Controlled documentation processes

Controlled documentation is a set of forms and processes that provide clear and controlled document management in situations where more than one person cooperates on creating or approving them. They can review and edit the document while it’s being created, comment on it during approval and their comments are archived along with the resulting document. When a document is distributed to a larger number of users, the system registers whether they actually read it and confirmed reading it.

Each of the processes (Document creation, its Approval and Distribution) are described in a form that contains the document itself as well as additional information, such as the people who take part in its processing, deadlines, etc. FormFlow ensures form distribution among the users and sends e-mail notifications to people who are expected to comment or otherwise take part in the form.

Controlled documentation can cooperate with Records Management, so for example a document received by the records management as an incoming message can be easily placed in a follow-up process of document creation or approval.