Step approach

(mandatory) Assign permissions via Settings › Users and Access Management

Persons executing the below steps, will require the following permissions:

Permission > Documents > Can view DMS

Permission > Documents > Can create DMS documents

Permission > Documents > Can manage DMS

(optional) Create approval Groups via Settings › Documents › Approval Groups

Approval groups are the building blocks for approval flows and will be used to create a flow (serial or parallel) of approvers

(mandatory) Assign permissions via Settings ›

(optional) Create approval flows via Settings › Documents › Approval Groups

Approval flows is the sequence of approval groups, serial or parallel and with indication of number of employees to sign

(mandatory) Create document category via Settings › Documents › Document categories

By clicking on the "Create category" button, the side panel opens to save a category.

Authors and read access can only be configured at category root level. By selecting a parent category, one essentialy establishes a tree structure similar to folders on traditional document drives.

Additionally, approval flows can be linked to categories

(mandatory) Create a document reference

When you want to create a new document, the first step is creating the document reference. This can be done via the button + Document

Metadata will be requested, of which the Title and category are mandatory

(mandatory) Create initial version

Depending on the configuration, a free choice of possibilities opens up or a (mandatory) template is proposed

One can choose to upload, link or create a document online

(optional) Configure notifications via Settings › Communication › Notifications

One can activate the triggers for document approval

and amend the corresponding message via clicking on the trigger and editing the text field

(mandatory) Submit for approval initial version

When the initial version of a document is created, this can be submitted for approval via the submit button

Depending on the settings of approval flows, the next steps indicate different details.

When no approvers are selected, this step defaults to publishing the document

(optional) Approve documents

Approvers will be notified to approve a document

By clicking on the message (or the hyperlink in the e-mail), the document approval page will open

They can either choose to approve or reject (request changes) the document version

When all approver groups have signed the document, the document version will replace all active versions and the document is approved.

(optional) Use templates

Once you have created your first documents, they can be selected as templates in types or categories. New versions of these template-documents, will be pushed through when creating new documents in these types or categories

(optional) Define the qualification method for "documents"

When you're using the full suites of modules, you can create a skill and a course to ensure employees are trained before using the documents module. Ideally this is split in various proficiency levels or different skills to allow for approvers and administrators to be educated differently versus daily users.

(mandatory) Assign permissions via Settings › Users and Access Management

Persons using the documents module, will require the following permissions:

Permission > Documents > Can view DMS

Permission > Documents > Can create DMS documents

Permission > Documents > Can manage DMS

This can be done via automatic permission using the course qualification status, grouped via permission roles or via individual allocation