enabled.
  

5. Dropbox Business

• Feature/Setting: Content API event triggers, Team Folder approvals; configure Paper docs for inline editing and signature.
  

6. Adobe Document Cloud

• Feature/Setting: PDF Services API, Workflow automation for redlining, consent, and e-sign approvals.
  

7. Slack

• Feature/Setting: Workflow Builder for document update notifications, custom bot reminders for pending approvals, Slack API file events.
  

8. Jira

• Feature/Setting: Automation rules for compliance ticket creation on document changes; custom approval flows using Jira Service Management.
  

9. ServiceNow

• Feature/Setting: Document Management module, Approval workflow engine, audit log enablement for every document state change.
  

10. Salesforce

• Feature/Setting: Files Connect, Custom Object for document status, Automated Approval Processes.
  

11. SAP SuccessFactors

• Feature/Setting: Document routing workflow, version control API, electronic signature approvals.
  

12. Confluence

• Feature/Setting: Page history API, approval macros; automate review process and document locking.
  

13. M-Files

• Feature/Setting: Metadata-driven document workflow, Version Control Functions; trigger audits and sequential/parallel approvals.
  

14. Egnyte

• Feature/Setting: Workflow automation for document approval, Version history access, real-time compliance alerts.
  

15. Zoho WorkDrive

• Feature/Setting: Team Folder Automation, Workflow for change approval, version access by role.
  

16. Asana

• Feature/Setting: Custom Field triggers for compliance status, task dependencies for document approval sequence.
  

17. monday.com

• Feature/Setting: Board Automations for revision approvals, file attachment tracking, Audit column setup.
  

18. IBM FileNet

• Feature/Setting: Advanced Case Management Workflows, Version Control API, regulated approval escalations.
  

19. Oracle Content Management

• Feature/Setting: Workflow Designer for compliance paths, version history retention, email approval integration.
  

20. Zoho Sign

• Feature/Setting: API for automated signature requests in multi-stage approval, access tracking and SSO enforcement.
  

21. Smartsheet

• Feature/Setting: Document attachment tracking, Automated Approval Requests, Activity Log.
  

22. GitHub

• Feature/Setting: Protected branches and pull request approvals, Webhooks for compliance alerts, Releases for document versioning.
  

Benefits

1. Reduces regulatory risks by ensuring certified versions in circulation.

2. Shortens approval cycles and accelerates timely regulatory submissions.

3. Maintains consolidated audit trails for easy regulatory inspection.

4. Prevents accidental or unauthorized changes to mission-critical documents.

5. Streamlines cross-team collaboration and document traceability.