Controlled Documents
What it is for
Section titled “What it is for”Controlled Documents (Kontrollü Doküman) manages the identity and life cycle of procedures, instructions, forms and specifications: automatic document number, revision, review, approval, publication and effective date, withdrawal and archiving. A published revision cannot be changed; new content comes with a new revision. Controlled copies of old revisions are recalled, the new revision is distributed to people and who has read/accepted it is tracked. External documents (standards, specifications, legislation), change requests and the retention/disposal of records are also handled here.
Approvals are workflow approvals (an electronic approval record): who decided, when, with which session and on which content. They are not a qualified electronic signature.
Who uses it
Section titled “Who uses it”Document owners and authors, reviewers, approvers, the quality officer, and all staff (read/accept). Having View on at least one of the document permission pages is enough to open the screen; tabs open separately (Settings › Roles). Documents and reviews, approvals, inbox, controlled copies and settings depend on the document list/card page; change requests, external documents and records and disposal each have their own page. The dashboard and reports follow any of these pages. Life-cycle steps (revision and approval, publication and effective date, withdrawal, copies, distribution, settings) each have their own permission page.
Screens
Section titled “Screens”- Dashboard (Pano): the first tab.
- Documents (Dokümanlar)
- My reviews (Gözden geçirmelerim)
- My approvals (Onaylarım)
- Received by me (Bana gelenler): distributed documents awaiting read/accept.
- Controlled copies (Kontrollü nüshalar): register of printed copies.
- Change requests (Değişiklik talepleri)
- External documents (Dış belgeler)
- Records and disposal (Kayıtlar ve imha)
- Reports (Raporlar)
- Settings (Ayarlar)
Typical workflow
Section titled “Typical workflow”- In Settings define the document types, number pattern, approval requirement, distribution rule and retention policy.
- Open a New document on the Documents tab and upload the file on the document card.
- Send for review and assign reviewers; they give results from My reviews.
- Send for approval; approvers open the document from My approvals and sign.
- Publish and put it into effect; distribution rules send it to people automatically and recipients confirm on Received by me.
- Printed copies are tracked in Controlled copies, and old ones are marked recalled with the new revision.
- Open Change requests when a change is needed; decide expired records on Records and disposal.
Related modules
Section titled “Related modules”Step-by-step screen guides are currently available in Turkish; the links above open them.