High-level compliance | Mid-level compliance | Low-level compliance | |
Document lifecycle | Full (draft->review->approval->archive) – mandatory | Full (draft->review->approval->archive) – optional | No document lifecycle, destination location is the source location |
Approval process | DAP (Document Approval Process) form and approval workflow with stakeholders included in the approval process | Manually set approval status to “Approved” | N/A – working in one file repository |
Distribution of published PDFs | Unlimited documents, unlimited sites. | Unlimited documents, unlimited sites. | N/A – working in one file repository |
Rebranding, QR coding | Yes via token substitution within the document | Yes via token substitution within the document | N/A – working in one file repository |
Formal review | Yes via review status (offset days); review dates calculated on document approval.
Change review date eform request and workflow |
Yes via review status (offset days); review dates calculated on document approval.
No eform required, manual status update |
N/A – working in one file repository, no draft capability to support sending document back for review. |
Archiving | Set via document metadata | Set via document metadata | N/A |
Document numbering | Yes, prefix configurable and number generation unique at tenant level. | Yes, prefix configurable and number generation unique at tenant level. | Yes, prefix configurable and number generation unique at tenant level. |
Regardless of whether you require strict compliance or a more expedited process to a managed document lifecycle, the QDC can support the following three (3) modes:
- High-level compliance
- Mid-level compliance
- Low-level compliance
High-level compliance
- High-level compliance implements a formal document lifecycle (Draft -> Review -> Approval -> Archive).
- Changes and document reviews are initiated via an online change form.
- Unpublished (draft) content (formal approval) – this adds a request form and workflow at the front-end of the change management process. This is used for a hierarchical approval structure where the request is formalised using a form request and an approval matrix where many role groups are involved in the approval of content.
Mid-level compliance
- Unpublished (draft) content (setting the status to “Approved”) – this by-passes the request form and workflow. Users with permissions to do so can set the status field to “Approved”. This triggers the system to start the publishing and distribution process.
Low-level compliance
- All documents are based out of one file repository – the Published library.
- By-pass Unpublished content – this manages the document changes directly in the Published library. This is used where less compliance related to document changes are required. There is usually a flat reporting structure where the content owners are the approvers as well. This works by setting the status to approve; this triggers the distribution process. There is no review nor archive processes activated.
Both high-level and mid-level compliance support triggering a distribution process if required. This involves redistributing content to business unit sites or a separate publishing site or library as either their source document type, as PDF (if set in the metadata) and/or HTML content if integrated with Live Publish. Re-branding and QR-codes are also managed during distribution.
The following table outlines the compliance level and the degree to which these levels of compliance are managed through QDC forms and workflows. You have the flexibility to pick-and-choose the level of compliance required and just use these features to achieve document management across the organisation.