Document Control & Authorisation

Total Document Control module centralises your critical documentation into a structured, secure, and fully auditable system.

Outdated procedures, uncontrolled forms, and missing approval trails are a fast track to compliance failure. Spreadsheets and shared drives don’t offer the control or visibility required by modern governance frameworks. Zebsoft brings control, structure, and accountability to your documentation—built for ISO, legal, and regulatory environments.

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Track, structure, and control—one document at a time.

Unlike basic file systems, Zebsoft links every document to the bigger picture of compliance, training, audit, and change control.

Document Lifecycle in One Connected Platform

Controlled Creation & Version Management
Structure your documentation with clarity and purpose.

  • Create documents in system-controlled registers by type—policies, procedures, forms, guidance, and external references.
  • Use the embedded editor for direct, auditable creation with WYSIWYG controls, version tracking, and approval flows.
  • Assign roles for authors, reviewers, and approvers to ensure each document is governed by competence and responsibility.

Benefit: Remove confusion, ensure every user sees only the correct version, and meet compliance requirements with a full lifecycle audit trail.

Who It’s For

Maintain oversight of all controlled documents, ensuring version accuracy, approval status, and accessibility for audits and inspections. Guarantee that every policy and procedure aligns with your compliance frameworks.

Create, edit, and manage live documents without relying on third-party tools or uncontrolled file versions. Stay accountable for content, changes, and distribution within your operational area.

Broadcast the right documents—like handbooks, guidance, and health & safety updates—to the right users with visibility based on site, role, or sensitivity.

See the bigger picture instantly. From boardroom to site floor, Zebsoft’s real-time reporting lets you monitor audit performance, track open actions, and understand compliance risks before they escalate. Know which areas need attention—and which teams are excelling—without sifting through spreadsheets.

Access only the documents relevant to your tasks or location. Eliminate confusion from uncontrolled folders or outdated forms by giving every user a single source of truth.

Review full version histories, status changes, and approval logs with confidence. Trace each document to its origin, owner, and current visibility—all from a central register.

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Loved by auditors all over the world

"Many 1,000's of global audits reviewed with ZEBSOFT to maintain confidence and reduce risk."

71%

In a 2023 compliance survey, 71% of nonconformities were related to poor document control or missing approval records.

Solutions

Full version control and visibility by user role

Structured approval workflows with audit trails

 Site and role-based visibility control

Sensitivity-level access controls (Everyone → Sensitive)

Virtual document grouping to create logical hierarchies

ZEBSOFT Features for Document Control & Authorisation

Tiered Document Registers

Separate your documentation by type: policies, procedures, forms, guides, external standards, and more—each with its own controls.

Version Control & Approval Workflow

Track every edit, status change, and sign-off with system-driven version control. No more uncontrolled drafts or email-based approvals.

Embedded Document Editor

Create and edit content directly within Zebsoft using the built-in WYSIWYG editor, ensuring full traceability and control.

Visibility & Sensitivity Controls

Control access by role, location, and sensitivity classification—from broadcast to highly restricted.

Document Grouping & Virtual Structure

Assign documents to logical groups to build a navigable, virtual file structure for users across teams or sites.

Live Dashboards & Alerts

Visualise document states, and automate reminders to keep momentum.

What Makes It Different?

Unlike shared folders or siloed intranets, Zebsoft connects every document to a controlled lifecycle—aligned to compliance frameworks, accessible by role, and governed by policy. It’s not just storage—it’s governance in action.

Integration with the ZEBSOFT Platform

  • Audit Module: Link documents directly to audit questions or nonconformities
  • People Module: Define who can view, edit, or approve based on role and training
  • Task Manager: Notify approvers and users of document changes and reviews
  • Change Control: Log procedural changes and their impact
  • Training Module: Automatically assign training when a document changes
  • Supplier Portal: Broadcast controlled documents to approved suppliers when relevant

Ready to See It in Action?

Or explore how Zebsoft builds a compliance ecosystem where every document to those who need them.

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