# How to create a document record
## What you need before you start
Make sure you have:
* Access to the **Document** process
* The document title, type, and other metadata
* A parent document or template, if needed.
## Steps to create your document record
{% stepper %}
{% step %}
### Go to 'My Inbox' from the Home Screen sidebar
This is your starting point for creating any new record, and it takes you to your default landing space for managing records to which you are currently added.
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{% step %}
### Click on '+ New' and select 'Document'
From the list of available record types, select 'Document' to start a new document record.
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### Enter a clear, descriptive title for the document
This helps users and stakeholders understand what the document covers at a glance.
Use a title that reflects the document’s purpose and scope. Avoid vague or generic labels like **“Policy Doc”** or **“New SOP”**.
If your organization follows a naming convention (e.g., prefixing with a document number, department code, or type), make sure to follow that.
{% hint style="success" %}
If you have set up auto-numbering, you don't have to add the document number/ID manually.
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### Assign an owner for the document
The owner is responsible for managing the document throughout its lifecycle—including completing mandatory fields, driving the document through review and approval, and initiating updates when necessary.
{% hint style="info" %}
You can assign **only individual users** as Owners. User groups or roles are not permitted in this field.
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You can change the owner at any point in the lifecycle if responsibility needs to be handed over.
Make sure the selected Owner has the appropriate permissions to complete required actions on this record.
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### Add participants to the record
Include any collaborators who will help draft, review, or support the document.
Use the **Participants** field to search and add both individual users and user groups. These participants will have access to contribute, depending on their role and assigned permissions.
{% hint style="info" %}
You can add a user as well as a user group as Participants of the record.
{% endhint %}
You can add as many participants as needed—even external users by email—if your process allows for it.
Participants can be updated later as the document progresses.
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{% step %}
### Fill out key metadata in the checklist
Complete fields like document type, department, tags, and any custom classifications.
Typical fields include:
* **Document Number:** A unique identifier for the document, apart from the system-generated number.
* **Document Name**: A clear, descriptive title for the document.
* **Type of Document**: E.g., Policy, SOP, Work Instruction.
* **Department**: The department responsible for owning the document.
* **Description**: A short summary of the document’s purpose and scope.
* **Tags**: Add searchable keywords like “Inspections” or “Raw Material.”
This ensures traceability, supports compliance audits, and allows for better filtering in dashboards and reports.
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{% step %}
### (Optional) Link related documents
Use linked fields to associate this record with parent documents, revisions, or references.
In the **Related Documents** section, you can:
* **Link a parent document** (e.g., the main policy this one supports)
* **Link child documents** (e.g., specific SOPs derived from this policy)
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{% step %}
### Upload the actual document file
Use the **file upload fields** to attach the primary document and any supporting files. This ensures version control, access, and centralized storage.
In the **FILE(S)** section:
* Click **+ Attach File** under the appropriate field (e.g., *Upload File to SharePoint* or *Other Attachment(s)*)
* Choose the source (e.g., upload from **Computer**)
* Once uploaded, the filename, size, and upload date will be displayed for reference
{% hint style="warning" %}
Attaching the file is a required step before the document can proceed through any formal review or approval.
{% endhint %}
{% endstep %}
{% step %}
### (Optional) Configure additional document settings
Fine-tune how the document behaves throughout its lifecycle by configuring the **Document Settings** section. These parameters allow for enhanced control and compliance alignment.
You can optionally define:
* **Document Numbering** – Set or auto-generate a unique identifier for the document
* **Periodic Document Review** – Schedule review intervals to ensure the content stays current
* **Training on Document** – Flag whether the document requires training assignments
* **Revision on Document** – Configure how revisions should be managed and logged
* **Effective Date** – Define when the document becomes valid and enforceable
{% hint style="info" %}
These fields are optional but useful for regulated or quality-critical documents. Enabling them helps automate downstream tasks like reviews and training.
{% endhint %}
{% endstep %}
{% step %}
### Share the record using a direct link
Once your document record is ready, you can quickly notify collaborators or initiate reviews and approvals by sharing a direct link.
To do this:
* Click the **More (⋯)** menu at the top right of the record's header
* Select **Record Link** and copy the link to share it with stakeholders via chat, email, or task assignment
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## When to use this
* You’re introducing a new SOP, policy, or controlled document.
* You need to upload a document for cross-functional collaboration.
* You’re initiating a document that will go through review, approval, or training linkage.
## Tips & best practices
* Assign co-owners if the document spans multiple departments.
* Use tags consistently to avoid duplication.
* Double-check classification logic — it can impact downstream automation.
## Related articles
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