Can TriDoc provide a document audit trail?

Yes. All activities carried out on documents are logged in the database. If you want to know the history of a particular document, you can view it in the Document management / Document history menu.

What events are recorded in the document history?

  • Acknowledge feedback

  • Modify version

  • Approve version

  • Reject version

  • Assign document preparation task

  • Save version

  • Create document datasheet

  • Send user letter

  • Delete document datasheet

  • Show approval history

  • Delete version

  • Show document

  • Finalise version

  • Show version

  • Lock document

  • Modify document datasheet

  • Unlock document


Can TriDoc track changes to documents?

The TriDoc system continuously records all events of the documents. If you want to know the history of a particular document, you can view it in the 'Document management / Document history' menu.

This menu, basically, answers two business questions, which are:

  • What happened to a particular document?

  • On which documents has a special action been taken?


Does TriDoc support workflow?

Yes, there is a built-in workflow engine in TriDoc system, where individual approval processes can be defines for your various document types.

Two different approval workflows are available:

  •  Simple approval workflow

  •  Advanced approval workflow

The simple approval workflow allows you to define maximum 3 approvers. In the advanced approval workflow you may define any number of approvers and approval levels.


How can I check who last modified a given document?

  1. Go to the Document management/Document history menu!
  2. Search for the document using its registration number!
  3. After clicking 'Show' all events related to the document and its different versions will appear.
  4. You can narrow the result list by choosing the log event type "Modify version".


How can I delete expired documents from the system?

  1. Go to the Document list and search for expired documents using the 'Storage time expired' checkbox.
  2. Select the records you would like to delete. (Use the checkboxes at the beginning of each record.)
  3. Click 'Delete' at the bottom of the list and confirm the operation.


How can I follow up changes made on a given document?

  1. Set the filter parameters to search for the required document and press 'Show'. If you want to search for one given document use the registration number!

  2. The list will show all events related to the document(s) you were looking for.

  3. To refine the results use the 'User' and/or 'Event' parameters.

  4. All history records contain the following parameters: date, user, log event, registration number, the title of the document and a message.

  5. The list can be exported if needed.

If you click on 'Document history' button on the document data sheet you will be automatically redirected to the document history of the given document.


How to check who deleted a given document?

  1. Go to the Document management/Document history menu!
  2. Search for the document using its registration number!
  3. After clicking 'Show' all events related to the document and its different versions will appear.
  4. You can narrow the result list by choosing the log event type "Delete document datasheet".


What happens if I finalize a document version?

If we finalize a document version in the TriDoc system, changes can't be made any more on the given version. (A document version can only be finalized by an authorized user.)

  • If the document has an approval process to go, the approval workflow will be initiated with the finalization.

  • If there is no approval process to go, the finalization will put the document version in an archived status.


What is the best way to archive documents ?

We recommend to list the documents you would like to archive (e.g. the ones which storage time has expired) and than delete them directly from the document list. After the documents had been logically deleted an authorized user searches for these logically deleted documents at the Archive- Search and physically deletes them.

It is very important that these two tasks (logically delete – physically delete) are done by two different persons.

We suggest to disable the logically delete function for every user, except the one, who is responsible for the archiving.