TreeINFO Internal documentation

Encourage teamwork in the creation, commenting and approval of internal documentation. Log versions, track changes and work in progress status, assign access according to permissions. Publish valid documents and familiarize users with the process. Archive invalid documents and highlight tasks and statuses, including familiarization with internal regulations. All this with our solution.

The basis of the solution is Microsoft SharePoint technology and the application superstructure TreeINFO for SharePoint. It is supported on the following technologies: Microsoft SharePoint Server 2016, Microsoft SharePoint 2019, Microsoft SharePoint Subscription Edition, Microsoft Office 365 (SharePoint Online).

Each document has its own file, which contains the main document, annexes and, where applicable, related documents. The user first creates the file and fills in the attributes on the form. He places the individual documents in the file, and defines only the document type. The other attributes of the document are copied by the system from the parent file. The user can create a link to other documents using a special field "Reference".

Commenting, approving and publishing documents
The commenting and approval processes use a custom workflow tool. The user chooses the commenter. The approvers are determined by the workflow approval matrix, which is modified by the authorised user. Users receive an email notification for each task and view the task itself in the task list on the home page of the application website. Each task has a form that contains a link to the document to be approved.

Publication is automatically triggered by the system when the document is approved. A designated user, usually the "Quality Manager", sets the date from which the document is valid. The document is then copied by the system to the "Valid Documents" area. The process history is displayed on the task form and on the contract document form.

Dating
This is a special function that starts automatically when the document is published. The users of the department for which the document is intended will be given a familiarisation task. The familiarisation information is displayed on the internal document form in a separate table. At the same time, summary reports with familiarisation statuses for documents and users are available. The system ensures that familiarisation tasks are created for all valid documents for the new employee.

Document revision and cancellation
The system triggers the document revision process according to the values on the internal document form. This means that the user author will receive a task and notification of the required revision. The user decides to either revise the document or not to request the revision.

If the user deems it appropriate to invalidate a document due to its obsolescence without requesting a replacement, the user initiates the Document Invalidation process. After the responsible user approves the invalidation, the system moves the document to the archive.

Notifications of various actions and statuses of contractual documents are set up in the system so that the user is notified by email about assigned tasks, familiarity with the document, review date and expiration of the document.

Users can search for contract documents by selected properties, for example, for a specific department, by quality manager, by status or by validity. A special function located on the main page of the application allows the desired attributes to be easily entered and the search to be launched.

The system moves all internal documents in the "Invalid" status from the "Valid Documents" area to the Archive. The change of document status to "Invalid" is handled automatically by the system through the "Publication" and "Document Cancellation" processes. The Archive is a separate repository with a special access rights regime. An authorised user can search the archive using the "Search" function on the homepage of the TreeINFO Internal Documentation application.