Media content
Key Benefits
Document Registry
A single registry with type, status, version, HTML version, and file (PDF, DOC, DOCX, XLS, XLSX, TXT). Access is controlled by company and groups; individual users can be granted access to a document.
Approval & Acknowledgment
Multi-stage approval; content changes require re-approval. User acknowledgment of a document version; content changes require re-acknowledgment.
Legislative & Related Documents
Legislative documents with regulator, dates, PDF/HTML. Related documents are linked to registry entries. Multilingual types, statuses, and access class (by country).
Mandatory Processes & Reminders
A registry of mandatory processes with frequency, deadlines, and responsible parties. Automatic email reminders before deadlines. Evidence and links to source documents; optional AI-powered document content analysis.
Features & Capabilities
Document Registry
- Centralized document registry: name, version, date, description
- Document types and statuses with country-specific language support
- Access class (confidentiality level) with translations
- File upload (PDF, DOC, DOCX, XLS, XLSX, TXT), max 10 MB; optional HTML version for viewing
- Access by company and groups; ability to add individual users to a document
- Related documents linked to registry entries
- Search and filters by name, description, company, type, status, version; export to Excel
Versioning & Integrity
- Integrity control: changing the file content creates a new version
- Version number and HTML version for in-browser viewing without downloading
- Changes to document content require re-approval and re-acknowledgment
Approval & Acknowledgment
- Multi-stage approval: each approver has a status (pending / approved / rejected)
- Document is considered approved when all approvers have approved the current version
- Document acknowledgment: user confirmation; content changes require re-acknowledgment
- Approval and acknowledgment history in the document card and lists
Regulatory Documents
- Regulatory document registry: name, number, type, regulator, issuing authority, dates
- Attach PDF and HTML content; access configured by user groups
- Regulator directory; optional link to the original document
- Guides with country-specific translations and AI-powered translation support
Mandatory Processes
- Registry of mandatory processes: description, frequency, responsible parties, deadlines
- Process status, priority, link to the source document; attachments and evidence files
- Automatic email reminders as deadlines approach
- Guide to mandatory processes with country-specific translations
Access & Security
- Group-based access: document registry, regulatory documents, mandatory processes (with company restrictions)
- Permissions at the document level: view and edit; additional users granted access
- Secure file upload and HTML viewing only for users with access
Guides & AI
- Guides for the document registry and regulatory documents with country-specific translations
- AI-powered guide translation; AI-powered document content analysis
Use Cases
Lifecycle of Policies and Procedures
Store policies and procedures in a single registry with types and statuses. Assign approvers; when a document is updated, re-approval and re-acknowledgment are required to ensure only the current version is valid. Users view the HTML version or download the file according to their access rights.
Regulatory and Legislative Document Directory
Maintain a library of legislative and regulatory documents, specifying the regulator, dates, and optional PDF/HTML. Manage visibility by user groups and companies. Use guides with country-specific translations so teams can work with localized instructions.
Mandatory Periodic Processes
Describe mandatory processes with frequency and responsible parties. Track deadlines and send automatic email reminders. Add evidence and links to source documents; maintain a guide for mandatory processes for each country.
Controlled Access by Company and Role
Restrict access to the document registry, regulatory documents, and mandatory processes by company and user group. Grant additional access to individual users for specific documents. Downloading and viewing are only available to users with the appropriate access.
Approval and Acknowledgment History for Audit
See who approved which version and when; content changes reset approvals so that the new version must be explicitly approved. Record who has acknowledged each document — for compliance requirements and training records.
Technical Details
Architecture
A document registry with types, statuses, and access class; file storage and optional HTML version for viewing. Multi-stage approval and user acknowledgment; content changes require re-approval and re-acknowledgment. A library of legislative documents and a registry of mandatory processes with deadlines. Guides with country-specific translations. Emails are sent via the project's mail configuration; optional scheduled reminders for mandatory processes.
Security
File type and size validation (e.g., PDF, DOC, DOCX, XLS, XLSX, TXT; size limit). Access is managed by user groups and company; additional users at the document level. Secure file download and HTML viewing only for users with access. Content integrity control: approvals and acknowledgments apply to the current version; changes require re-approval.
Scalability
Documents and processes are stored in the database; lists and searches use pagination. Optimized queries for the registry, legislative documents, and mandatory processes. Suitable for a typical project deployment; a separate document server is not required.
Customization
Document types, statuses, and access class with country-specific translations. Configurable group-based access for the registry, legislative documents, and mandatory processes (with company restrictions). Guides for the document registry and legislative documents with translations; optional AI-powered translation and document content analysis.
Frequently Asked Questions
The document registry supports uploading files in PDF, DOC, DOCX, XLS, XLSX, and TXT formats. You can also store an HTML version of the document for in-browser viewing without downloading the file. File size is limited.
When file content is changed, a new version is created; approvals and acknowledgments apply to the current version. If a document is updated, re-approval by all approvers and re-acknowledgment by users are required. Approval and acknowledgment history is available in the document card.
Yes. Multiple approvers can be assigned to a document. The document is considered approved when all of them have approved the current version. The status for each approver can be: pending, approved, or rejected. When document content changes, statuses are reset for re-approval.
Access is managed by user groups and company; additional users can be granted access to a specific document. File download and HTML viewing are allowed only for users with the appropriate permissions. Integrity control ensures that approvals and acknowledgments apply to the current version.
Acknowledgment is a user's confirmation that they have read a document. This is recorded for audit and training records. If the document content changes, re-acknowledgment is required so that the record matches the current version.
For mandatory processes, you set a frequency and deadlines. The system can send automatic email reminders to responsible parties as deadlines approach. This is configured within the project (e.g., using a task scheduler).
Yes. Guides for the document registry and legislative documents are available with country-specific translation support. AI-powered translation of guide text is available. Optionally, you can use AI-powered document content analysis.
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