Documents
ISO 7.5 — how to create controlled documents, add versioned revisions, publish revisions (stamping the effective date and obsoleting the prior version), manage Read & Understood acknowledgements by audience group, and understand the full revision lifecycle (Draft → In review → Published → Obsolete).
Section 01
What is Document Control?
2 minutes
Document Control in Brytebuild is the ISO 7.5 compliant system for maintaining controlled, versioned documents across your quality management system. It separates the document header (the permanent record) from the revisions (the versioned content) so that every change is tracked, every published version is timestamped, and every superseded version is automatically obsoleted.
- Documents have a permanent number (e.g.
DOC-2026-0001) that never changes — the number is immutable - Content lives in numbered revisions (v1, v2, v3…) attached to the document header
- Each revision is drafted, submitted for approval, then published — publishing stamps the effective date
- Publishing a new revision automatically obsoletes the previous published version
- Documents can optionally require Read & Understood sign-off from staff audiences
Creating a document only creates the header (name, type, number). Revisions — the actual file content — are added separately from the document detail page. You must create the document first, then open it and add a revision.
Section 02
The document list
2 minutes
Navigate to Quality → Documents to view all controlled documents in your organisation. Each row shows the document number, name, type, the currently published version (or "none published"), total revisions and a View action.
| Number | Name | Type | Current Version | Revisions | Actions |
|---|---|---|---|---|---|
| DOC-2026-0001 | Goods-in inspection procedure | Procedure | v2 | 2 | View |
| DOC-2026-0002 | M8 Mounting Bracket — Frame A inspection form | Form | v1 | 1 | View |
| QP-07 | Steel Bracket 50mm Offset — material specification | Specification | none published | 1 | View |
| Column | What it shows |
|---|---|
| Number | The unique document reference — e.g. DOC-2026-0001 (auto-assigned) or a custom code like QP-07. Immutable — never changes once created. |
| Name | The document title — e.g. Goods-in inspection procedure. |
| Type | The document classification — Procedure, Work instruction, Form, Specification, Policy, or Other. Colour-coded for quick scanning. |
| Current Version | The latest published revision number — e.g. v2. Shows none published if no revision has been published yet. |
| Revisions | Total number of revisions created for this document (including drafts and obsolete versions). |
| Actions | Click View to open the full document record — see all revisions, signatures, acknowledgements and manage the document. |
Section 03
Creating a document
2 minutes
Click + New document (top-right of the Documents page) to open the creation form inline. This step creates the document header only — the name, type and reference number. Actual file content is uploaded as a revision once the document is created and opened.
New Document
Creates the document header — add revisions from the detail page
Auto DOC-… when blank
| Field | Required | What to enter |
|---|---|---|
| Name | Required | A clear, descriptive title — e.g. Goods-in inspection procedure, M8 Mounting Bracket inspection form. Use a name that makes the document identifiable without opening it. |
| Type | Optional | The document classification. Defaults to Procedure. Select from: Work instruction, Procedure, Form, Specification, Policy, Other. See Section 04 for definitions. |
| Document Number | Optional | A custom reference code — e.g. QP-07. Leave blank to have Brytebuild assign the next DOC-YYYY-NNNN number automatically. The number is immutable once saved. |
Clicking Edit Document from the detail footer opens an identical form with the same three fields pre-filled. The document number field becomes read-only (immutable). Make your changes and click Save changes.
Section 04
Document types
1 minute
The Type field classifies the document within your QMS. All six types are controlled identically — the type is a label for searching, filtering and understanding what the document contains:
Procedure
A step-by-step method for performing a process — e.g. Goods-in inspection procedure, NCR handling procedure.
Work instruction
Detailed task-level instructions for a specific operation — e.g. M8 bolt torque instruction, Bracket assembly work instruction.
Form
A template for capturing records — e.g. M8 Mounting Bracket — Frame A inspection form, Supplier evaluation form.
Specification
Technical requirements or standards — e.g. Steel Bracket 50mm Offset material specification, Thread form tolerance spec.
Policy
An organisational commitment or rule — e.g. Quality policy, Supplier approval policy, CAPA response policy.
Other
Any controlled document that does not fit the above categories — plans, registers, reference tables, etc.
Section 05
The document record
2 minutes
Click View on any row in the list to open the full document record. The record has three sections: Document Details, Revisions, and Read & Understood.
Document Details
ISO 7.5 — the document number is immutable
Number
DOC-2026-0001
Name
Goods-in inspection procedure
Type
Procedure
Current Version
None published
Revisions
Each revision is drafted, submitted for approval, then published — publishing stamps the effective date and obsoletes the prior version
| Version | Status | Change Summary | Effective Date | Signatures | Actions |
|---|---|---|---|---|---|
v2 file | In review | Updated measurement tolerances to reflect Steelco Fasteners Ltd revised spec — Section 4.2 | — | Syed Naqeeb ul Haq · Authored | Publish |
v1 file | Obsolete | Initial release | 2026-06-15 | Syed Naqeeb ul Haq · Authored | — |
| Footer button | What it does |
|---|---|
| Go Back | Returns to the document list without any changes. |
| Delete | Permanently removes the document and all its revisions. Use with caution — this cannot be undone. |
| Edit Document | Opens the edit form (same as Create) to change the document name or type. The document number is read-only. |
Section 06
Adding and managing revisions
3 minutes
From the document detail page click + Add revision to open the new revision (draft) form inline. Every revision requires a version number and optionally a change summary and a file upload. Once saved it appears in the revisions table with a Draft or In review status.
New Revision (Draft)
| Field | Required | What to enter |
|---|---|---|
| Version | Required | The version identifier — e.g. 2.0, v2, 1.1. Any text is accepted; use a consistent numbering convention across your organisation. |
| Change Summary | Optional | A brief description of what changed in this revision — e.g. Updated measurement tolerances — Section 4.2. Shown in the revisions table and in audit exports. |
| File | Optional | Upload the document file (PDF, Word, Excel etc.). The linked file icon appears in the Version column. A revision can exist without a file — useful for placeholder drafts. |
Revision table columns
| Column | What it shows |
|---|---|
| Version | The revision identifier — e.g. v2. A link icon (🔗) appears when a file has been uploaded. |
| Status | Draft — just created, not yet submitted. ⏱ In review — submitted for approval, awaiting sign-off. ✓ Published — approved and live. Obsolete — superseded by a newer published version. |
| Change Summary | The description entered when the revision was created. |
| Effective Date | The date the revision was published. Stamped automatically on publish. Blank until published. |
| Signatures | Who has signed the revision — e.g. Syed Naqeeb ul Haq · Authored. Records the approval trail. |
| Actions | Publish (green) — available on an In review revision when approvals are complete. Stamps the effective date and obsoletes the previous published version. |
Once a revision is published it is locked — the file, change summary and effective date cannot be edited. Publishing also automatically moves the previous published version to Obsolete status. If you need to correct a published revision, create a new revision with the corrected file.
Section 07
Read & Understood
2 minutes
The Read & Understood section controls whether staff must acknowledge each published revision. When enabled, every person in the audience is prompted to sign that they have read and understood the current version — the response is retained as evidence with the name, date and meaning of the acknowledgement.
Read & Understood
Who has acknowledged the current revision — retained as evidence (name, date, meaning)
No published revision yet — acknowledgements start once the first revision is published.
Audience (no group ticked = every active staff member)
| Setting | What it does |
|---|---|
| Require acknowledgement | When checked, all audience members are prompted to sign read & understood against each published revision. When unchecked, acknowledgements are off and no prompts are sent. |
| Audience | The staff groups who will be asked to acknowledge. Leave no groups ticked to require every active staff member. Tick specific groups (e.g. Warehouse, Quality) to limit the audience. |
If no revision has been published yet, the acknowledgement panel shows "No published revision yet — acknowledgements start once the first revision is published." Staff are only prompted once a revision is in Published status.
Section 08
Revision lifecycle
1 minute
Every revision moves through a fixed set of statuses from creation to obsolescence:
| Status | What's happening | Next step |
|---|---|---|
| Draft | Revision created, not yet submitted for review. File can still be replaced. | Submit for review / route through approval workflow |
| ⏱ In review | Submitted to the approval workflow. Awaiting sign-off in the Approval Inbox. | Approver clicks Publish once sign-off is complete |
| ✓ Published | Approved and live. Effective date stamped. Acknowledgements triggered (if enabled). | Stays published until a newer revision is published |
| Obsolete | Superseded by a newer published revision. Read-only record preserved for audit. | No further action — retained as history |