The short answer: Yes you can, but you will have to upversion the document 2x.
Users ask our help desk to just revert a document state to DRAFT. But we can't. Primary reason 1: we get a lot of feedback about the compliance risk of allowing even a back door path to reverting documents made effective (formally) to draft. We got this feedback from most of our clients, especially those under review by regulatory authorities. It's conservative, but logical.
Primary reason 2: trying to revert documents, especially those that are assigned for training can cause serious downstream issues in the data base as it relates to the assignees training records. So while it is technically feasible, it's not easy to do and has a high degree of risk.
The good news is that you can fix this!
Let's agree a set of facts in this scenario to make the explanation easiest to understand:
- Doc version 1 is effective and assigned for training to multiple users who are compliant
- Doc version 2 is published with effective date field blank or set to today and "retraining required"-- so document v2 is immediately made effective.
- <don't panic!>
- You want users to see the original v1 and not have to train on it. And you want new version 2 to be approved and set with a future effective date.
Here is the process to fix this.
- Create and approve new document v3-- it should have the source file associated with Doc version 1 and effective date set to today.
- Immediately create and approve new document v4-- this should have the source file associated with Doc version 2 and the deferred effective date you originally wanted.
- The net result: Users will be required to train on Doc v4 by the effective date AND will still have access to v3 (original) document.