Document Management
Manage policies, procedures, and supporting documents linked to decisions and delegations — all with audit-ready version control.
Overview
Aptly supports secure, versioned document management for any material tied to authority or governance.
Documents can be linked directly to Decisions or Delegations, ensuring that policies, procedures, and protocols are visible right where they matter — alongside the authority they support.
📄 Document Types
Each uploaded document can be categorized to reflect its governance role:
- Policy — e.g., Expense Policy, Signing Authority Policy
- Procedure — e.g., Procurement Process, Approval Workflow
- Protocol — e.g., Legal Sign-off Guidelines, Due Diligence Checklists
Metadata Captured
Each document includes:
- Title and description
- Document type
- Linked Decision(s)
- Version (optional)
- Responsible role(s) (optional)
Documents can be created manually or uploaded during Decision setup.
🔗 Linking Documents to Decisions
Documents can be linked to one or more Decisions to:
- Provide context and rationale for authority requirements
- Act as governing policy or reference material
- Ensure audit visibility during approvals and reviews
Linked documents are displayed within the Decision and Delegation detail views for users with appropriate permissions.
📎 Documents can be linked during Decision creation or added later via the Document Management tab.
🔁 Version Control
When version control is enabled, Aptly tracks:
- Effective date of each version
- Version codes (e.g., V1, V2.1, Final)
- Associated Delegations that referenced that version
This provides complete visibility into which version of a document was in effect at the time a delegation was issued — critical for audit trails and internal compliance.
If versioning is disabled, a single current version is maintained.
✅ Review & Approval Actions
When enabled in System Settings, document actions can trigger:
- Review Actions — Request peer feedback or verification
- Approval Actions — Route document uploads or updates through a defined approval workflow
These follow the same delegation approval logic:
- Role- and group-based eligibility
- Status tracking (Pending, Approved, Rejected)
- Full audit logging
🔐 Role-Based Permissions
Only users with proper permissions can manage documents.
| Permission | Grants ability to… |
|---|---|
can_upload_documents | Upload new documents into the system |
can_link_documents | Link or unlink documents to decisions/delegations |
can_manage_document_roles | Assign or update responsible parties |
Permissions can be scoped by role or group via the Roles & Permissions model.
🧾 Related Pages
Document workflows are configured at the tenant level.
Need help modeling document versioning or approval flows? Contact [email protected]