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- Document Management System
- Who it's for
- Shared services
Shared services
A shared services team receives policy files, templates and corrections from several departments. The request is easier to manage when each item belongs to a controlled document and its version history. Review decisions and follow-up actions separate the content judgment from the operational work needed afterward.
How Document Management System is set up for you
Intake owner
The Document Controller identifies the existing parent or registers a new document.
Decision owner
The Document Reviewer records approval, return or rejection for the selected revision.
Exception owner
The Follow-up Coordinator gives verification work an assignee and due date.
A shared services team receives policy files, templates and corrections from several departments. The request is easier to manage when each item belongs to a controlled document and its version history. Review decisions and follow-up actions separate the content judgment from the operational work needed afterward.
Start with one frequently revised template. Give it a document number, category and owner. Record the source item as a candidate version, then ask a reviewer to return it with a concrete reason. The controller prepares the corrected source item under the same parent. The reviewer decides again, and the Publishing Manager checks that the approval applies to the current revision.
Add a follow-up for verification of the distributed replacement. Its assignee records what was checked and when the work was completed. The operation trace keeps any destination receipt with the publication action. If a destination gives an uncertain result, the manager inspects the original reference before retrying. This allows another team member to continue the case without relying on a private message chain.
Agree a simple handoff rule: who records the candidate, who makes the independent content decision, who checks the external result and who closes follow-up. Use the [follow-up module](/document-management-system/modules/follow-up-actions) and [correction process](/document-management-system/processes/correction-follow-up) during the pilot.
Features to start with
Roles on the team
- 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.
- Follow-up Coordinator
- Assigns and closes document follow-up work.
Set up Document Management System your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.