Documents

A document is the controlled record itself. It lives in a folder, inherits that folder's rules, carries one file per language, and walks through the lifecycle before it becomes valid.

A document that has never been published has no valid content. What readers see before publication is the raw uploaded template, not the finished document.

Core fields

• Code — generated from the folder's number template. Once the record exists, the code becomes read-only.
• Name — the document title.
• Document folder — decides which rules apply. Required.
• Document type — must be one of the types the folder allows.
• Document category — Document or Form. Chosen at creation and read-only afterwards.
• Form usage types — required only when the category is Form; describes where the form is used.
• Template — the document template, when the folder requires one.
• Prepared by / Prepared date — defaults to the current user's position and the current date.
• Revision number, revision reason, revision description — see Revisions.
• Published date — stamped automatically the first time the document becomes valid.

Responsibilities

Field	Meaning
Owners	The identities accountable for the document. Owners approve cancellation requests and can open revisions directly.
Controllers	Act at the control stage of the lifecycle, and are the authority that approves revision requests.
Responsible organizations	The organization units accountable for the content.

Responsibilities accept users, roles, user groups, positions and organization units — not only named individuals.

Language files

Document content is stored per language. Each language row holds its own file, so a procedure can exist in Turkish and English under one controlled record with one revision number.

When a reader opens the document, the system resolves the language in this order:

1. The explicitly requested language.
2. The reader's current interface language.
3. That language's parent language.
4. The system default language.

Placeholder substitution

An uploaded file may contain {{Token}} placeholders — for example the document code, revision number, or approver names. When the document is published for the first time, the system produces a baked copy in which every placeholder is replaced with that revision's real values. The original uploaded file is kept untouched, so the next revision re-bakes cleanly from the pristine source.

note

Publication finalization — baking, PDF conversion, task creation and deactivating the previous revision — runs in the background. For a short window right after the final approval, the published file may still be the unbaked source. This is expected and resolves on its own.

Reference documents

Reference documents link this document to others it depends on. The relationship is visible from both sides. It also drives an automatic behaviour: if a referenced document is cancelled, the system opens a revision request against every active document that references it, so the dependency is not silently broken.

Attachments

Attachments are supplementary files that are not the controlled content — meeting minutes, source data, correspondence. Whether they carry over into the next revision depends on the folder's attachments carried flag.

Creating a document

1. Open Document Management → Documents and choose New.
2. Select the document folder. The folder's rules, matrices and allowed types load immediately.
3. Choose the document category — take care, this cannot be changed later.
4. Fill in name, document type, and the form usage types if this is a form.
5. Assign owners, controllers and responsible organizations.
6. Upload a file for each language.
7. Add reference documents and attachments if needed.
8. Save as draft, then submit it into the lifecycle when you are ready.

tip

Check the inherited matrices on the document before submitting. They were copied from the folder at creation time; if the folder's matrices changed afterwards, this document still carries the older copy.