In this article we will give you a short overview of the main features of the module "Controlled / governing documents".


TABLE OF CONTENTS


Create a new controlled / governing document


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


To create a new controlled / governing document you can either use the system / main menu and click "New document" -> "Controlled /governing document". Or from the system / main menu you can go to "ReportHub", click on a controlled / governing documents report and then click the "+ New document" button in the top left corner.


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 / governing document


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

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Version control


After a controlled / governing document has been published it is still possible to make changes to it. Every new change that is 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. Under the "Revisions:" option you will find a complete list of previous revisions. Clicking one of the previous revisions will open that version of the document in read mode.


All controlled / governing document also have a unique id. The date and approver's name is always logged, allowing you full tracking of who has approved which document when.


Categorisation and risk


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

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


One type of use for the risk field is to give an indication of how often this controlled / governing document should be revised.


Special functions in the rich text editor


The rich text editor is used when creating a controlled / governing 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. But there are some features that is 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". Here 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 about 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 your 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".