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Keep procedures and governing documents in ABMS

Procedures, governing documents, processes and instructions are kept in a standard document module set up for them, for example one called Controlled Documents or Styrende dokumenter; your company’s module may have another name. You write a procedure as a new document and send it for approval; once the last step is approved, it is published and everyone with the Read right on the module’s row can read it (an archived procedure is hidden from users without the Archive right). To change it later, start a new revision with the pen: the published version stays until the new revision is approved, and earlier revisions are listed in the info panel (i). You can ask colleagues to confirm that they have read it with Read & understood, have it linked from a company menu, print it as PDF, and archive it when it is no longer valid. Which of these your module offers, and its sections, fields and receivers, is your company’s own setup.

Before you start

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Steps

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1. Write the procedure. In the left menu, open the module and click New followed by the module name, then fill in the title and the fields. Longer texts are written in the text editor, where you can insert your company’s ready-made texts with Insert template, link to other documents with Insert internal document, and build a table of contents from your headings. ABMS has no import of Word or PDF files; copy the text in instead. See Write and format a document and Move content from Word or PDF into a document.

2. Have it approved and published. Send it with the paper-plane button (Send for approval). The approver approves the last step with the green check (Approve), and the procedure is published; the author (the person who owns the document’s first step) gets an e-mail when that happens, unless the author approved the last step themselves. See Create a document and send it for approval and Approve or reject a document you received.

3. Make it easy to find. Your user administrator can link the procedure from a company menu; see Build or edit a company menu. Readers also find published procedures with the dashboard search, in the module’s reports and through their favourites, and can follow a procedure to get an e-mail each time it is published again. See Search for a document and Follow a document.

4. Ask colleagues to confirm they have read it. Click Read & understood on the published procedure, tick the users and click Invite selected. They confirm with Accept contents and are reminded by e-mail once a week until they do. See Ask colleagues to confirm they have read a document and Follow up Read & understood confirmations.

5. Revise it. Open the published procedure and click the big pen. A new revision starts at the first section and goes through the same approval as a new document. When it is published, it replaces the earlier version, followers get an e-mail, and the earlier versions stay under Revisions in the info panel (i). Read & understood requests end when a new revision is published, so invite people again. See Edit a published document and see earlier revisions.

6. Print it or save it as PDF. Click Print in view mode; see Print a document or save it as PDF.

7. Retire it. When a procedure is no longer valid, click Archive and write why. Archived documents are hidden from users without the Archive right, and archiving can be undone. A published procedure cannot be deleted by your company. See Delete or archive a document.

What you should see

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A published procedure opens in view mode for everyone with the Read right on the module. The info panel (i) shows Latest update, the Revisions list with the original document first, and Approved by. While a new revision is being worked on, readers keep seeing the published version.

Good to know

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  • Module without revisions. If the module does not allow new revisions, there is no big pen. Instead, users with the Admin level on the Super area row, and users set up in the module’s workflow as possible receivers of a section’s step or a later step, see a small pencil next to the fields of that section. Saving a change to one field needs the Approve right on the module’s row or the Admin level on the Super area row, and no new revision is made. See Rights needed for each action on a document and Revisions and the info panel.
  • Someone else is revising it. If a colleague already has a newer revision in progress, clicking the big pen shows a message with their name instead of edit mode.
  • Linked in a company menu. A procedure that is linked in a company menu cannot be archived until the link is removed.
  • No copy of an old procedure. ABMS cannot copy a document or start a new one from an old one; use company text templates for recurring text. See Create a company text template for the text editor and What ABMS does not do, and what to do instead.
  • Your company’s module. The module name, sections, fields, statuses and receivers are your company’s own setup.

Next step

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