Document Management

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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.

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📄 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

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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.

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🔗 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 Decision and Delegation detail views for users with appropriate permissions.

📎 Linking/unlinking uses the link_documents permission on Decisions or Delegations, not on the Document itself.

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🔁 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.

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✅ 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 logic as delegation approvals:

• Role- and group-based eligibility
• Status tracking (Pending, Approved, Rejected)
• Full audit logging

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🔐 Permissions

Document access and management require the correct permissions and, in some cases, record-specific roles (Responsible, Reviewer, Approver):

Permissions are scoped by role or group, while FGA capacities (Responsible, Reviewer, Approver) grant additional rights on individual documents.

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🧾 Related Pages

• System Settings Overview →
• Delegation Lifecycle →
• Delegation Approvals →

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