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- Document Management System
- Frequently asked questions
Questions, answered
Answers for teams planning controlled document work.
Document Management System
10 questions
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How do I get started?
Click Get started, then use Proto to configure Document Management System for your business. Start with one organization, one document category and a representative revision that needs independent review.
How do versions relate to documents?
Each source-linked version belongs to a parent document. The parent carries the current status and revision; earlier versions remain linked for review.
Who decides whether a revision is accepted?
A Document Reviewer records a decision against the source revision. The Publishing Manager then checks eligibility before approving publication.
Can a reviewer return a document?
Yes. A review decision can be returned with a reason. The controller can prepare a corrected revision and submit that source item for another decision.
Where is supporting evidence kept?
Evidence documents link to their source document and can include an attachment, external reference, verification state and verifier.
How do we see unfinished work?
Follow-up actions have an assignee, due date and status. The overview page shows unresolved work beside document status.
What happens if publication is uncertain?
Inspect the operation run, numbered steps and attempt reference. Confirm the original destination outcome before retrying or recording a correction.
How is an old revision preserved?
A correction creates a successor version under the same parent. Earlier versions and the status history remain available to authorized staff.
Can we track retention?
The document carries a retention date and archived status. Agree the policy and decision owner before acting on a date.
Can we connect an existing repository?
Yes, agree its source IDs and field mapping, then configure the connection and test the external receipt and access boundary.
Set up Document Management System your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.