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In the Docs area you create documents, write their content and export them. A document is always created by hand, through the Document button. Whether it goes through a review cycle with roles and approval is a decision you make when creating it; it cannot be changed afterward.

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Document and Controlled Document

Document

No review cycle. You write and export it freely, with no approval.

Controlled Document

Adds a review cycle: roles, versions and an approval that makes the version valid.
An uncontrolled document never has approvals. Controlled documents are included from Business on.

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Type

A document carries a Type: Policy, Process, Work Instruction, Plan, Manual, Form or Other. For a controlled document the type is required; for an uncontrolled one it is optional.

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Status

A controlled document carries a Status with four values: An uncontrolled document carries no status. The document list shows a dash in its Status column.

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Responsible and Approver

A controlled document carries two roles: the Responsible person and the Approver. Both are set on the Properties tab. Anyone who may write in the Docs area can set them, regardless of their own role on the document. Whether an approver is required depends on Strict Mode. Without it, a responsible person is enough, and both roles may be the same person; in Strict Mode an approver is required and must be a different person than the responsible one. Also only in Strict Mode is the responsible person the only one who may edit the content.

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Approval and version

Approval always targets one specific version. It carries a version number, the date and person of the approval, and the change reason of the request; a Signed PDF can be downloaded once the export is ready.

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Evidence for controls and risks

A document can attach to controls and risks. The control requires evidence, the document provides it, and the approval proves that the evidence holds. The relation is made on the document’s Overview tab: Link attaches an existing control or risk, while Control and Risk create a new entry that Docusnap365 links to the document. Link requires write permission in the Docs area, Control and Risk require write permission in ISMS. What a control or a risk means in ISMS terms is described in ISMS — here, only that a document is linked to it matters.

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Limits

The decision for a controlled document holds for the document’s entire lifetime. There is no later way to turn document control on or off — decide when you create it. Creating a Document covers the creation dialog and its required fields, Adding Content covers writing the chapters. The approval process and version history are covered in Document Control and History; a full walkthrough is the tutorial Approving a Document. How a detail page is generally built is described in Assets Fundamentals.