Build your document management system.

How to build your document management system

1. 1

   Describe the job

   Organize document versions, owners and access requests in one workspace.

2. 2

   Review the first version

   Choose how the document author records the document and how the document reviewer reviews the next step.

3. 3

   Refine the views

   Ask First to adjust the fields and views for the people who will use the app.

4. 4

   Test before sharing

   Walk through the process with a sample record and check who owns the next action.

What to include in your document management system

• Keep the document in context

  Keep document, version, owner, access request, retention reference and review together so the next person can understand the request or record.

• When the next step needs a decision

  A team uploads a revised document while another still references an earlier approved copy. Preserve the versions and point users to the reviewed revision.

• Keep review visible

  Keep an access request pending until the document owner records the permitted scope.

• Choose what each person needs

  Give the document author a working view and the document reviewer a review view. Keep document and version attached to the decision as the work moves between them.