Update a Policy Version in Sentrient

Learn how to update or replace an existing policy document in Sentrient without interrupting active workflows, using the built-in version control system.

May 20, 2026 By Simon Hoyle

This guide explains how to update or replace a policy document in Sentrient. Sentrient's version control system allows you to make changes to documents even while they are part of a live workflow, ensuring users complete the newest requirements without manually pausing processes.

This workflow applies to HR and compliance administrators managing organizational policies. You will use this process whenever new legislation or internal changes require an updated policy rollout for staff.

Locate the Policy

Step #1: Click Policies under the Compliance menu in the left sidebar. — Click **Policies** under the Compliance menu in the left sidebar.

Step #2: Click the Action dropdown and select Manage Policies. — Click the **Action** dropdown and select **Manage Policies**.

Search for the policy you need to update and press Enter.

Create a New Version

Instead of clicking Edit, creating a new version preserves the historical record of the old policy while smoothly transitioning active users to the updated one.

Step #4: Click Create New Version on the target policy row. — Click **Create New Version** on the target policy row.

When creating a new version, you must determine how to handle users currently assigned to the policy.

Setting	How it works	When to use
Transfer All Existing Enrollments	Automatically transitions users who haven't started the policy to the new version.	Use this in most cases to ensure compliance with the newest policy version.
Do Not Transfer	Leaves users on the old version to finish their workflow.	Use only if a specific cohort is legally required to complete the legacy document.
Email Notification	Determines whether to trigger a new enrollment email to users.	Leave unchecked if users already received an initial workflow notification, preventing duplicate emails.

Step #5: Configure your transfer and notification settings based on your requirements. — Configure your transfer and notification settings based on your requirements.

Step #6: Click Create New version. — Click **Create New version**.

Step #7: Click Continue on the confirmation prompt to open the policy editor. — Click **Continue** on the confirmation prompt to open the policy editor.

Update Policy Details

Update the policy title and code if the new version introduces naming changes.

Step #9: Open the calendar picker and select a new Next Review Date for the updated policy. — Open the calendar picker and select a new **Next Review Date** for the updated policy.

Step #10: Click the X next to the old policy file to delete it from this new version. — Click the X next to the old policy file to delete it from this new version.

Step #11: Click Select files..., browse your computer for the updated PDF document, and upload it. — Click **Select files...**, browse your computer for the updated PDF document, and upload it.

Step #12: Scroll down and click Finish. — Scroll down and click **Finish**.

Step #13: Click Yes to save the new policy version. — Click **Yes** to save the new policy version.

Verify Version Control

Search for your updated policy in the Manage Policies dashboard.

Step #15: Click the policy name to open its details. — Click the policy name to open its details.

You can view users who are currently enrolled here and verify that their status points to the new version.

Step #16: Click the History tab to verify the system correctly logged the version update. — Click the **History** tab to verify the system correctly logged the version update.

FAQ

Q: Will updating the policy send duplicate enrollment emails to users?

A: Not automatically. When configuring the new version, you can disable the email notification setting to avoid spamming users who already received an alert for the original workflow.

Q: What happens to users who are already in the workflow but haven't started the policy yet?

A: If you select "Transfer All Existing Enrollments", users who haven't started yet will seamlessly see and complete the new version when they log in to the platform.

Glossary

Term	Definition
Enrollment	A user's assigned requirement to complete a specific course or policy within the compliance platform.
Sentrient	The compliance management and training software platform used to administer policies and courses.
Version Control	A system that tracks changes to documents over time, maintaining historical records while updating live workflows.