Managing Docs

Once a doc is created, the doc dashboard becomes your command centre. From here, you can manage the doc's lifecycle, track revisions, and link essential resources like jobs and assets.

Doc Revisions

Docs are version-controlled using Revisions. This allows you to track changes over time and maintain a history of the doc's evolution.

Status Workflow

Each revision has a status that indicates its current stage in the workflow:

1. Draft: The initial state where you are preparing the doc details and documents.
2. Review: The doc is ready for internal or external review.
3. Approved: The doc has been signed off.

A new doc always starts as Draft. To change the status, use the buttons in the approval panel below the doc header:

• Submit for Review moves a draft to Review. Select a reviewer from your team before you submit.
• Approve moves the revision to Approved. Only the reviewer sees this button.
• Request Changes (for the reviewer) and Return to Draft (for the author) move the revision back to Draft.

The Details drawer shows the status, but you cannot change the status there. Only the latest version of a doc can change status. If a doc in review has no reviewer, or its reviewer left the team, a team owner sees Assign reviewer.

Required Placeholders

If required placeholders are empty when you click Submit for Review, the dialog lists them. To submit anyway, select Submit with incomplete placeholders.

If required placeholders are empty when the reviewer clicks Approve, the Approve with missing placeholders dialog lists them in document order:

1. Click Review missing to go to the first empty placeholder, or
2. Select Approve anyway, then click Approve.

The dialog also lists required placeholders that someone removed from the document during review. These do not stop the approval. The doc's audit log records each submit or approval that continues with empty required placeholders.

Creating a New Revision

When you need to make significant changes to an approved doc, it is best practice to create a new revision:

1. Click the Create revision button in the header.
2. A new draft version (e.g., v2) will be created, copying over data from the previous version.
3. You can switch between historical versions using the Revision dropdown menu.

Doc Details

The Details drawer allows you to update key information:

• Scopes: Edit the Client Scope and Delivery Scope using the rich text editor.
• Dates: Update the start and end dates.
• Location: Update the What3Words address.

Remember to click Save after making any changes.

Linking Resources

The Links tab allows you to connect external items to your doc, keeping everything in one place.

Linked Jobs

Connect fieldwork tasks to the doc.

1. Navigate to the Links tab.
2. In the "Linked Jobs" section, click Link job.
3. Search for a job by customer name, postcode, or ID.
4. Click Link next to the correct job.

Linked Assets

Associate equipment or inventory with the doc.

1. In the "Linked Assets" section, click Link asset.
2. Search by asset reference or type.
3. Click Link to associate the asset.

Linked Invoices

Track billing by connecting invoices.

1. In the "Linked Invoices" section, click Link invoice.
2. Search for an invoice by number or customer.
3. Click Link.