Controlled documents

This article will give you an overview of the main features of the module «Controlled documents».

 

Create a new controlled document

The module controlled documents is a standard module. This means that a lot of the basic functionality of controlled documents is similar to the other standard document modules.

To create a new controlled document you can use the system / main menu and click «controlled document» -> «new controlled document».

For more information about standard modules, including how to create new documents and some of the main features, we recommend this article; "Standard module: structure, create and functions".

Editing a controlled document

Open the controlled document you would like to edit. The document then opens in read mode. Click the pen «Edit» button in the top right corner to open the document in editing mode.

Version control

After a controlled document has been published it is still possible to make changes. Every change sent for approval or approved by you will become a new published version of the original document.

You can find each previous revision of the document by clicking the «i» button in the top left corner. You will find a list of previous revisions under «Revisions:». Clicking on one of them will open the version in read mode. 

All controlled documents have a unique ID. The date and approver’s name is always logged, allowing you full tracking of who has approved which document when.

Categorization and risk

The first part of a controlled document is the categorization fields. These fields help you tag your document with relevant tags such as process, document type and department. This information is later used to help you find your document

A «potential risk» field is sometimes relevant. This field is typically used for activities that are critical to the business and can be used to describe how risky an operation is. This risk evaluation and categorization will always be a subjective assessment.

You can use the risk field to identify how often this controlled document should be revised.

Special functions in the rich text editor

The rich text editor is used when creating a controlled document. This text field has similar formatting possibilities as text editors like MS Word and Google Docs, and therefore allows you to format your document to your company’s standard. Some features will still be different.

For more information about the rich text editor, we recommend this article; "Rich text editor".

Templates in rich text editors

When using the rich text editor, you will find a custom plug-in called «Insert template» where you can insert predefined templates for use in procedures and other modules.

For more information about the templates in rich text editor, we recommend this article; "Rich text editor - insert a template"

The superuser can also develop company specific templates to be used in ABMS.

For more information on how to create company specific templates for the rich text editor, we recommend this article; "SUPER USER Rich text editor - Create a company template"

In rich text editors you can insert URL links, attach documents and images and insert links to internal ABMS documents.

For more information about the links and attachments in rich text editor we recommend this article; "Rich text editor - links and attachments".

Transferring / importing external documents to ABMS

Your ABMS works best if all the company’s relevant information, such as word-, pdf- or the equivalent kind of documents, is entered into ABMS the correct way. The correct way means filling out the appropriate ABMS documents and fields, and not taking a short cut and attaching or linking to the information.

For more information about best practice when transferring / importing external documents to ABMS we recommend this article; "Transferring / importing external documents to ABMS".
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