Documentation Management System in Sharepoint compliant to iso 9001

Dear Giacomov883,

Good day to you!

I hope you are well. Thank you for reaching out to our Microsoft Community Forum. We will be happy to help you.

Based on your description, it seems you’d like to create placeholder documents in a SharePoint library with the status “Not Started.” Could you clarify if you want to create a column with placeholder values and use it to filter or sort the documents? Understanding this will help ensure the solution aligns with your requirements.

Regarding your second question, yes, this functionality is possible using metadata. Since you mentioned that each document filename includes a document number, are you referring to a document ID? SharePoint metadata can help track document progress and organize information efficiently.

However, I’d like to highlight the following:

• While Word documents support comments for collaboration, the same feature is not fully supported for PDF files in SharePoint.

• Additionally, generating comment sheets automatically is not a built-in feature in SharePoint.

On a positive note:

• SharePoint enables you to share documents securely with specific people outside your organization.

• You can use Power BI to connect to a SharePoint document library and generate reports on document status, submission dates, and other metadata. This can provide valuable insights into your document management process.

Finally, could you confirm whether you’re using SharePoint Online or SharePoint Server? This detail is crucial as it will help me provide more accurate and specific guidance tailored to your environment.

However, with your help and some more specific detailed information, we can work together to find a specific direction for your current query.

I am looking forward to your response for further assistance.

Thank you for your understanding. Your cooperation and contributions are greatly appreciated.

Best Regards,

Nahid Sultan

Thanks.

Let me clarify few points:

On the placeholder topic:

1. At the beginning of the project, engineering department creates a master document register (a list) of N documents. They assign codes (ID) based on the numbering procedure, Revisions ( in the beginning they all are "01") and a title.

2. My sharepoint library in the beginning is empty and it will grow when the documents are uploaded. In this way, unless I refer to my initial document register, I don't know how many documents are missing to complete.

3. If I create a placeholder (e.g. a folder for each document, that is empty when the document is not issued, but it's flagged with "not started") I know using only sharepoint what is the overall status of my project.

The general idea is that the folder of each documents give me a precise status of the documentation, and inside the folder I can find : the native file (autocad), the printable PDF file and all the previous revisions of the document. The single document folder can have a number of sets like : revision number, document title etc

For the comments topic, is it possible to add notes at sharepoint level on a specific revision of a document ( the same way I can comment on MS List or adding a "note" metadata to the document) ?

Best regards

G

Dear Giacomov883,

Good day to you!

I hope you are doing well. Thank you for providing the information. Based on your information, the commenting procedure in SharePoint differs from that in Microsoft Lists. You may be able to achieve your goal using the check-in and check-out process in SharePoint. After reviewing a document, you can check out the document, and when you check it back in, a comment section will appear, allowing you to add comments. These comments will be recorded in the document's version history. everyone who has the right permission to view this document can see this comment. Please correct me If I'm wrong and apologize for it.

Based on your entire project, it requires in-depth troubleshooting. As a community forum, we have limited resources for in-depth troubleshooting. However, Microsoft has a dedicated support team equipped to handle such issues. I recommend contacting Microsoft technical support for assistance. They have the expertise and tools to help you recover your data. Here’s the support document with contact details: Get support - Microsoft 365 admin | Microsoft Learn.

Additionally, if you are part of an organization, your Microsoft administrator can generate a support ticket through the admin portal. For convenience, here is the portal link: Microsoft 365 Admin Center.

I do apologize for any inconvenience.

Thank you for your understanding. Your cooperation and contributions are greatly appreciated.

Kind Regards,

Nahid Sultan