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Introduction to Document Holders

How to use Document Holders for managing technical files, phased development, and product releases.

A Document Holder is a special type of document in Cognidox used to group and manage references to other documents. It plays a vital role in organizing technical files, managing product releases, and supporting phase-based development processes.

This article explains what document holders are, why they’re useful, and when to use them.

 

What's in this article?

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What Is a Document Holder?

A Document Holder is a file in XML format that contains references to other Cognidox documents. It’s a structured way to bundle related files together, making them easier to manage, approve, and share.

In Cognidox, Document Holders are treated just like any other document:

  • They have part numbers

  • They can be versioned

  • They can go through review and approval workflows

The document type used is DH.

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Why Use a Document Holder?

Document Holders allow you to:

  • Maintain a single, readable reference file that links to all relevant documents

  • Track and manage specific document versions

  • Organize documents for product release or regulatory submission

  • Control and approve entire phases of a project

They’re especially helpful for:

  • Technical files in regulated industries

  • Product development with clear gate reviews

  • External document delivery via the Extranet

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How Document Holders Work

Each Document Holder consists of:

  • A master file (in XML format): This stores the structure and content

  • A derived version (in HTML): This is a human-readable, clickable view that lists the linked documents

The linked documents can be:

  • A specific version (e.g. Issue 5 of a spec)

  • The latest approved version, to always stay current

Even though the Document Holder doesn't contain the actual documents, it provides:

  • Quick links to each file

  • Optional download bundles (e.g. all PDFs)

  • Export options such as indexed listings or compiled PDFs

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Editing a Document Holder

There are two main ways to create and edit Document Holders in Cognidox:

Method Description Recommended for
Online Editor (GUI) A graphical interface for building and editing DHs Most users
XML File Editing Manual editing of the XML structure Advanced users familiar with XML
 

Most users today will use the online editor, which makes it easy to add sections, link documents, and update formatting.

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Common Use Cases

Some common scenarios for using Document Holders include:

  • Technical Files – Bundle documentation for a product or regulatory body

  • Product Development Phases – Control gate reviews and approvals by phase

  • Release Management – Collect user manuals, source code, certifications, etc., into one release document

  • Extranet Delivery – Share content externally with structure and approval control

A specialized version called a Compound Document Holder can be used for custom Extranet views—this is covered in a separate topic.

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Further information

Other articles in this series:

Online help pages:

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