Documents Module Overview

Module Purpose

The Documents module is your central hub for managing all official company documents. It ensures that everyone uses the correct versions of policies, procedures, and other key materials by controlling how documents are stored, revised, and accessed.

Key Concepts and Capabilities

• Organized Storage: Documents are categorized by Doc Type (e.g., Policy, Procedure, Guideline), making them easy to find and manage. The available Doc Types can be configured by administrators.
• Version Control: The module tracks document revisions. When a document is updated, a new version is created, and previous versions are archived for historical reference. The Reference No. field is often key to this process.
• Workflow States: Documents move through a lifecycle:
  • Draft: For new documents or those undergoing revision. Not yet official.
  • Active: Approved documents, available for use according to defined permissions.
  • Pending Review: Automatically assigned if an Active document's Next Revision Date passes, signaling that it needs attention from the Owner.
  • Archived: Documents that are no longer in use but are kept for records.
• Review Management: Each document has an assigned Owner responsible for its content and a Next Revision Date. The system automatically notifies the Owner as the review date approaches or if it passes, helping to keep documents current.
• Flexible Content: You can upload files directly as attachments to a document record or link to documents hosted elsewhere using the External Link field.
• Controlled Access: Who can create, view, or modify documents is managed by user roles and permissions. For detailed information, please refer to the "Understanding Access Control" guide.
• Automated Notifications: Key stakeholders can receive email updates for events like upcoming reviews. For more on how notifications work, see the "Understanding Notifications" guide.