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- Document Management System
- Who it's for
- Multi-organization teams
Multi-organization teams
A team serving several organizations may have similar document names in each one. The controlled register links each document and category to its organization, and each person has an organization reference. Number, owner, category and status make a record recognizable before anyone acts on a revision.
How Document Management System is set up for you
Document control
Set naming and number conventions that distinguish records across organizations.
Review assignment
Identify reviewers who can decide for the relevant organization's content.
Access policy
Agree which readers may view each classification and test that rule against actual accounts.
A team serving several organizations may have similar document names in each one. The controlled register links each document and category to its organization, and each person has an organization reference. Number, owner, category and status make a record recognizable before anyone acts on a revision.
Pilot one organization and one document category before expanding. Register a procedure with a named owner and a source-linked version. Give a reviewer the candidate and record the decision against that specific revision. Check that the publishing manager sees the same organization and source revision before approving publication.
Next, use a similarly named procedure in another organization. The team should be able to distinguish the two parents, their version histories and their evidence. Treat organization and access policy as deliberate controls. The stored policy text supports a decision, while the configured roles and application permissions determine who can actually open a record. Test both normal navigation and direct access with representative accounts.
When connecting a source repository, review the field mapping for organization, number and source ID before import. A misdirected mapping could put a correct file under the wrong governed record. Preserve the mapping version and effective date for later explanation. Inspect the [data model](/document-management-system/data-model) and [roles](/document-management-system/roles) while preparing that rehearsal.
Features to start with
Roles on the team
- Admin
- Configures organizations, people, document categories and access policy.
- Document Controller
- Owns the controlled register and prepares revisions for review.
- Document Reviewer
- Makes independent decisions for assigned revisions.
- Publishing Manager
- Approves publication of reviewed content and checks execution receipts.
- Reader
- Reads the documents permitted by the agreed access policy.
Set up Document Management System your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.