SAMPLE PROCESS
DocSet
Preserve, track, and audit document set states over time with automated snapshots.
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Key Challenges
Managing evolving Document Sets across long-running or regulated projects often requires:
- Keeping track of what documents existed at a specific point in time
- Providing clear traceability for audits and compliance needs
- Avoiding document duplication while preserving historical states
This sample process shows how to create time-based snapshots of a Document Set, preserving its exact content at specific moments for later reference, audits, or project reviews.
Process Walkthrough
This sample solution has been developed to showcase the potential of Module Suite
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Create the Document Set
First, the user creates a new Document Set by completing a guided form that helps capture all required information, such as language code, owning organization, and other key metadata.
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Create the Document Set
Once submitted, the new Document Set is created and becomes visible in the list alongside all existing Document Sets.
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DocSet Workspace Overview
The Document Set workspace contains all relevant information, including the details submitted during the creation form, the authorized team members who can access and contribute to the Document Set, and a Discussion section for collaboration.
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Manage Document Set Content
In the Manage section, the user can view the folder structure of the Document Set and all documents it contains. To add a new document or folder, the user clicks + Add item.
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Add new item
A form appears where the user enters the required item details, such as whether the item is a folder or a document and the folder location where it should appear…
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Add new item
To add a document, the user browses the relevant project folder structure and selects the document to include and submits the form.
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Create a snapshot
Once all required documents have been added, the user creates a snapshot simply by clicking the dedicated Create Snapshot button.
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Create a snapshot
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Snapshot preserves a point in time
The snapshot stores the documents and folder structure exactly as they were on that specific day and time. Even if the user later adds new documents or folder to the Document Set…
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Snapshot preserves a point in time
By opening a previously created snapshot…
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Snapshot preserves a point in time
…the user will see only the documents and folders that were part of the Document Set at the moment the snapshot was created.
The user can then download the entire snapshot as a ZIP file.
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Snapshot export contents
Once the export is complete, the ZIP file contains all documents and the full folder structure, an export report with detailed information about documents and folders, and a unique security key that guarantees the ZIP has not been modified.
Key Features
Snapshots are created automatically on demand, capturing the exact document and folder structure at a specific point in time. Snapshot exports generate a complete ZIP package, including documents, structure, and audit information.
Snapshot exports include detailed reports and a unique security key, ensuring content integrity and providing verifiable evidence for audits, compliance checks, and regulated engineering projects.