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3.1 Document Management via Categories |
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This guide provides valuable insights into the foundational settings of the Document Module, which establish the framework for effective document management within your management system.
To create a precise and value-driven management system tailored to your organization, it is essential to establish the foundational framework from the outset. The Document Module offers various configuration options to guide and standardize your management system. These settings provide additional support that reduces ambiguity, minimizes variation, and decreases administrative burdens, enabling your team to operate effectively in every situation.
As an administrator, you should begin by setting up the foundational settings in your Document Module under Document » Settings. These settings apply globally across the system, ensuring central oversight and comprehensive management.
In this guide, we will focus on Groups, Revision Groups, Tags and Extra Fields, as these elements can significantly influence document management, enhance document information, and improve searchability.
Groups
If you wish to manage documents, access, and responsibilities for a specific group of employees, you can create these groups separately. A Group is established when department affiliation is no longer suitable or specific enough. In manufacturing industries, it is common to work in processes that involve cross-functional participation. In such cases, creating targeted Groups can be more effective. Typical examples of these Groups include "Management Team," "Internal Auditors," or "Safety Representatives." A user can belong to multiple groups.
❗Note We do NOT recommend creating your company's departments as Groups in the Document Module. Instead, it is more beneficial to associate users with the system's Departments (found under Employees) and manage access through these in the Category Settings.
Revision Groups
Revision Groups simplify the management of revision responsibilities within the system, as these groups are utilized globally across documents. This means that when a user leaves or changes roles, only the Revision Group needs to be updated to ensure the continued effectiveness of the revision process.
💡 Please note that a Revision Group can consist of one or more users. If the Revision Group has multiple members, all members will receive a notification when a document is scheduled for revision. It is then the group's responsibility to decide who will carry out the revision. Other members of the group will be informed once someone in the group has begun the revision process.
❗Note: Shared responsibility can be a challenge. While it can be beneficial in some situations, having many participants in a revision group may lead to confusion regarding accountability. This can increase the risk that the revision process is not carried out effectively.
Tags
To enhance the searchability of your documents, you can incorporate Tags into your system. Documents can then be tagged with one or more Tag during publication. Tags serve as a common reference point for documents, supplementing the existing metadata. Common examples of Tags include "Policy," "Instruction," and "ISO 14001."
❗Note: If you do not regulate the creation of Tags in the system (through Profile Settings) and clearly define their purpose, there is a risk that too many incorrect Tags will be added, which can diminish their overall value.
💬 Tip
Templates for specific documentation can be pre-filled with designated Tags to assist employees in creating new documents. This approach maintains and simplifies searchability, even when the responsibility for document creation is delegated. We believe this promotes both value creation and employee engagement!
Extra Fields
If you require additional information on documents, you can include optional information as Extra Fields. The data entered in Extra Fields can be either controlled through predefined lists or less structured, allowing for free text input. Common examples of Extra Fields include "Document Number Prefix" and "Language."
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Last updated: 3 April, 2025