Use Register changes to resume a proposed change and compare the saved current and proposed values. A pending proposal leaves the effective equipment, location or requirement unchanged. An independent colleague must decide the exact revision; another role or membership belonging to the same person cannot supply independence.
Prepare an exact proposal
- Open the current equipment, location or requirement and enter the intended change.
- When an independent decision is required, enter Reason and supporting basis. Identify the source the reviewer should check.
- Select Check proposed changes. Review the full diff, retained record identities, required Review or Approval and named eligible colleagues.
- Select Publish for independent review. Publishing creates an Approvals item; it does not apply the change.
Changing the reason requires another preview. Return to editing when the proposed values need correction. If the response is lost, use Retry original proposal: the original request, key and base version are retained. Do not prepare another proposal to resolve an uncertain outcome. Browser recovery is scoped to your organisation, membership and record revision.
When no independent eligible colleague is available, the proposal remains waiting. Ask an authorised colleague to resolve current role coverage. Task assignment and declared team size do not grant review authority.
Decide or withdraw
Open the named item in Approvals, or select it in Register changes. Compare the exact diff and supporting source, then record the independent decision in the form the server supplies. Review stays Review. Approval uses the organisation's effective form; regulated Approval requires a fresh identity confirmation and electronic signature for that exact decision.
The server rechecks the current source, relationships, operating model, author and reviewer authority when a decision is submitted. A changed source or revoked and restored authority can make an older proposal stale. Its author must withdraw it and prepare a new proposal from current values. Rejection and withdrawal retain the candidate and reason without applying it. Retry an uncertain decision with its original request to recover the retained outcome.
Equipment identity and criticality
Changes to released serial number, manufacturer/model, asset identity, measurement capability, permanent ownership or reference designation need an exact equipment revision and independent Review. Calibration managers, Quality managers and Owners may propose these changes; an independent eligible colleague decides. Completed events and certificates retain their original snapshots.
Calibration managers and Quality managers may raise criticality immediately. This protective change does not release equipment, approve evidence or clear a hold. Reductions require independent Review, with Quality manager Approval in regulated work. Registering a new Draft retains its initial declared criticality; later changes follow the separate criticality rules.
Descriptive changes use the permitted manager, administrator or Owner route, or the responsible engineer. Equipment responsibility and physical custody remain separate: changing responsibility alone does not require a movement date or reason. Moving equipment into quarantine applies a stop-use state. Moving it out does not release it.
Requirements and batches
Calibration managers, Quality managers and Owners prepare requirements. An engineer can propose a requirement for independent Calibration manager or Owner Review. Category suggestions and initial dates remain Draft preparation, not evidence.
Activation in accredited, regulated or testing work requires independent Quality manager or other Calibration manager Review. A template batch shows each exact Draft requirement and version, plus explicit exclusions and all preparation blockers. The batch decision applies once to those items; it does not approve evidence or release equipment. Other reviewed low-control profiles use the immediate activation route when all prerequisites pass.
Material requirement changes use a Calibration manager proposal and independent Quality manager or other Calibration manager Review; an Owner is also eligible in the applicable small non-regulated profile. Controlled interval lengthening needs justified Approval. Accredited scope changes require Quality manager Review tied to the recorded scope. Regulated suspension or closure requires independent Quality manager Review and a reason.
Warning-period and other non-material changes remain logged. Shortened intervals or planned due dates notify current responsible members and eligible coordinators in-app when in-app notifications are enabled. A recurring interval revision applies to future calibration work; it does not rewrite an approved event's frozen expiry. An earlier direct due adjustment is scheduling provenance. A reason alone cannot postpone an effective due date: correct an approved factual source through its controlled amendment, or use the eligible finite past-due use concession workflow.
Imports, duplicate drafts and evidence
Released import updates first retain the exact source row as Awaiting review. Publish its current equipment revision from the completed import. The source checksum, mapping, row, target version and contributors remain bound to the decision. Unsupported changes must use their ordinary controlled workflow.
Use Discard draft only for an attributable, never-released Draft without evidence or open dependencies. The author, Calibration manager, Administrator or Owner may discard an eligible Draft. Use Merge duplicate draft as an engineer, Calibration manager or Administrator to archive the safe source with a link to the exact existing target. The target's fields, requirements and evidence stay unchanged. Neither action deletes history. Unverifiable legacy history needs investigation rather than an assumed blank history.
Imported last-calibration dates establish scheduling provenance only. Legacy certificates need independent external-evidence acceptance before they can count as first evidence. A future due date, completed setup task or activated requirement does not establish Current or operational release.