Working in Documents

Daily Operating Model

Documents works best when teams treat the module record as the source of truth and use tasks, tickets, workflows, and reports as supporting surfaces. The flows below are the common day-to-day paths to validate during setup and train users on after go-live.

Flow 1: Create a registry and folder structure

1. Open Registry Management and create the registry.
2. Assign registry permissions for owners, editors, viewers, and administrators.
3. Create top-level folders and nested folders as required.
4. Apply folder categories, tags, and sensitivity flags.
5. Configure folder permissions and inheritance.
6. Test access with a normal user account before importing documents.
7. Create workflow tasks for folder setup gaps.
8. Review All Folders to confirm structure and permissions.

Flow 2: Create and approve a document

1. Open Folders and choose the target folder or registry.
2. Create an internal document from a template or upload an external document.
3. Complete metadata, category, tags, associations, and permissions.
4. Create or upload the first document version.
5. Submit approval when the document requires review.
6. Approvers review from Approvals and approve, reject, or request changes.
7. Publish or share the approved version.
8. Use document history to audit every version and approval action.

Flow 3: Share and sign documents

1. Open the document detail page.
2. Confirm the document version is the correct version to share.
3. Create signature placeholders when signatures are required.
4. Invite signers or share the document using internal access or external share links.
5. Track signature status and annotations.
6. Revoke or expire external shares when no longer needed.
7. Store signed versions and history for audit.
8. Notify owners when signatures are complete or overdue.

Flow 4: Operate document governance

1. Review dashboards for approvals, shared documents, and user metrics.
2. Audit sensitive folders and external shares.
3. Transfer folders or documents between users, folders, or registries through controlled actions.
4. Use workflow studio for approval, watchlist, and transfer automation.
5. Create tasks for missing metadata, stale approvals, or unsigned versions.
6. Review categories and tags for consistency.
7. Archive or close obsolete folders according to retention policy.
8. Use reports to demonstrate compliance and ownership.

Day-To-Day Controls

• Start from the launchpad route, then use filters and saved views to focus on records needing action.
• Use status fields and lifecycle actions instead of free-text notes for important state changes.
• Attach documents, comments, or related records when a decision needs evidence.
• Create tasks when work leaves the current owner or needs a due date.
• Create tickets when the work is customer-facing or belongs in a support/service queue.
• Use workflows for predictable notifications, approvals, escalations, and cross-module updates.
• Use reports for recurring team reviews rather than exporting ad hoc lists every time.
• Keep permissions tight enough that users see the records they need but not sensitive configuration.
• Review rejected, cancelled, failed, or overdue records every week.
• Keep integrations aligned with the same lifecycle users follow in the UI.

Exception Handling

• If a record is stuck, check owner, status, required fields, approvals, and linked records before editing downstream data.
• If a workflow did not run, confirm the event name, trigger filter, record permissions, and service-user access.
• If reports look wrong, inspect whether the source record is draft, cancelled, archived, or missing a required dimension.
• If an integration created bad data, fix the source mapping and then repair the affected records through supported actions.
• If users cannot see a route, review launchpad access, module roles, page permissions, and tenant feature flags.
• If a public or embedded route exposes too much, disable exposure first and then correct permissions or filters.
• If two modules disagree, choose the module that owns the lifecycle as the source of truth and update the other from it.
• If a record supports audit, void, archive, or cancel it instead of deleting it whenever possible.

Reporting Rhythm

• Daily: review new, overdue, failed, rejected, and pending-approval records.
• Weekly: review owner workload, aging, status changes, and recurring exceptions.
• Monthly: review configuration, permissions, integration failures, and report definitions.
• Quarterly: review whether custom pages, workflows, and API access still match real operating practice.
• After major process changes: rerun one end-to-end flow with a pilot record before enabling it broadly.

Cross-Module Handoffs

• To Base objects: pass stable identifiers, owner, status, dates, and any dimensions required for reports.
• To tasks: include a precise action, due date, source record link, and escalation owner.
• To tickets: include requester, priority, support context, and the module record link.
• To workflows: prefer explicit create, update, approval, and status-change triggers.
• To reports: keep dimensions consistent across records so dashboards can group accurately.
• To integrations: use /reference/documents for namespace and intent details.