How to add a document

What is a document?
Documents stored in the Document register are those that undergo formal review and approval such as organisational policies, procedures, and templates.

Why control documents in Logiqc?
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

How to add a document
Complete each section of the Document details form highlighted below. Click the links to learn how to complete each section. 

Document details

In this component you'll describe and categorise the document, and specify the date the document is to be next reviewed.

• Document name 
  Enter the name of the document.
• Document ID number (optional add-on feature) 
  Enter a document ID# as per your organisation's policy. A max character limit will be enforced and duplicate numbers with other documents are not permitted. 
• Document type 
  Select the type of document (a drop-down menu containing a customised list of document types relevant to your organisation e.g. policy, procedure, form).
• Author 
  Add the name of the organisation/department that originally developed the document.
• Document review date
  Select the date the document is to be next reviewed.
• Keywords (optional) 
  Data in this field will be referenced when you search for items in the platform. It can be useful to add common terms people might  use to search for the item, especially if the title is not familiar. 
• Record consultation undertaken about content (optional) 
  Enter additional details of who was consulted in the development of the document. Sometimes useful to record this information for historical purposes.
• Additional comments (optional) 
  Enter additional comments text field to add further comments.  For noting, all comments are recorded in the Action history of the document.

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.  

• Related business area 
  Select the business area the document relates to.
• Related meeting 
  Select the meeting that has oversight responsibility for the management of the document. This is consistent with the premise that transparency in responsibility leads to greater accountability.
• Document manager 
  Select the staff member who is responsible for managing the document. 
• Document owner
  Select the staff member who is accountable for the document. If you are the Document owner, the Quick publish option will be available for immediate publishing of the document when you save the form. 
• Notify users by email (optional) 
  Use this function to notify relevant personnel that the document has been added to the system.  Note: users sent notifications relating to the document will need to be included in Viewing permissions to see the document.  

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.

Upload document

Use this component to upload a file or add a link to the document if it's stored online in another platform.

• File or Link 
  Click on Choose file and navigate to the record on your computer.  If you have links enabled, toggle to change the control to add a URL to the record. The URL must be a in a web format (https://) or Microsoft Sharepoint format (https://<company>.sharepoint.com/...)
• Set initial version number
  This field only appears once when uploading a document for 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.  

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.  Note: This component is only displayed after a document has been uploaded for the first time.  

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.  

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. 

• 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. 

Submit/save 

The green Submit button will save the form 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. 

• 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 the form, 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.

System event history

The System event history is a chronological record maintained by the system detailing entries and changes made to the form including links to any related items created by users.

Click the '+' control on the right to expand the line item to see more information. 

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