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Documents

Different documents can be created on the basis of one template. The Context of References can be changed in docuemnts, if there are any references

Docuemnts allow you to:
✅ Store information using concrete data regarding a Domain Object
✅ Dynamically change the Domain Object context todisplay with different data.
✅ Version Documents with traceability of revisions.

Creating Documents​

Creating a Document

When creating a new Document, you'll be asked to provide:

  • A Title (required)
  • The Context that is required by the included references.
  • A Group ID if the Document is created based on a template that has a Filter Tag defined.

What is a Group ID?​

  • A Group ID helps organize documents into groups.
  • Multiple documents that are based on templates that share the same Filter Tag can share the same Group ID.
  • Different Documents that are created based on the same Template (with a Filter Tag specified) can never have the same Group ID.
  • Documents with the same Group ID will be shown in the same Row of the QM List when the respective Filter Tag is selected for that QM List.
tip

By Clicking the "Plus" Button, a Group ID can be created. It will show up in the DropDown Selection after Creation. Group IDs have a default and unique name. You an specify a custom name depending on your needs.

Editing the Group ID​

After a document is created, you can change, the Group ID at any time by editing the document vie the "Edit Document" in the top right when viewing a specific Document. Group IDs are mandatory when creating Documents that are based on Templates with a Filter Tag and cannot be deleted again.

Editing a Document

info

For further details on QM Lists please see QM Lists

Managing Documents​

  • Viewing Documents: All Documents are listed in the folder tree.
  • Selecting Documents: You can select the Documents from the tree.
  • Deleting Documents: Once selected the delete option in the document actions, Documents can be deleted.
  • Exporting Documents: Selected Documents can be exported. When you export a Documents, a download starts automatically.
  • Importing Documents: Previously exported Documents can be re-imported when needed.
  • Filtering Documents: Use the search bar at the top to search for Documents by name. Only Documents that match the specified filter will be displayed.
  • Creating a New Documents: Click the "+" button at the top or next to any folder to add a new Documents or create Document from Template.

Document Actions

Document Management​

Concrete Document

Just like Templates, Documents can change the Domain Object Context, which determines how references are resolved.

Dynamic Content Based on Context​

  • Changing the Abstract Reference Selector configuration updates the document’s content dynamically.
  • Different configurations will display different values based on the selected context.

Viewing Underlying References​

  • Hover over resolved content to see the underlying references. This helps understand how data is linked within the document.

Documents Version Control​

The Version Control system allows you to manage both Drafts (Revisions) and Approved Versions of your documents. It helps you track progress, maintain history, and formalize approvals.

Revisions

🧾 Understanding Revisions vs Versions​

tip

To understand how the Versioning Concept works across CertHub, you can take a look at Versioning

✍️ Creating a New Revision​

To capture a draft of your changes:

  1. Click "Create New Revision" at the top of the document
  2. Enter a descriptive commit message
  3. Click "Create New Revison" button to save your revision

This will:

  • Increment the second number (e.g., 0.2, 0.3, etc.)
  • Store the full content state and metadata
  • Leave the document in Draft Mode

✅ Publishing a Revision​

To approve and publish a revision:

  1. Select the revision you want to finalize
  2. Click "Publish Revision" button
  3. The document is now marked as Approved
  4. A new Version number is created (e.g., 1.0, 2.0, etc.)

Once published:

  • The revision is locked and becomes read-only
  • The version appears in the document history as an approved state

🕓 Benefits​

  • Full Audit Trail: Every edit is traceable
  • Safe Iteration: Keep working in drafts without overwriting approved content
  • Clarity: Know exactly what version is in effect at any time

For further details on the Verisoning and on working with Historic Version, see

For further details on the Verisoning and on working with Historic Version, see:

Text Editor

Create a Document from a specific Revision or Version​

One powerful feature of the revision system is the ability to create new documents or templates from any historical version. This is particularly useful when you need to:

  • Branch from a previous version
  • Create variations of existing documents
  • Recover content from older versions

When you click on the Duplicate Document option, you can select one of the available revisions or versions for that Document to create a new Document.

Duplicate Document

🔒 Document Locking​

To prevent accidental changes, you can lock any Document:

Document Locking

  • Click the lock icon 🔒 next to the item’s name to enable locking.
  • Once locked, the Document is now in a read-only state.
  • In this state, the Document:
    • Cannot be edited
    • Cannot be deleted

Locked Documents

To unlock and resume editing, you must create a new revision.

ℹ️ Locking is ideal for preserving final versions or shared templates.

Editing Documents​

For further details on how to use the text editor, please see Text Editor.