In this article:
Learn how to add a document to the Documents register in Logiqc.
Documents stored in the Document register are those that undergo formal review and approval such as organisational policies, procedures, and templates. Document control is vital for ensuring that staff use only the most current and approved versions of a document. To add one, complete each section of the Document details page described below.
Document control is vital for ensuring that staff use only the most current and approved versions of a document. A controlled process of revision also helps to maintain consistency, accuracy, and compliance with regulations and standards.
The document control workflow: when a new document is added to the Document register, it will move to the Document manager and then to the Document owner for checking and publishing. Learn more
Q: What is a document?
A: Documents stored in the Document register are those that undergo formal review and approval such as organisational policies, procedures, and templates.
Q: What permissions do I need to add a document?
A: You need the Add documents permission. The minimum licence type required is Action.
Before you start
Check the following:
- You have the Add documents permission (minimum licence type required: Action).
- You have the document file ready to upload, or a link to the document if it's stored online in another platform.
Step 1: Go to Add a document
From the Documents register, select the option to add a new document to open the Add a document page.
Navigation path
Select Governance from the left-hand navigation.
Select Documents to open the Documents register.
Select + Add to open the Add a document page.
Step 2: Complete the Document details
In this component you'll describe and categorise the document, and specify the date the document is to be next reviewed.
Describe and categorise the document in the Document details component.
| Field | Description |
|---|---|
| Document name | Enter the name of the document. |
| Document ID number (optional add-on) | If enabled in your platform, enter a document ID# in line with your organisation's policy. Must be unique and up to 12 characters. See User generated ID numbers. |
| Document type | Select the type of document from a customised drop-down list relevant to your organisation (e.g. policy, procedure, form). |
| Author | Add the name of the organisation or department that originally developed the document. |
| Document review date | Select the date the document is to be next reviewed. This must be a date in the future. |
| Keywords (optional) | Referenced when you search for items in the platform. Add common terms people might search for, especially if the title is unfamiliar. |
| Record consultation undertaken about content (optional) | Record who was consulted in developing the document, which is useful for historical purposes. |
| Additional comments (optional) | Add any further comments. All comments are recorded in the document's Action history. |
Step 3: Assign
In this component you set responsibilities for managing and approving the document. These choices should align with organisational delegations relating to the management of documents.
Set responsibilities for managing and approving the document in the Assign component.
| Field | Description |
|---|---|
| Related business area | Select the business area the document relates to. |
| Related meeting | Select the meeting with oversight responsibility for the document. Transparency in responsibility leads to greater accountability. |
| Document manager | Select the staff member responsible for managing the document. |
| Document owner | Select the staff member accountable for the document. If you are the Document owner, the Quick publish option becomes available when you save. |
| Notify users by email (optional) | Notify relevant personnel that the document has been added. Note: recipients must be included in Viewing permissions to see the document. |
Step 4: Set access control
Set which users will have access to view the document. You can grant access to all users or specific teams and individual users.
Grant access to all users or specific teams and individual users.
If you specify who can access:
- Teams: select the team/s who need to view the document.
- Individual users: select specific users (if they are not included in the selected team/s) who need to view the document.
Step 5: Upload the document
Use this component to upload a file or add a link to the document if it's stored online in another platform.
Upload a file or add a link in the Upload document component.
- Set initial version number: this field only appears once when uploading a document for the first time. If the document you're uploading already has a version number and you want to retain the numbering, you can set Logiqc's internal version number to be in sync with that version number. Logiqc will increment a whole number each time a new version is approved.
Step 6: Submit
The green Submit button will save your changes and progress the item to the next stage of the workflow. The button label, however, will change depending on certain conditions to make it quicker to complete tasks.
Available if you are the Document owner. Immediately approves and publishes the document to the Document register.
Saves your changes, uploads the document and moves it to the Manage stage. The label changes depending on certain conditions.
Quick publish: if you are the Document owner, you can skip the Manage and Approve stages by selecting Quick publish. The Quick publish option will immediately approve the document and publish it to the Document register.
Submit/Next: the green Submit button will save your changes, upload the document and move it to the Manage stage.
Create a related item: if you want to create a related/linked item after the upload is completed you can select the relevant register in the Create a related item component. When you press Submit, the platform will launch a new item in the register you selected. The platform will display a link between the two items in the System event history.
Other parts of the Document details page
View document
In this component you can preview the published version of the document and any draft versions in the workflow. A brief overview of document management details is also provided.
Select the Email link button to send a link to the page to another user via email. Recipients will require a Logiqc user account to access the document.
Preview the published and draft versions from the View document component.
Add new version
This component can be used to upload a new version of the document for approval or immediate publishing if you are the Document owner.
You can only add a new version if the document has the status of 'Approved'. If the document is in a review workflow cycle you will not be able to add a new version.
Upload a new version of the document from the Add new version component.
Send new version to the Manage stage: select this option to send the new version of the document to the Document manager for review of the changes made.
Send new version to the Approval stage: select this option if the document does not require any further review or when you are the Document manager.
Quick publish: this option will be available if you are the Document owner. Quick publish will publish the document immediately.
System event history
The System event history is a chronological record maintained by the system detailing entries and changes made to the page including links to any related items created by users. Click the + control on the right to expand the line item to see more information.
The system event history records entries and changes made to the page.
What happens next
The document moves to the Manage stage
When a new document is added to the Document register, it will move to the Document manager and then to the Document owner for checking and publishing.
The Document manager is notified
Logiqc sends a Manage task to the assigned Document manager so they know action is required.
The document is published
Once approved by the Document owner, the document is published and available to users with access. If you are the Document owner, you can use Quick publish to publish immediately.
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