Essentials
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
📎 Linking/unlinking uses the link_documents permission on Decisions or Delegations, not on the Document itself.
🔁 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
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
- Role- and group-based eligibility
- Status tracking (Pending, Approved, Rejected)
- Full audit logging
🔐 Permissions
Document access and management require the correct permissions and, in some cases, record-specific roles (Responsible, Reviewer, Approver):| Permission / Capacity | Grants ability to… |
|---|---|
create_documents | Upload a new document into the system |
edit_documents | Edit documents at tenant level |
archive_documents | Archive/restore documents |
delete_documents | Delete documents |
share_documents | Share documents with users or groups |
view_documents | View documents linked to records |
link_documents (Decision/Delegation) | Link/unlink documents to decisions or delegations |
| Responsible / Reviewer / Approver | Role-based capacities that grant edit, review, approve/reject, archive, and delete rights on documents |
Permissions are scoped by role or group, while FGA capacities (Responsible, Reviewer, Approver) grant additional rights on individual documents.
🧾 Related Pages
Document workflows are configured at the tenant level.
Need help modeling document versioning or approval flows? Contact [email protected].
Need help modeling document versioning or approval flows? Contact [email protected].