The document library provides you with an overview of all documents related to processes, routines and quality work in your business. Here you can search, filter, create and organize documents — making it easier to maintain a vibrant and accessible quality system.

Navigation, filtering and customization

At the top of the library you will find several filtering options:

• Search field: Enter keywords to quickly find documents
• Department, Area, Chapters, Type, Tags, Responsible: Filter content based on metadata
• Status: See e.g. approved or draft
• Reset: Removes all filters and displays the entire overview

Click “Select Columns” to customize which fields to display in the table—such as document type, responsible, or date.

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Tips for a good document structure

• Use chapters in the layout to categorize/organize documents by desired structure, e.g. theme or ISO chapters
• Add quality area for better search and filtering for your employees
• Add Responsible for Document to Accountable Follow-up

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Creating a new document

When choosing + Documents in the document library, a form opens in which you fill in information about the document you want to register. Here you can choose from several document types and enter description, references, responsible and publication choices.

1. Select document type

At the top, select the type of document you want to create. The different document type look similar in the system and only to be able to filter or categorize if desired. Document type can be changed later if desired.

• Procedure — describes a parent method of a process
• Instructions — explains how a task is performed, step by step
• Routine — shows how something should be carried out in a fixed way
• Documentaries — used for other types of content such as templates, evaluations, revisions or tutorials

💡 The choice of document type affects how the document is categorized in the library.

2. Fill in basic information

• Title: Give the document a clear and descriptive name
• Purpose: Explain briefly what the document is used for and why it exists
• Contents: Write the text itself — you can use text tools, links, bulleted lists, and tables

3. Add references and attachments

You can associate the document with other relevant content:

• Internal references: Select other documents in the system that are natural to view
• Subject references: External standards, manuals or subject systems
• Law citations: Select relevant laws and regulations on which the document is based
• Appendix: Upload document files, images, forms, or other relevant content

4. Add Metadata

These fields make it easier to organize and filter your documents:

• Area: Select quality range (e.g. IT Security, Privacy, Internal Control)
• Responsible: Select the person or role responsible for the document
• Chapter: Select the chapter under which the document will be located (defined in layout)
• New revision in: Set a date for the next revision if applicable
• To be published: Choose whether the document should be published, published, or approved

💡Filling in these fields makes the document easier to find again and provides a good overview for management and auditing.

5. Save or publish

At the bottom, select how you want to save the document:

• Save the cladd: Keep the document as a draft you can work on later
• Publish: Make the document available in the document library to other users
• Close: Cancel without saving

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Create a Process

When you select + Process in the document library, a form opens where you fill in information about the process you want to register. You can choose whether it is a subprocess, support process, or management process.
A process consists of purpose, activities, responsibilities, and results (input and output), and should help ensure quality and continuous improvement in the work.

Use the form to define how the process is carried out, who is responsible, and how quality will be monitored and evaluated.

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Explanation of the Different Process Types

Management Process
Management processes include planning, control, and follow-up of the organization’s overall goals and strategy.
They ensure direction, resources, and improvement of the system as a whole.
Examples:

• Strategic planning
• Risk management
• Budgeting
• Quality objectives and improvement work

Support Process
Support processes enable the core business to operate effectively.
They do not create direct value for the customer but facilitate the execution of the main processes.
Examples:

• HR and training
• IT and system management
• Procurement
• Maintenance and operations

Subprocess
Subprocesses are partial processes within a main or support process.
They describe more detailed tasks or steps that form part of a larger context.
Examples:

• Training new employees (within the HR process)
• Handling deviations (within the HSE process)
• Updating system documentation

Linking Processes to an Existing Process Map

If you want to connect one or more processes in a process map, you can do this under Process Map in the left-hand menu.

Read more about this here: support.mentorpluss.no/hjelp-hms/prosesskart

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