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 Doc Patrol - Document & Information Change Management

Doc Patrol is an off-the-shelf, configurable, mobile-friendly, web-based product that provides an easy-to-use solution for document management and content change approval. Doc Patrol is at home no matter what other quality system tools are in place. Doc Patrol is unique in its approach to document and information change management by enabling the minimum approval requirements to be defined by document class and subclass. This ensures that changes to every document will be approved in a manner that meets at least the minimum requirements.


  Multi-Event Approval Workflow   Unavailability Management
  Version History   Approval Alternates when Unavailable
  Sequential or Group Approval   Email Notifications for Approval Requirements
  Approval by Role or Person   Approval Due Dates with Delinquency Notices
  FDA 21 CFR 11 Compliant   Support of Single Document Translations into Multiple Languages

Doc Patrol Beta release is scheduled for January 2018, and we have several beta users already committed. We are looking for one additional beta user in the Medical Device or Pharma market, and one in the general manufacturing market. Please Contact Us if you would like to be a Doc Patrol beta user. All beta users will receive a discount off of retail pricing. There will be no charges for software licensing, installation, or training during the beta period. However, beta users will be invoiced for travel-related expenses for installation and training.  


 Admin Panel



Doc Patrol is linked with Active Directory to obtain basic user information. Additional information is managed with Doc Patrol such as the Roles in which a user can act during the approval process and the user's Ecosystem, which effects a user's availability to be chosen as an approver in a role. Additionally, Doc Patrol has an Unavailability Manager. If a user is not available when his/her approval is needed, Doc Patrol automatically routes the approval request to the user's designated alternate. User can even designate different alternate approvers for each document class.   



Reject Reasons


If a user disapproves of a proposed change, Doc Patrol requires the user to select a Reject Reason. Doc Patrol comes out-of-the-box with a selection of the most common reject reasons, and this list can be further edited by document admins. A well thought-through reject reason list is important because it will provide valuable insight as to what are the most common deficiencies that result in longer approval cycle times.  



Classes and Subclasses


All documents are organized by Class and Subclass. Doc Admins can pre-define the business rules that will govern every document added into the system under the applicable Class or Subclass.  




Minimum Approval Requirements


Doc Patrol provides the unique ability to define the minimum approval requirements at the Class and Subclass level. When a document is added into the system, the document owner can add additional approvers, but the document will always inherit the minimum approval requirements from the applicable Class or Subclass. Approval routes can be sequential, grouped (multiple approvers in one step, or both. Additionally, an approval route can user-based (require approval by a specific person), or role-based (require approval by a person in a specific Role). For example, if step #3 required approval by someone in the "Quality Manager" role, then the system will narrow down the list of users who are in that role to match the document's ecosystem (e.g. business unit, facility, department) and enable the document owner to select the desired quality manager.






Add New Document


The Add New Document wizard provides users with a simple and fast way to add documents into the system. The wizard begins with collecting basic information, including the legacy document number, legacy version number, the document owner and manager, and the applicable class and subclass.  

The final steps of adding a document into the system include defining the accessibility such as is it private or public, controlled or uncontrolled, and what is the IP classification (confidential, sensitive, or public knowledge). After defining the document's ecosystem, the user can upload the applicable files. The Clean document is the document that is accessible by general users. The Markup document contains the detailed edits and changes made by the author. If the document is required to be translated into one or more languages, the translation certificate can be uploaded and associated with the document.


Document Search


The Doc Patrol homepage opens, by default, to a user's My Alerts list. This page displays documents that require the user's approval. The My Documents page displays those documents where the user is the document owner or manager. The My Recent Documents page lists the document the user has most recently opened. Users can also tag documents as favorites. Such documents appear on the My Favorites page. Intuitive and easy-to-use filtration capability can be leveraged when searching for a document.



Document Editor


When a user finds a document of interest, the Clean document can be opened by clicking on the hyperlinked document number. The edit icon enables the user to open the Document Editor (which will be read-only if the user lacks edit privileges). The Document Editor contains the complete history of "events" related to the document and the applicable version number. In Doc Patrol, an approval route can be initiated for events other than securing approval for a new version with revised content. An approval route can be initiated for Obsoletion, Destruction, and Metadata Changes. Additionally, the Receipt and Read route captures positive confirmation that a user has received and read a document.

The Document Editor also enables the document owner or manager to manage the document's ecosystem, approval requirements, and viewers (if the document is private or restricted).



Management of Change


Users are notified via email when their approval is required. A simple interface makes this process fast and easy. Doc Patrol enables a user to approve, reject, or abstain. A reason is required should a user reject.   




 Technical Specs

Mobile-Friendly Web Application                                                                                                  

JavaScript & jQuery
SQL Server


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