Digital Introduction |
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 Introduction |
 Foundation |
 Document |
 Case M. |
 Search |
 Holistic |
3.1 Document Management via Categories |
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This guide will help you understand layout documents and your opportunities to create an intuitive and clickable management system. We will briefly discuss the importance of templates and the appropriate usage of bundling.
The layout document format is designed to transform your mindset about management systems. Now that you have gained insights into AM Systems' document management, basic document settings, and how to create text documents, it's time to explore layout documents. These documents enable all employees to easily find relevant information in their daily tasks and facilitate selected employees' involvement in the ongoing development of the management system.
Challenge yourself and your colleagues, who are likely responsible for various functions and processes, to adopt a visual approach when describing your processes and their different steps from this point forward.
Create and Publish Templates
To facilitate broader participation in the ongoing development of your management system, it is essential that the system is perceived as consistent and standardized. Agreed-upon templates serve as an effective tool in this regard.
Templates within layout documents are designed to create a uniform visual representation and standardized approach, guiding users effectively through their daily tasks. Additionally, using templates as a starting point makes it more efficient to create new documents.
We recommend that you collaboratively consider the essential information you always want to include in a template, such as in the header (1) and footer (3), and how your team members can best gain a visual overview of their processes, represented by the section defined as (2) above.
Our experience also indicates that it is crucial to collectively design templates that visually connect clearly to your organization. This can be achieved through the use of specific shapes and colors that reflect your company’s branding.
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Link to Governing Documents and Publish
We believe that a fundamental requirement for making it "easy to do the right thing" in your management system is to foster understanding and ensure that everyone can easily locate the appropriate documents in any given situation, as needed.
In addition to layout documents inviting you to comprehend your role and contribution within a process or task, it should also be straightforward to link relevant documents to these activities.
By integrating objects and/or icons with your established search parameters in Documents (categories, groups, departments, keywords, etc.) using AM Systems' powerful search engine, you can enhance the usability and engagement of your management system.
A layout document functions just like any other governing document within your management system. This means you can enjoy the same seamless handling when it comes to sharing, collaborating on documents, and sending them for review. Additionally, publishing is done in the same straightforward manner, using the publish icon located in the toolbar at the top of the screen.
Link to Cases
Just as you can link objects and icons in a layout document to various specific documents or groups of documents, you also have the option to register new cases, retrieve relevant data from your case forms, or access My Cases through a link.
This way, within a single document, you can understand where you are in a process, why you are performing a task, how to execute it, and even carry it out directly, with the ability to register information straight into the Case system. If you need to check the status and current state of registered cases in the same view of the layout document, or in another layout document, you can create precise search queries using the Query Builder.
Everything is available in one place, on a single platform!
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Bundle
A bundle is a method for consolidating various document types into a single governing document, all assigned the same document number. The advantage of a bundled document is that, as the creator, you can more easily complete the description of a process, utilizing both visual layout documents and text documents, without needing to have other documents finalized and published for linking. Instead, you can link directly between the different pages within the bundle.
In other governing documents that you wish to link to a bundled document, you can specify which page within the bundle you want to connect to, allowing you to navigate directly to the desired section.
❗Keep in mind!
Since a bundle is assigned a SINGLE document number, the governance applies to the entire bundle. This means that we recommend all pages within the bundle have the same owner and should be reviewed by the same group or function. Any sections that pertain to different areas, with a different owner, should be documented separately with their own distinct document numbers and governance.
Share a Document Publicly
All documents published within the management system can be accessed by users who have been granted permission to the relevant document category.
There may be instances where your organization needs to share its governing documentation. For example, subcontractors may require access to specific guidelines prior to commencing work, external auditors may request information for an audit, or a proposal may need to be shared with a client.
To facilitate this type of sharing, there is an option to publish documents publicly for users who have enabled this feature in their profile.
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