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In the Docs area you create documents, write their content and export them. A document is always created by hand. Whether it goes through an approval process with roles, versions and a review cycle is a decision you make when creating it.

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Document and Controlled Document

You write, change and export a Document without approval. It carries no status, and every change takes effect immediately. Its detail page has the Overview, Content, Properties and Relations tabs. A Controlled Document goes through an approval process: a Responsible person submits a version for approval, an Approver decides, and the approved version is in force with a version number. A review cycle shows when it is due for review again. This form fits content whose valid version must be evidenced. Its detail page also has the Document Control and History tabs, described under Document Control. Controlled documents are included from Business on. You make the decision with the Controlled Document switch in the Create Document dialog.

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Lists

The menu of the Docs area has three lists: All Documents shows every document; under Types, Controlled Documents shows only controlled ones and Documents only uncontrolled ones. The Title opens the document in a tab of its own. Document next to the tabs opens the Create Document dialog. Search, filters and multi-selection work as in every list, see Lists and filters; you delete marked documents as a bulk action.

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Type

A document carries a Type: Policy, Process, Work Instruction, Plan or Documentation. 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 owns the document and submits it for approval, the Approver decides on the approval. Under strict mode, the two must be different people, and only the responsible person edits the content. You assign both roles under Properties.

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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. The Overview tab shows it as the valid version; a Signed PDF can be downloaded there 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. Delete Relation removes the relation, also for several marked rows. 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 Risk Management Fundamentals.

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Limits

Document control cannot be turned on or off later—decide when you create the document. Create Document covers the dialog, Content covers creating and writing chapters, and Properties covers the roles. The approval process and versions are covered in Document Control and History; a full walkthrough is the tutorial Approving a Document.