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- Document Management System
- Data model
The tables behind Document Management System
Document Management System ships with 14 tables, grouped here by the feature that uses them. Every record your team works with lives in one of them, and you can add fields and tables in Proto.
- Tables
- 14
- Features
- 6, plus shared settings
- Change it
- Add fields and tables in Proto
How the model is organised
Configuration
Organizations, People and document categories establish scope, ownership and policy reference.
Document control
Documents holds the current identity and state; document versions retains candidate and historical source items.
Review and evidence
Review decisions, evidence documents, follow up actions and state history explain decisions, verification and changes.
Execution
Operation runs, operation steps and execution attempts retain action and receipt detail; source mappings describes reviewed import mappings.
Accounts
Users holds application user details and its role selection.
Every table, by feature
- Document register5
- Version records6
- Review decisions6
- Publication and retention8
- Follow-up actions6
- Operation trace7
- Shared and settings1
- Documents
Controlled documents with status, classification and retention.
Linked to Organizations, People, Document categories - Document categories
Controlled document categories with policy reference and effective dates.
Linked to Organizations - Organizations
Organizations whose documents are governed by this system.
- People
Document owners, reviewers and assignees.
Linked to Organizations - State history
Immutable document status transitions written by workflows.
Linked to Documents, People
- Document versions
Immutable versions recorded against a parent document.
Linked to Documents - Documents
Controlled documents with status, classification and retention.
Linked to Organizations, People, Document categories - Source mappings
Reviewed field mappings from source systems into document fields.
Linked to Document categories - Document categories
Controlled document categories with policy reference and effective dates.
Linked to Organizations - Operation runs
Durable operation runs for upload, approval and correction workflows.
Linked to Documents - Follow up actions
Open and completed follow-up actions raised on documents.
Linked to Documents, People
- Review decisions
Independent review decisions recorded against a document revision.
Linked to Documents, People - Documents
Controlled documents with status, classification and retention.
Linked to Organizations, People, Document categories - Document versions
Immutable versions recorded against a parent document.
Linked to Documents - Evidence documents
Verification evidence attached to a controlled document.
Linked to People, Documents - People
Document owners, reviewers and assignees.
Linked to Organizations - State history
Immutable document status transitions written by workflows.
Linked to Documents, People
- Documents
Controlled documents with status, classification and retention.
Linked to Organizations, People, Document categories - Review decisions
Independent review decisions recorded against a document revision.
Linked to Documents, People - Document versions
Immutable versions recorded against a parent document.
Linked to Documents - Operation runs
Durable operation runs for upload, approval and correction workflows.
Linked to Documents - Operation steps
Numbered step trace retained for each operation run.
Linked to Operation runs - Execution attempts
Attempt-level execution records for document operations.
Linked to Documents - State history
Immutable document status transitions written by workflows.
Linked to Documents, People - Document categories
Controlled document categories with policy reference and effective dates.
Linked to Organizations
- Follow up actions
Open and completed follow-up actions raised on documents.
Linked to Documents, People - Documents
Controlled documents with status, classification and retention.
Linked to Organizations, People, Document categories - People
Document owners, reviewers and assignees.
Linked to Organizations - Evidence documents
Verification evidence attached to a controlled document.
Linked to People, Documents - Document versions
Immutable versions recorded against a parent document.
Linked to Documents - Operation runs
Durable operation runs for upload, approval and correction workflows.
Linked to Documents
- Operation runs
Durable operation runs for upload, approval and correction workflows.
Linked to Documents - Operation steps
Numbered step trace retained for each operation run.
Linked to Operation runs - Execution attempts
Attempt-level execution records for document operations.
Linked to Documents - Documents
Controlled documents with status, classification and retention.
Linked to Organizations, People, Document categories - State history
Immutable document status transitions written by workflows.
Linked to Documents, People - Source mappings
Reviewed field mappings from source systems into document fields.
Linked to Document categories - Document versions
Immutable versions recorded against a parent document.
Linked to Documents
Keys and references
A document versions record points to its parent Documents record. Reviews, evidence, follow-up actions, attempts, runs and history each reference a source document. A review also points to a reviewer in People and identifies the source revision. A run has numbered operation steps. A document points to its organization, owner and category. Keep source record IDs stable when bringing in version data, and compare source revision numbers before publication.
Migration order
- Create Organizations, People and document categories with their references.
- Review source mappings and prepare Users and access assignments.
- Import Documents with organization, owner and category.
- Add document versions and verify source IDs and parent links.
- Bring over review decisions, evidence documents, follow up actions and state history where the source history is reliable.
- Reconcile operation runs, operation steps and execution attempts against any external receipts before treating them as completed operations.
Set up Document Management System your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.