Document Control

The Document Control module is available on Pro and Enterprise plans. It provides a centralised repository for company documents with version control, access restrictions, approval workflows, expiry management, and employee acknowledgement tracking.

Uploading Documents

Authorised users can upload documents from the Document Control section. Each upload captures essential metadata to keep your repository organised and searchable.

Required & Optional Fields

• •Document title — a clear, descriptive name.
• •Category — classify the document (e.g., Policy, Procedure, SOP, Contract, Template).
• •Department — assign the document to the relevant department.
• •Tags — add one or more tags for quick filtering and search.
• •Expiry date (optional) — set a date after which the document is considered expired.
• •Description (optional) — provide additional context about the document.
• •Attachments — upload the actual file (PDF, DOCX, XLSX, images, etc.).

1. Navigate to Document Control and click "New Document".
2. Fill in the title, category, department, and tags.
3. Optionally set an expiry date if the document has a limited validity period.
4. Upload the file attachment.
5. Click "Save as Draft" to create the document in Draft status.

Document Status Flow

Every document moves through a defined lifecycle. Status transitions are logged in the audit trail so you always know who changed what and when.

• •Draft — the document has been created but is not yet submitted for review. Only the author and admins can view it.
• •Under Review — the document has been submitted and is awaiting approval from the designated reviewer(s).
• •Approved — the document has been reviewed and approved. It is now visible to users based on its access level.
• •Superseded — a newer version of the document has been approved, making this version obsolete.
• •Expired — the document has passed its expiry date and is automatically flagged.

Version Control

When a document needs to be updated, you create a new version rather than overwriting the existing file. This preserves a complete history of changes and allows users to refer back to previous versions when needed.

• •Each version is automatically numbered: v1, v2, v3, and so on.
• •When a new version is approved, the previous version is automatically set to Superseded.
• •All previous versions remain accessible in the version history tab.
• •You can compare versions side by side to identify what changed.
• •The latest approved version is always displayed by default.

Access Control Levels

Each document can be assigned one of four access levels to control who can view it. Access control is applied when the document is created or edited and can be changed at any time by the document owner or an admin.

Regardless of access level, Super Admins and IT Admins can always view all documents for administrative and compliance purposes.

Employee Acknowledgement Tracking

For critical documents such as policies, safety procedures, or compliance guidelines, you can require employees to formally acknowledge that they have read and understood the document.

• •When acknowledgement is enabled, users see an "I have read and understood this document" button.
• •Each acknowledgement is timestamped and linked to the specific document version.
• •Admins can view a list of who has acknowledged and who has not.
• •Reminder notifications can be sent to users who have not yet acknowledged.
• •Acknowledgement status is included in compliance reports.

Expiry Alerts

Documents with an expiry date trigger automatic notifications to ensure timely renewal or review. The system sends alerts at three intervals before the expiry date.

• •90 days before expiry — early warning sent to the document owner and department head.
• •60 days before expiry — follow-up alert with a reminder to begin the review or renewal process.
• •30 days before expiry — urgent notification indicating the document will expire soon.
• •Once expired, the document status changes to Expired and it is flagged in the dashboard.

CSV Export

You can export the full document register or a filtered subset to CSV for offline analysis, auditing, or sharing with external stakeholders. The export includes document title, category, department, status, version, access level, expiry date, and acknowledgement count.

Analytics Dashboard

The Document Control analytics dashboard provides an at-a-glance overview of your document repository and helps identify areas that need attention.

• •Total documents by status (Draft, Under Review, Approved, Superseded, Expired).
• •Documents approaching expiry in the next 30, 60, and 90 days.
• •Acknowledgement completion rates across departments.
• •Upload trends over time (monthly, quarterly).
• •Most viewed and downloaded documents.

Bulk Operations

To save time when managing large document libraries, the module supports several bulk actions.

• •Select multiple documents using checkboxes.
• •Bulk change status (e.g., move several drafts to Under Review).
• •Bulk update access levels.
• •Bulk assign or reassign departments.
• •Bulk delete obsolete documents.

Compliance Tracking

The compliance tracking feature helps organisations meet regulatory and internal policy requirements by providing a unified view of document status, acknowledgements, and expiry across the company.

• •Track which mandatory documents have been acknowledged by all required employees.
• •Identify expired documents that have not been renewed.
• •Generate compliance reports filtered by department, category, or time period.
• •Audit trail records every action taken on a document (upload, edit, approve, acknowledge).