The Document Control Module allows you to view your company's documents. Companies establish “change control” through their Document Control Module by showing the changes, who requested them, who approved them, justifications for the change, and impact assessments. It stores the “source of truth” of documentation and the history of that documentation.
It is a repository of controlled data that do not otherwise live in Design Control or Risk Management (such as SOP’s).
Note: This video was created using V1.26.0. Enzyme is updated weekly so some elements may change.
Overview of Document Control Module
You can access the module under Process in the Navigation menu.
Here on the left you will see all the folders in the modules. You'll see Show Folders, through which you can see all the folders in the module including Obsolete.
From here, you can also create a New Document. Enzyme will automatically manage the headers and footers for you for Microsoft Word documents.
Quality Owners can create new folders.
When you select a folder, you can view all the documents within that folder and once you select a specific document, you can then view all of its information.
You will be able to see information about the Effective Version, Draft Version, Version History and Change History. You will see the Preview and Redlines tabs if one is available.
You can then take appropriate action on the document such as viewing a document, downloading the effective version, uploading a new revision, obsoleting it etc.
Click on the Download Effective button to view the latest document version (pdf). To initiate edits for a new draft version of the document, download the latest version from the Version History tab.
Save your edits, and re-upload the version using the New Revision button. In-work drafts can be easily downloaded from the Draft Versions tab. Enzyme will automatically generate PDFs after each new draft version is uploaded and upon approval.
Also for native word, excel, powerpoint and PDF files, Enzyme will automatically add headers and footers to the PDF version.
At any time you can export the released documents.
Once the export is ready, it will be available to you through the notification bell, dashboard and a copy will be emailed to you.
Select the folder in which you are interested and then select the document.
Each document has four tabs - Effective Version, Draft Version, Version History and Change History. Once a document has been approved (has an effective version), you will also see the Preview and Redlines tabs, if there are any. You will then see the Download Effective button to download the latest version of the document.
The Effective Version tab displays:
- (Document) Title
- (Document) Type
- (Document) Number
- Native Format
- Version Number
- Training Quiz
- Unprocessed or Template Document (Yes or no)
- Effective Date
- Approved On
- Document Owner
- Associated Products
- Associated Development Phases
All users (except viewers) can also check out, edit metadata, upload a new revision or obsolete the document. You can also download the current effective version of the document
In the Draft Version tab you will see information about the latest draft of the document, its version number, if training has been assigned and other details. You can download the draft's native version.
The Version History tab displays details about the current and previous versions of the document, including each version’s set of attachments, redlines and the change request it's associated with. For each version, you can download both the native version and the pdf. You can also download the Audits package and the Document and Change Request Report. If you have your Google Drive account link to your user profile, you can download the document to your Google Drive as well.
For native documents that are in word, pdf, excel or powerpoint format, Enzyme will add the headers and footers. Other file types should have headers and footers added to them before uploading to Enzyme. ‘
There is also a toggle to Show prior draft versions to view all previous draft versions.
The Change History tab allows you to view the full history of the document. You can see all the changes and the approval history of the document.
To view draft changes turn the Show Draft Changes toggle ON.
The Preview tab displays a preview of the released (approved) document.
The Redlines tab displays redlines between either the current draft and the most recent effective version, or if there is no current draft, the current effective version vs. the previous effective version.
You can then take appropriate action on the document such as uploading a new revision, obsoleting it etc.
Check Out Document
When you check out a document, it is not available to other users to edit. Others will see that the document is checked out (they will see a lock on it).
If you check out a document, you can download the native file, make edits and then upload a new revision. Then you can check it back in. Only you (as the person who checked it out) and Quality Owners can check it back in.
If you have any questions, you can reach us through the in-app chat or email us at email@example.com.