Document Control

The Document Control module manages all controlled documents in your QMS — from quality manuals and procedures to work instructions, forms, and templates.

The document control list showing all controlled documents with status, type, and version

Sidebar location: Core Quality > Documents

Document List

The list view shows all documents in your organization with the following columns:

Column	Description
Code	Unique document identifier (e.g., "QP-001")
Title	Document name (clickable — opens the detail page)
Type	Document classification badge
Version	Current version number
Status	Current workflow status
Actions	View, Edit, Delete buttons

List Metrics (Top of Page)

Three summary cards above the table:

• Total Documents — Count of all active documents
• Pending Approvals — Documents awaiting review or approval
• Due for Review — Documents that have not been reviewed in over 12 months

Filters

Use the filter dropdowns above the table to narrow results:

• Document Type — Filter by type (e.g., Quality Procedure, SOP, Work Instruction)
• Status — Filter by status (Draft, Pending Review, Approved, Rejected, Obsolete)

Creating a New Document

1. Click the "New Document" button (top-right of the list page)
2. Fill in the document form:

Basic Information:

Field	Description	Required
Title	Document title (max 300 characters)	Yes
Code	Document code/number (max 20 characters, e.g., "QP-001")	No
Type	Select the document type (see Appendix B)	Yes

Classification:

Field	Description	Required
Category	Select a category (configured by your admin in Settings)	No
Process	Link to a business process	No

Approval Chain:

Field	Description	Required
Reviewer	Team member responsible for reviewing	No
Approver	Team member responsible for final approval	No

Content:

Field	Description	Required
Description	Document description or abstract (max 2000 characters)	No

File Attachment:

Field	Description	Required
File	Upload the document file. Accepted formats: PDF, DOC, DOCX, XLS, XLSX, PNG, JPG, CSV. Max size: 10 MB.	No

Additional Details:

Field	Description	Required
Primary Scope	What area of the QMS this document covers	No
Retention Period	How long the document must be retained	No
Confidentiality	Access level: Public, Internal, Confidential, or Restricted	No
Applicable Standards	Related standards (e.g., "ISO 9001:2015 Clause 7.5")	No

3. Click "Create Document" to save

Document Approval Workflow

Every document follows a lifecycle workflow:

Draft  →  Pending Review  →  Approved  →  Obsolete
                           ↘  Rejected (returns to Draft)

Status	Description
Draft	Document is being prepared. Only the creator and editors can modify it.
Pending Review	Document has been submitted for review. The assigned reviewer and approver are notified.
Approved	Document has been reviewed and approved. It is now the current effective version.
Rejected	Document was not approved. It returns to Draft status with reviewer comments for revision.
Obsolete	Document is no longer in effect. It remains in the system for historical reference but is clearly marked as obsolete.

To submit a document for review:

1. Open the document detail page
2. Click the approval action button (e.g., "Submit for Review")
3. The document status changes to Pending Review and reviewers/approvers are notified

To approve or reject:

1. Open the document (you must be the assigned reviewer or approver)
2. Review the document content and attached file
3. Click "Approve" or "Reject" (with comments if rejecting)

Document Detail Page

The detail page shows comprehensive information organized in tabs:

Tab	Content
Overview	Document metadata, approval chain, current status, description
Versions	Version history — see all previous versions, download any version, compare changes
Approval History	Full record of all approval actions (who approved/rejected, when, comments)
Audit Trail	Field-level change history showing every modification made to this document

Uploading a New Version

1. Open the document detail page
2. Click "Upload New Version"
3. Select the new file
4. The version number increments automatically
5. The document returns to Draft status for the new version to go through the approval cycle

Editing a Document

1. From the list page, click the Edit button on the document row, or
2. From the detail page, click "Edit" in the page header
3. Modify any fields
4. Click "Save Changes"

TIP

Only documents in Draft or Rejected status can be edited. Approved documents must have a new version uploaded.