Document View

📄 Document View

"Your central hub for creating, editing, and managing content."
Policies, procedures, assets, risks, non-conformities, or meeting notes — all managed in the same view.

Whenever you open a document from any module, it appears in full screen inside the Document View. This is where you access content, update properties, track approvals, and link dependencies.

All documents, regardless of their type, will provide the same view to ensure you don't have to learn dozens of different layouts.

1️⃣ Opening a Document

To open the document view, click on a document from anywhere in the application.

📌 Tip: Hold CTRL while clicking to open it in a new tab.

① Tabs in Document View

The Document View provides several tabs for managing and interacting with your document:

Document – Main content view.
Risk – Risk reading history. Learn more on risk management.
KPI – KPI reading history. Learn more on performance management.
Planning – Add the document to process checklists in the Workbench.
Reminder – Configure one-off or recurring reminders.
An optional Document questionnaires tab can be enabled to track evaluations on documents

② Top Bar Elements

Document Type Icon – Click to edit the document type.
Identifier & Name – Editable via the pencil icon.
Maturity Tracker – Optionally track document maturity (enabled for policies, procedures, evidence).

③ Configuration Tabs

Access deeper configuration from these tabs:

Revisions – Document versions, approvals, reviews.
Governance – Classify as asset, control, or risk, and customize it further accordingly.
Dependencies – See document links and relationships.
Document Properties – Categorize the document by attributes (e.g., Owner, Supplier, Non-conformity,...).
Linked Documents – All connected documents.
Linked as Property – Shows where this document is referenced elsewhere.
Tasks – Related tasks that must be performed on this document, as well as deadlines and responsibilities.

④ Document Content

Two editor options are available:

Standard Editor – Simple text editor for inline writing.
Advanced Editor (OnlyOffice) – Work directly with Word, Excel, PowerPoint, and PDF files.

⑤ Actions in Document View

Create New Draft – For versioned documents.
Edit – For non-versioned documents.
Quick Action Menu (⋯): Notify external contacts. Show dependencies. Configure approval stages.
⚡ Lightning Bolt Icon – Quickly add document-related tasks.

⑥ Activities Tab

Logs all activity linked to the document.
Add comments for collaboration.
Tag users with @username to notify them.

When a document is opened and you copy the URL, you can use this to directly come to the same screen later on

2️⃣ Advanced Editor (OnlyOffice)

The Advanced Editor integrates OnlyOffice for professional editing:

Upload and edit Word, Excel, PowerPoint, PDF templates.
Choose the editor type when creating new documents.
All changes tracked with full version control.

3️⃣ Form View

Alternatively, you can create what we call "Form views" for your documents of various types (or use the preconfigured ones already inside the tool. The Form View displays properties and metadata in a logical layout.

Enabling Form View

Go to Workspace Settings → Document Form.
View existing forms.
Add or edit as needed.

Creating/Editing a Form View

Add Section – Group related set of properties in one section.
Rename Section – Double-click the title.
Drag & Drop – Place components into sections.
Arrange – Order components logically for your process.

Once configured you can quickly see all relevant properties in one structured view.

✅ Summary

Document View – Classic view for document content and actions.
Advanced Editor – Professional editing for Office & PDF files.
Form View – Structured, customizable way to manage properties.

4️⃣ Best Practices

📄 Use Standard Editor for lightweight documents.
🛠 Use Advanced Editor for Office/PDF templates with version control.
🗂 Leverage Form View for structured processes like supplier reviews.
🔄 Use Revisions Tab to track approvals and audits.
👥 Collaborate with comments and @mentions for accountability.

🎯 Visual Checklist

[x] Opened document in Document View
[x] Tabs reviewed (Risk, KPI, Planning, Reminder)
[x] Properties and dependencies configured
[ ] Correct editor selected (Standard or Advanced)
[ ] Form View customized for processes
[ ] Revisions checked for audit readiness

Updated on: 11/09/2025

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