Document library – Document management
Requirements for documented information are included in all ISO standards for management systems, and so having a uniform system for management and processing of documentation is of major importance to most companies.
From preparation to auditing
The Landax document module to supports the entire process, from preparation and auditing to approval and publication – all in a coordinated system.
This solution can be used to manage all types of written procedures, routines, instructions, reports and other types of documents: text, images, URLs, emails and lots more.
Document library
The Landax document library allows you to organise the company’s documentation in an individually defined folder structure, which therefore also meets the need for an archive and workflow for the management of all types of documents.
The library also possesses content that supports the requirement for information on specialist fields such as quality and EHS, etc.
Landax app and cowriting
We have developed the Landax app so that your company always has its documentation readily accessible no matter where you are. The app is optimised for both iOS and Android.
Landax also supports cowriting thanks to its integration with the Office package.
Supports all other modules
As well as working well on its own, the document module is also optimised to support other Landax modules and tools. This relates to risks, tasks, nonconformities, products, etc. Landax also offers special features for contract management and associated document flows.
All documents in the Landax library can be sent for consultation, approved, published, revised and added to history. Every document can consist of a published version and a draft of a new version accessible only to specific personnel.
You can link a range of information to the documents
- Owner: the person responsible for the document
- Revision date: when the document was revised
- Document expiry: date when the document expires
- Category: where the document belongs in the internal control system
- Department: the department to which the document belongs, where applicable
- Approval: date of approval of the document and the name of the person who approved it
Documents can be sent easily as email attachments. You can also link to the document from articles on the intranet or in other documents, for example.
Applications
You can use the document module for maintenance and to register procedures, instructions, handbooks, folders and routines in all relevant fields:
- Quality management
- EHS work
- Fire safety
- Organisation management
- Project management
- Sales and marketing
- Agreements
- Minutes
- Research and development
File format
The document module is made up of files that are added either individually, or many at a time. You can add PDF, Word, Excel and other known file formats.
There is an option for downloading documents in PDF format. This may be appropriate for some documents that are not to be edited by users.
Versioning
Landax allows you to work simultaneously with multiple drafts of a document. The document retains its unique ID, and the new version will be available the moment the status is changed to active. When a new version becomes active, the document will be updated immediately throughout the entire Landax system. The old version is sent to “History”.
Every version can have notes, deadlines, person responsible and other unique information linked. You can also link to other documents to show relationships between documents.
Merging
Owner, version, ID, department, logo, approved by, etc. can be merged and directly into the document’s merge fields on downloading from Landax (Word). This helps to considerably reduce the amount of work required for updating documents.
Multi-editing of metadata
Landax lets you edit the metadata for a number of documents in a single operation. This is done easily by selecting the documents to be edited and then filling in/deleting the preferred information in the data fields for the form.
Rights and roles
The Landax document library allows you to control access to folders and define individual sets of rights for folders. Rights are set for folders at the first level in the folder structure and are then inherited downwards to all subfolders.
Document status
The document module provides users with access to all active, published documents, but the owner/author and others that have been granted special access can view documents with under construction and history status.
Notes and notifications
The document module supports the addition of notes and notifications to documents as metadata. Notes can be used to differentiate between different versions of a document and add individual items of information.
The date and time selected in the notes form can trigger a notification to a selected responsible person. This feature is really useful when it comes to processing and following up documents.
Direct editing
The Landax document library has full WebDAV support. This gives you the option of reading and editing documents directly in your browser.
If you make changes to a document, these are saved directly in the Landax system and can immediately be accessed by other people. This means you do not have to upload and download documents from your local PC, and no software needs to be installed.
Only one person at a time can work in direct editing mode, but others can open the document in write-protected mode. If another user saves a new version of the document, Word – for example – will detect it and merge both sets of changes. This is a feature of the Office suite.
