Module: External Reference Repository Document
Overview
The "External Reference Repository Document" module allows you to reference and manage documents from external sources (suppliers, standardization organizations, regulations, etc.) without necessarily importing them into the DMS.
- Configuration source:
Parameters.xml(Form:REF_Document)
Processing flow
Referencing → Validation → Applicable external document → Tracking/Revision
Form
General information
- Form name:
External Reference Repository Document - Internal tag:
REF_Document________________________ - Objective: Reference external documents with applicability tracking
- Associated workflow:
External document validation
Form structure
The form is similar to the Document module with adaptations for external documents.
Header
- Reference (calculated)
- Title *
- External reference *
- Step (calculated)
Identity card
- Document type *
- Issuing organization *
- Issue date
- Update date
- External document URL
- Concerned process *
- Application sector *
- Applicability status *
Management
- Document manager *
- Verification date
- Next verification
- Comments
Main fields
| Field | System | Type | Description |
|---|---|---|---|
| Reference | Reference | Text | Calculated internal reference |
| Title * | Title | Text | External document title |
| External reference * | ReferenceExterne | Text | Official reference of external document |
| Issuing organization * | OrganismeEmetteur | Text | Source organization (ISO, AFNOR, FDA, etc.) |
| Document type * | ApsType | Dropdown list | Document type (Standard, Regulation, etc.) |
| Document URL | URLDocument | Text | Link to external document |
| Issue date | DateEmission | Date | Publication date by organization |
| Applicability status * | StatutApplicabilite | Dropdown list | Applicable / Under analysis / Not applicable |
| Manager * | Ged_Gestionnaire | Directory | Referencing manager |
| Next verification | DateProchVerif | Date | Next applicability verification date |
Workflow
General information
- Workflow name:
External document validation - Objective: Validate the applicability and registration of the external document
- Source:
Parameters.xml(Workflows section > External document validation)
Workflow schema
┌──────────────┐
│ Step 1 │
│ Entry │
│ (Manager) │
└──────┬───────┘
│
┌────────┴────────┐
│ │
Validate Cancel
│ │
▼ ▼
[END: Validated] [END: Cancelled]
Applicable external
document
Views
Available views allow you to consult external documents according to different criteria:
- Applicable external documents
- External documents by organization
- External documents to verify (upcoming deadline)
- External documents by type
- External documents by process
Dependencies
Specific roles
| Role | Description | Usage |
|---|---|---|
REFAdmin | External reference repository administrator | Complete module management |
Field inheritance
External document fields can be inherited to other modules.
Inheritance configuration in Parameters.xml:
External Reference Repository Document > Revision request
Project Feedback
This module applies to several concrete use cases:
- Referencing applicable ISO standards
- Tracking FDA, EU MDR regulations
- Managing supplier documents
- Regulatory and normative monitoring