Systematic Information

Systematic Information#

Standards like ISO 9001, IATF 16949, and ISO 13485 require that documented, quality-relevant information in a company be specifically directed. All employees must have access to such information at all times in the course of their activities. In the event of changes, all affected parties must be actively informed.

Allegra makes it easy to set up such a system and operate it without additional effort.

Standards-Compliant Document Management#

With Allegra, you systematize your document control and enable a standards-compliant management of your documents. You create, update, direct, and archive quality-relevant documents such as:

  • Process and work instructions

  • Quality guidelines

  • Standards

  • Flowcharts

  • Checklists

  • Forms

  • Organizational structures

  • Job descriptions

Through the extensive structuring options in Allegra with nestable workspaces, folders, and role-based access control, you precisely determine who can do what with the documents. And for multilingual work environments, everything can be organized in multiple languages.

Workflow-Based Approval Processes#

With the help of workflows, you determine who can edit, review, or approve a particular document. Workflows are associated with document types, so that a document of a certain type always goes through the specified workflow.

Via email, chat, or in-app notifications, those responsible are informed when their approval or other editing of a process is due.

Versioning#

The history of a document can be traced through its version history. When a document or a collection of documents is approved, a baseline with a marker is created. A copy of the current state of the workspace is created, which can no longer be changed.

Using branches, you can work in parallel on different editions of the same document. For example, you can correct errors in the current valid and approved version and simultaneously create a new edition of the document in another branch (see Process Descriptions).

Implementation#

To implement standards-compliant document control, proceed as follows:

  1. For each document type with its own workflow, create a new process type with the type flag “Document”.

  2. Add the new process types to the area types where you need them.

  3. In the area type configuration, restrict the states for the new process types or define new states for document control if necessary.

  4. Define all workflows necessary for document control and assign them to the respective process types.

  5. Enable versioning for all areas where you want to control documents.

Afterwards, using the Allegra Wiki, you should be able to meet the requirements of the relevant standards regarding document control.

Contents