Document Management

User Story

User Story #1 : As a part of record keeping I will have to securely save a copy of company job permits for the next one calendar year.

User Story #2 : As the owner of the Document Management, I need to change the version of the recent Job Permit with updated regulations and transfer the ownership to the new safety director.

👥 What am I doing now ?

I would have to upload a Job Permit document into the Document Management module and understand how to change the version and transfer the ownership.

📖 Module Capabilities

Store all documents in a secure, centralized system to maintain consistency and audit trails.
Streamline document review and approval among multiple stakeholders
Manage controlled/uncontrolled documents and versioning
Manage and maintain all document standards, such as ISO 9001, ISO 14001, OHSAS 18001, and more.
Set Notifications based on a specific event/ action at the Business Process/ Document Level as the trigger to make sure an email will be sent immediately.

🤩 Niche Features

Version and Authorization Management
Centralized and Secured Storage
Advanced Document Search

🚶‍♂️ Walkthroughs:

Document Upload

How to upload a document

Once you are homepage, you can click on the “Document Management” module shortcut
You will land on to your “Manage Document” Screen. This will have list of all the documents which are already in the system.
Click on the Upload icon, to add a new document.
Verify the document uploaded, complete the document details on the right hand side pane and save the details.

Version Update

Click on the Module > Document Management > Manage Documents
Choose a specific folder and file that you would like to update the version for.

3. Update the document version and save

Transfer Document Owner

On the left hand side pane Click on Documents > Document Management > Transfer Document
Complete the required field values to choose a document to be transferred and select the new owner/ coordinator.
Click Transfer button once you complete the form with all the required information

🔩 Field Details and Configurability

Section	Field Order	Field Name	Description	Field Type	Dependency	Configuration Details	Custom Setting Constant - Show/Hide	Custom Setting Constant - Mandatory/Non-Mandatory
Upload Document
	1	Upload New Document	Selects option to create a new document at the corporate	Action/Button
Document Details
	1	Reason for change	Captures the Reason for the Update to the Details or Document	Text Box	Yes, Refer Business Rules	Supports Mandatory/ Optional Supports Show/Hide	From Configuration Table	From Configuration Table
	2	Title *	Captures the identification name of the document	Text Box
	3	Internal Document ID	Captures the internal identification details	Text Box		Supports Mandatory/ Optional Supports Show/Hide	From Configuration Table	From Configuration Table
	4	Primary Folder*	Captures the primary folder name with which the document is attached to/ displayed in (only one selection permitted); Need ability to Add folder from the front end (permission based)	Pick List
	5	Additional Display Folders	Captures additional folder names with which the document is displayed in (multiple selections permitted)	Pick List		Supports Mandatory/ Optional Supports Show/Hide	From Configuration Table	From Configuration Table
	6	Department	Ability to select from organizational hierarchy (existing foundation); ability to select one or multiple; Only show if Primary Folder is for a facility	Pick List		Supports Mandatory/ Optional Supports Show/Hide	From Configuration Table	From Configuration Table
	7	Document Owner *	Captures user who owns the document. Can be the same as the Coordinator or someone else.	Pick List	Yes, On Primary Folder
	8	Document Coordinator	Captures the name of the document's admin	Pick List	Yes, On Primary Folder	Supports Mandatory/ Optional Supports Show/Hide	From Configuration Table	From Configuration Table
	9	Business Process*	Ability to select the High Level Department/Category for a document (drives what document levels will be available)	Drop Down
	10	Document Level *	Captures the Document level (drives approval workflows, reviews, etc.)	Drop Down	Yes, On Business Process
	11	Approval Workflow	Select from the workflows available for the Document Level (if more than one workflow to choose from)	Drop Down	Yes, On Document Level
	12	Approvers *	Select Approvers from Pick List; Number of approvers added and whether they are sequential/parallel will be based on the Document Level and Workflow selected (dynamic approval workflow)	Drop Down	Yes, On Approval Workflow
	13	Approval Time Frame *	Automatic due dates based on document level (approval workflow T+)	Text Box	Yes, On Approval Workflow
	14	Auto Release Document	Automatically releases document (status updates to final) when approved and sends email notification to distribution defined in the setup.	check box		Supports Show/Hide	From Configuration Table
	15	Published Format *	Determines whether the final “Published Format” of the document will be either converted to a PDF or available in the original uploaded format for the actions "download" and "print".	Drop Down		Supports Show/Hide	From Configuration Table
	16	Document View *	Defines if document will be available to anyone with view permission or only to selected users.	Drop Down		Supports Show/Hide	From Configuration Table
	17	Private Viewers	Specifies who in addition to Document Owner and Document Coordinator can view the document	Pick List	Yes, On Document View if selected as "Private"	Supports Mandatory/ Optional		From Configuration Table
	18	Version*	Captures version number for document	Text Box
	19	Document Type	Captures the document type - whether it is a spreadsheet or image etc.	Drop Down		Supports Mandatory/ Optional Supports Show/Hide	From Configuration Table	From Configuration Table
	20	Description	Captures the purpose of the document in short	Text Box		Supports Mandatory/ Optional Supports Show/Hide	From Configuration Table	From Configuration Table
	21	Key Words/ Tags	Signifies the key words that are will be selected for the document in time of search	Token Text Box		Supports Mandatory/ Optional Supports Show/Hide	From Configuration Table	From Configuration Table
	22	Reference Documents	Captures associated documents and creates link between documents	Pick List		Supports Mandatory/ Optional Supports Show/Hide	From Configuration Table	From Configuration Table
	23	Regulatory References	Captures associated regulatory references	Token Text Box		Supports Mandatory/ Optional Supports Show/Hide	From Configuration Table	From Configuration Table
	24	Periodic Review Frequency*	Date the Document Review will be due	Text Box		Supports Mandatory/ Optional Supports Show/Hide	From Configuration Table	From Configuration Table
				Drop Down
	25	Periodic Review Start Date*	Start date the Document Review will calculate from	Calendar	Yes, On Status. Displayed when changed to Final.
	26	Retention Period	Defines period while the document should be active. After defined period document is archived	Text Box		Supports Mandatory/ Optional Supports Show/Hide	From Configuration Table	From Configuration Table
				Drop Down
	27	Status	Captures the status of the document	Label
	28	Uploaded/ Referenced by	Captures the name of the user who uploaded the document or referenced the weblink/ hard copy	Label
	29	Date Uploaded/ Referenced	Captures the date when the document is uploaded or referenced in the system	Label
	30	Modified By	Captures the name of the user who is latest modifier of the document	Label
	31	Modified Date	Captures the date of the latest modification	Label
	32	Submit for Approval	Allows user to submit a document for Approval and sends notification to selected Approvers	Button	Yes, On Status when it is Draft
		Cancel Approval Request	Allows Document owner to cancel the approval request for a document in case additional modifications are required in the document	Button	Yes, On Status when it is Pending Approval
	33	Archive	Allows archiving a document	Button	Yes, On Status when it is Final