The document lifecycle
This article outlines the typical process a document follows from creation to publication
Overview
The document life cycle in Cognidox is highly flexible, allowing for various workflows depending on the need for peer reviews and approvals.
Watch the video
Take a look at the video, then read through the summary below.
Step-by-Step Document Lifecycle
1. Creating a Document Part Number
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Every document starts with a placeholder in Cognidox, called a Part Number.
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At this stage, decide whether the document requires a peer review before being finalized.
2. Drafts vs. Issues
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Drafts: Used when a document requires review and feedback.
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Labeled as Draft A, B, C, etc.
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Iterative process where each new draft incorporates feedback and refinements.
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Continues until the document is fit for purpose.
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Issues: Used when a document is finalized and does not require review.
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Labeled as Issue 1, 2, 3, etc.
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Documents can be uploaded directly as issues if no review is necessary.
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3. Review and Approval
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If a document is uploaded as a draft, reviewers provide feedback until it is finalized.
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Once a draft reaches its final stage (e.g., Draft M), it can be promoted to an issue.
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If a document is uploaded as an issue, it may require approval:
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Request Approval: A designated authority must approve the document.
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Self-Approval: If the user has the necessary permissions, they can approve their own document.
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4. External Publishing
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Approved documents can be published externally.
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Documents can be shared with clients, customers, partners, or suppliers via the Cognidox extranet.
Summary
The Cognidox document life cycle enables a structured approach to document management. Drafts facilitate collaborative review, issues represent finalized documents, and approvals ensure compliance and quality control. If needed, approved documents can be published externally for wider distribution.
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