How to create a new document

The Documents module helps you organize your company’s internal documentation and always works with the latest approved version. You can trace who was informed about a document and when, and who should be informed about a new version.

The Documents module can be linked with the Skill Matrix module. You then know exactly which employees should be informed about a document update when knowledge of the document is needed for a particular skill.

• Choose how to create the document

  There are 3 ways to create a new document:

  

1. File Download. Attach your document as a PDF.

2. Editable Text. Create the document directly in TeamGuru.

3. Work Instruction with Steps. A document divided into several steps, in which you can type text and add photos, pictures, timing and materials. For more details, see How to create a working instruction document.

Fill in the document

1. Add a new document. Go to the Documents module and click the Add icon.

   

2. Fill in the requested data.

3. Select the responsible person.

4. Choose the approvers. Choose one or more approvers for the document.

5. Set up the header details. Set up all the header details: document type, version and validity.

6. Choose the document content. Choose whether you want to upload the document from your PC and save it as an attachment, create a new one (the Editable Text option), or use the Work Instruction with Steps option.

   • Attached document = the PDF format of your uploaded file
   • Attachment – source file = your original file in XLS, PPT, DOC, etc.
   • Attachments = attachments related to your document that other users can open and download

7. Save before entering steps. If you select Work Instruction with Steps, you have to save the document first to be able to start entering the steps.

8. Select the user groups to inform. Go to the User groups tab and select the group to be informed about the document. Here you can predefine which employees are required to learn about the document. If you do not know how to create a new user group, see Where to set up a new user group.

   

Send the document for approval

1. Save the draft. Click Save & View if you need to make other changes later. The document stays as a draft.

2. Send it for approval. Click Save & Send for Approval if no more changes are to be made.

3. Approvers are notified. The approvers receive an email notification asking them to approve the document.

   

4. The approver decides. The approver approves or disapproves the document, or returns it to the in-process status.