Document Workspace
The ECM document workspace is where teams organize, review, and retrieve operational documents. It combines folder browsing, metadata, tags, version history, search, linked records, comments, and workspace collaboration.
Use this page to design daily document work before adding advanced governance or AI workflows.
Workspace model
Folders
Folders give teams a stable place to browse documents. A folder should represent a meaningful operating boundary, such as a site, system, project, asset group, or compliance package.
Good folder names are short and operational:
| Use | Example |
|---|---|
| Site and system | Singapore Plant / Utilities / Chilled Water |
| Production area | Line 3 / Packaging / Changeover Procedures |
| Asset group | Forklifts / Training and Maintenance |
| Compliance evidence | GMP / Batch Records / 2026 |
| Handover package | Construction Project / Commissioning |
Avoid folders named after temporary tasks or individual users. Use tags or workspaces for short-term grouping.
Documents
A document record should describe the content well enough for another user to decide whether it is the right file.
Recommended metadata:
| Field | Use |
|---|---|
| Title | Human-readable document name. |
| Description | Short explanation of what the document covers. |
| Document type | Manual, SOP, drawing, inspection record, certificate, training material, report. |
| Classification | Public, internal, confidential, or restricted according to customer policy. |
| Owner | Team or person responsible for content quality. |
| Related object | Asset, area, work order, project, SOP, or compliance package. |
| Lifecycle state | Draft, in review, approved, archived, or retired. |
Versions
Use versions when a document changes over time but the operational relationship should remain stable.
Typical version events:
- updated SOP after process change;
- revised drawing after equipment modification;
- new maintenance manual from vendor;
- corrected inspection evidence;
- approved release after review;
- rollback to a previous approved file.
Version history should answer three questions:
| Question | Why it matters |
|---|---|
| What changed? | Operators and reviewers need change context. |
| Who changed it? | Owners and auditors need accountability. |
| Which version was used? | AI answers, field work, and compliance packs need traceable source versions. |
Tags
Tags help users find content across folder boundaries.
Recommended tag practices:
- create tag groups before large imports;
- use controlled names for systems, asset classes, document types, and compliance topics;
- review duplicate tags during handover;
- avoid user-specific tags for official content;
- use tags together with folder access instead of replacing access control.
Search
Search is most useful when titles, tags, descriptions, and links are maintained.
Search by:
| Search intent | Useful fields |
|---|---|
| Find an equipment manual | Asset, asset class, title, vendor, document type |
| Find recent maintenance evidence | Work order, date, document type, tag |
| Find compliance support | Compliance topic, lifecycle state, owner, folder |
| Find current SOP | Process, version, approved state, tag |
| Find training material | Role, equipment, procedure, site |
If users cannot find a document, check title, tags, folder, linked object, and access permissions before assuming the document is missing.
Linked records
Document links bring ECM into the rest of FactVerse.
| Link type | Typical use |
|---|---|
| Asset link | Manual, drawing, calibration record, spare parts sheet, inspection history. |
| Work-order link | Photos, vendor reports, before-and-after evidence, handover notes. |
| SOP link | Procedure PDF, safety instructions, checklist attachments. |
| Area link | Floor plans, utility diagrams, safety notices, environmental records. |
| Project link | Commissioning, acceptance, training, and completion evidence. |
Linked documents should be reviewed when an asset is renamed, replaced, or decommissioned.
Workspaces
Workspaces are useful when a group needs to collect and discuss documents for a temporary or cross-functional task.
Examples:
- commissioning handover package;
- shutdown maintenance preparation;
- compliance evidence review;
- production line training package;
- predictive maintenance investigation;
- AI Agent knowledge readiness review.
Workspace membership helps collaboration, but document access should still follow the tenant's ECM permissions, folder rules, and classification policy.
Daily operating checklist
- New documents are uploaded to the right folder.
- Titles and descriptions are clear.
- Required tags are applied.
- Documents are linked to the correct assets, work orders, or SOPs.
- Draft and approved versions are easy to distinguish.
- Obsolete documents are archived or removed from daily paths.
- Access is tested with the users who will rely on the workspace.
- Audit records are available for important changes.
Read next
- Use Permissions and Governance before opening a workspace to more teams.
- Use Workflows and Approvals when documents need formal review.
- Use ECM for AI Agent when documents should become governed AI context.