Overview of the Document Control lifecycle
Who is this article for?Users interested in learning more about Document workflows.
Document module access is required.
Documents allow files to be stored and the access controlled. Depending on your organisation's policies, users may only have access to effective Documents.
This article walks you through the process each Document goes through before it's considered live.
1. Workflow stages
Each Document record goes through the stages outlined below.
| Stage | Description |
| Create | Documents are created from imported files, templates, current Documents, or retired Documents. |
| Edit | Documents are edited using any administrative approved application with Ideagen Quality Management’s powerful helper application extensions. |
| Review | Documents can be reviewed by others before being sent for approval. This process allows the Editor to gather suggestions and make final corrections. |
| Approve | Once released, all Document revisions are approved by a set list of individuals or groups. After all employees in the process have approved the Document, it is published. If a Document is rejected at any stage, it is returned to the Editor with rejection reasons. |
| Publish | Documents are published, making them instantly accessible to everyone who can connect to your intranet. No paper Documents need to be replaced. Revision history is created automatically. Document scan be reedited at any point. |
| Expire | Document is checked against set expiration date. Documents in the Edit stage will not proceed to review until they have been verified (keeping current revision) or edited again (creating new revision). Documents in the Publish stage will be removed from use until they have been verified (keeping current revision) or edited (creating new revision). |
| Retire | Documents that are no longer applicable can be retired. Ideagen Quality Management allows retired Documents to be used as a source for new Documents. |
2. Document types
There may be times when you may want to create a Document that does not follow the Document Control lifecycle.
For instance, it might not be necessary to have meeting minutes go through a group of approvers and reviewers. In such a case, you would want to create an Uncontrolled Document.
Below are the key differences differences between Controlled Documents and Uncontrolled Documents.
2.1. Controlled Documents
- Subject to revision control. There must be groups of approvers and reviewers to look over the Document before it can be published.
- To edit, the Document must be checked out and then checked back in.
- The Document can be edited by using the Automatic File Transfer tool, manually adding a new Document, or replacing the current Document.
- Standards and dependencies can be added to the Document as well as custom fields.
- Document Properties consist of the following tabs: General, History, Custom Fields, Document Lists, Locations, References, and Security.
- Can be retired or deleted with data retention.
- Examples of controlled Documents: procedures, policies, material to be shared externally, and any Document that needs approval and review by others.
2.2. Uncontrolled Documents
- Not subject to revision control. There is no need for approval or review—such Documents exist only in an always published step (unless removed).
- No Standards associations are required.
- The Document can only be replaced or removed.
- Dependencies cannot be added to the Document, but Standards and custom fields can (they are not required).
- The Document Properties consist only of the following tabs: General, History, Custom fields, Locations, and security.
- Examples of Uncontrolled Documents: certificates, equipment, or instrument manuals (from third party companies), meeting minutes, and Documents that do not need approval and/or review by others.