Form Description

Document and Details

The Document and Details sections contain the essential information about the document.
This includes the document's name, date, group, whether training is required, printing options, related documents, destinations, and associated items.
Complete details include the following:

• Section "Document":
  • Issuer: The organization where the document is valid for.
  • Department: The department where the document is valid for.
  • Code: The code of the document is generated in the format: {Group Index}-{Sequential Number}.
    This consists of two parts:
    • Group Index: A predefined identifier from the field "Group" (e.g., "SOP" or "PA").
    • Sequential Number: A 5-digit number that increments based on the last document created in the group. If no previous document exists, it starts at "00001".
    For example: "SOP-41424" or "PA-52142".
  • Version: The version of the document follows a three-part format: {Major}.{Minor}.{Status}.
    • Major Version (Part 1): This part increments when the document returns from the "Effective" status to the "Start" status, signifying a major revision or overhaul of the document.
    • Minor Version (Part 2): This part increments when there are smaller revisions that do not require a major change, typically based on the number of uploads in the "Review" stage.
    • Status Version (Part 3): This part reflects the current step of the document in the approval process. It is updated whenever the status changes, reflecting the document's movement through the workflow.
    For example: "01.02.03" where "01" represents the major version, "02" indicates the minor changes or number of uploads, and "03" represents the current status of the document in the approval workflow.
  • Name: The name of the document.
  • Date: The date the document was issued or updated.
  • Group: The group to which the document belongs. Each group contains an index (e.g., "SOP", "PA") that is used in the generation of the document code.
• Section "Details":
  • Requires training: Indicates whether the document requires associated training.
  • Print option: Specifies whether the document can be printed and the available print settings.
    • Non-controlled
    • Hardcopy controlled
    • Effective
  • Related document: Allows linking the document to other relevant documents in the system.
  • Destination: Defines the destination of the document. This field is connected to the "Destinations" module, where destinations can include countries, factories, and other locations.
  • Art. №: Enables linking the document to an item. This field is connected to the "Items" module, which serves as a catalog of all items.

The screenshot shows the Home screen > Docs > Document Management > sections "Document" and "Details".

Description and remarks

The Description and remarks section is used to enter a detailed description of the document and any comments related to the approval process.
Complete details include the following:

• Description: The author can put a description of the document..
• Remarks: approvers can put their remarks when they are returning the version for corrections.

These sections ensure that important contextual information is recorded for each document stage.

The screenshot shows the Home screen > Docs > Document Management > sections "Description and remarks".

Remaining sections

The remaining sections provide information about the participants involved in the approval process.
These sections show who has approved or rejected each step and when they did so, and also include details about the document's retirement or archival status.
Additionally, there is a field for entering the document number from the old system, allowing for easy cross-referencing with legacy systems.

Complete details include the following:

• Author: Who prepared the document and when it was submitted for review.
• Review: Who reviewed the document, when they did so, and all the reviewers involved.
• Department approval: Who conducted the department review and when.
• Quality control: Who conducted the quality control check and when.
• Effective document: Who conducted the final check to make the document effective, and when.
• Retiring: Who retired the document and when.
• Rejection: Who permanently rejected the document and when.
• Other: Users can define the next revision date here, and note whether the required training was completed.
• Legacy info: The field for entering the document number from the old system, allowing for easy cross-referencing with legacy systems.

The screenshot shows the remaining sections: Home screen > Docs > Document Management > sections "Author", "Review", "Department approval", "Quality control", "Effective document", "Retiring", "Rejection", "Other", and "Legacy info".