Documents
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Documents is where you manage your policies, procedures, work instructions, forms and records. Each document has versions: you write a draft, approve it, and ask colleagues to read and confirm it.
Why this protects your organisation
When agreements only live in people's heads or in scattered files, a new colleague does not know what is expected of them and nobody can say which version applies. An approved document with an owner, a date and a list of who has read it shows that the agreement exists, that someone stands behind it and that the team knows it. ISO 27001 asks for controlled documentation like this in clause 7.5, and for an approved information security policy in clause 5.2.
Steps
- Open Documents in the Measures and evidence group and click the button to create a new document.
- Fill in Title and Type, describe the purpose under What this document is for, and choose an Owner, a Reviewer and the Next review date.
- Write the text under First version, or leave it empty and add a draft later. Save.
- Adjust the draft where needed under Versions with Edit draft.
- Click Approve on the draft version. It then becomes the current version.
- Click Request reading on the approved version and choose the colleagues who need to read it.
- To change something later, click New draft. It starts from the text of the current version.
Types of document
All documented information sits on one screen, each item with a type: Policy, Procedure, Work instruction, Form or Record. You can filter the list by Type. For each document you see its owner, its current version and its next review date. A date that has passed is highlighted.
Versions and approval
A version starts as a Draft and can still be edited. Once approved it has the status Published and can no longer be changed. The previous version is marked Superseded but stays readable with Read. Each version shows who approved it and when. A document without an approved version shows Not approved yet.
Reading and confirming
Colleagues you ask to read a version find it under My documents to read in the Today group. They open it there and confirm they have read it. The Read column shows how many confirmations there are, and Who has read this shows, person by person, who has already confirmed. When you later approve a new version, the same colleagues are asked again.
If it does not work
I do not see the Approve button
Only the document owner or the workspace owner can approve. You count as the document owner when that person's email address under People matches the email address you sign in with.
I do not see the New draft button
This document already has a draft. Edit it with Edit draft, or approve it first.
I do not see Request reading on a version
That button only appears on an approved version, and only while there are workspace members who have not been asked yet.
I cannot create or edit anything
Editing is for the workspace owner and members. An advisor needs edit rights on the Policies and documents module.
Screens this is about
- Documents