Overview
This feature helps you manage compliance documentation more efficiently by allowing a single piece of evidence to be reused and updated across multiple controls, frameworks, and suppliers.
In Formalize, submissions are versions of an evidence record. Updating evidence via submissions preserves existing links, enabling your updates to apply across multiple areas at once. This ensures your documentation stays accurate, traceable, and audit-ready without breaking existing workflows.
Adding an Evidence Submission
You can submit evidence from two different locations in the platform: directly from a Control in the Framework, or from the main Evidence module.
Locate the Evidence
From a Control: Open the relevant control within the Frameworks module. Scroll down to the Linked Evidence section and click on the specific piece of evidence you want to update.
From the Evidence Module: Navigate to the main Evidence module in the sidebar. Click on a piece of evidence from the table overview to open its detail page.
Submit the Evidence
Once you have the evidence detail page open, follow these steps to add your submission:
Click the + Submit evidence button.
Fill in the required fields. The Collection date is always required. Depending on the specific type of evidence, providing a file upload or an external link may also be required.
Once all data is entered, click Save.
Your new submission will now be visible in the Latest Submission card on the evidence detail page.
N.B. Only the most recent submission is displayed on the main card. To view the full version history, click View All
Editing or Deleting a Submission
If you made a mistake or need to remove a record, you can easily modify existing submissions.
Open the specific submission of evidence.
Click View All to open the complete log of all submissions for that evidence record.
Locate the relevant submission and click the three dots (Options menu) next to it.
Select either Edit or Delete.
See also the following articles:
Common Questions
What can I use evidence submissions for?
There are many use cases where versioned submissions are highly beneficial, including:
Audit & Compliance Management: Maintain versioned, traceable evidence across controls and frameworks while ensuring documentation remains audit-ready without duplicating records.
Supplier Management: Reuse the same core evidence across multiple suppliers or frameworks, updating it once via a new submission to push the update everywhere.
Incident Management: Capture evolving evidence throughout an incident lifecycle while preserving historical submissions and accountability.
We hope this article was helpful!
If you have any additional questions, please reach out to us via chat in the bottom right corner of the page — our team is always happy to assist you further.