Library features

Awery Documents Library is a web application for document distribution and control within the company. Allows automating processes related to the documents circulation, revisions control, managing documents approval, producing status reports, sending reminders and notifications.

Document Flow:

No Approval (audit) - simple flow:

Needs Auditors Approval - full process workflow:

Structure:

Document Structure:

Title
Description
Notes
Edition Description
Edition Notes
Document Number
Edition Number
Author - pick list from Users
Document Type - picklist from Types
Developer Department - pick list from Departments
Status - Draft, Active, Obsolete
Edition Date
Next Edition Review
Auto Active Status - Y/N based on the Audit process

Document Revision Details:

Revision Number
Notes
Date of Revision
Read Up
Review Date
Notification Date
Distribution - Digitally, Hard Copy, Storage Media (USB/Hard Drive/CD), Other
Location - pick list of locations where the physical storage of document can be (office, warehouse, aircraft, etc.)
Type of Action: Open - the user just need to open the document details, Download, Accept

Upload Attachments:

Files types supported - pdf, png, jpg, docx, xlsx, zip
Max file size - 200 Mb

Assign the Document to distribution list:

For specific departments/positions
For specific users

Application Menu:

Create - Admin only - Document creation wizard
All Documents - Admin only - view all documents in the system
Documents - view documents to which the user is assigned
Need Action - list of documents which needs user action - Open / Download / Click Accept
Need Audit - list of documents which needs user audit approval or refusal with comment
Configuration - Admin only - view and edit system settings
- Users
- Departments
- Positions
- Access Groups
- Document types
User Profile
- Settings - change main user data: user
- Billing - Admin only, subscription details and payments
- Sites Authorized - API link to other services, like Awery Crew Apps
- Notifications - history of notifications
- Log out - log out from the system

System Settings:

Users - manage a list of users
- Login (not changeable) - systems track every user login
- Password - saved in a hashed format
- Name
- Surname
- E-mail
- Additional E-mails - is the user wants to receive notifications to multiple emails
- Group - Set of rules for the user - by default admin or generic user (only to access documents)
- User Photo/Avatar
- User Position and Department
Departments
- List of departments with description (optional) with the ability to nest departments in tree
- Ability to sort departments in required order
Department Positions
- List of departments with description (optional) with link to the corresponding department
- Ability to sort departments in required order
Access Groups rules
- Default 2 groups:
  - Admin - with full access to all features
  - User - with ability to see assigned documents, download attachments and accept documents and audits
Locations of documents
- An optional list of locations with a description of the physical location of the documents
Types of documents
- List of documents types with a description with the ability to nest types of documents in tree
- Ability to sort documents types in required order
- Ability to define the color to the type of document