This article provides a glossary of all fields within the Documents Module. Each entry includes a clear explanation of its meaning. Use this guide as a quick reference whenever you need clarity on a specific field.
| Field Name | Description | Required Field? | Data Type |
Document Name | The title or identifier of a document that distinguishes it from others. This will dictate what users search for when looking for a document. For example, “Good Documentation Practices”, “Complaints”, and “Equipment Calibration and Maintenance”. | Yes | Text Input |
Author | The person who created or wrote the document. | No | Text Input |
Approval Matrix | A structured framework that defines who needs to review and approve a document before it is finalized. Approval Matrices are created by your team in “Team QMS Settings”. | No* | Dropdown menu |
Parent Document | A higher-level or original document from which other related documents (child documents) are derived. For example, a standard operating procedure for “Sanitation” may be the parent document of a work instruction for “Proper Handwashing”. | No | Dropdown menu |
Document Type | A classification or category that defines the purpose or format of the document, such as policy, procedure, or guideline. Document Types are created by your team. | Yes | Dropdown menu |
Department | The business unit or team responsible for the document's creation, maintenance, or implementation. Departments are created by your team. | No* | Dropdown menu |
Employee Groups | Specific sets of employees categorized by role, responsibility, or other criteria, who may need access to or training on the document. Employee Groups are created by your team in the “Employee Groups” module under “Human Resources”. | No* | Dropdown menu |
Training Program | A structured test or checklist that provides education or instruction related to the document’s content. Training Programs are created by your team in the “Training Programs” module under “Human Resources”. | No* | Dropdown menu |
Linked Training Activities | Open and completed training exercises that are associated with the document to ensure employees understand and comply with its content. | N/A | N/A |
Approval Status | The current stage of the document in the approval process, such as pending and approved. | N/A | N/A |
Last Review Date | The most recent date when the document was reviewed for accuracy, relevance, and compliance. | No | Date |
Next Review Date | The scheduled date for the document’s next review to ensure it remains up to date. This will be automatically populated based on the “Last Review Date” and “Frequency” entered. | No | Date |
Frequency | The interval at which the document must be reviewed or updated (e.g., annually, biennially). | No | Numerical |
Revision Number | A unique identifier that tracks the version history of a document as it undergoes changes or updates. | Yes | Text Input |
Revision Date | The date when the document was last revised or updated. | No* | Date |
Document Location | The specific location where the document is stored, such as a digital repository, file system, or physical locations within the facility. | No | Text Input |
Change Control Report | A link to the Change Control record that documents changes made to the document, including who made them, when, and why. | No* | Dropdown menu |
External Links | URLs or references to external sources that provide additional information related to the document. | No | Text Input |
Document Notes | Additional comments, annotations, or explanations related to the document. | No | Text Input |
Owners | Individuals responsible for maintaining, updating, and ensuring, the document's accuracy and compliance. | Yes | Dropdown menu |
Subscribers | Individuals who receive updates or notifications about changes to the document. | No | Dropdown menu |
*These fields are optional for document creation, but we strongly recommend completing them to support compliance and get the most value out of Isolocity.