Business tool builder

Keep every SOP and policy in one document library
with an owner and a review date.

Describe how your documents are numbered, approved and reviewed, and Netiva’s AI builds a signed-in library where every page shows the revision in force — with a live preview and code you own.

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Starter prompt

Build a document library web app for a 60-person manufacturer with two sites. Store controlled documents with a number, title, type, owner, status, review interval and the process areas they apply to. Keep every revision as its own record with a change summary, the approved file, who prepared and approved it and the date it takes effect. Keep a staff roster with each person’s site and process areas. Staff sign in, filter the library and open a document page showing the revision in force. When a revision takes effect, assign it to everyone active in those areas and record each acknowledgment. Give quality a review schedule grouped by owner.

Build it in Netiva Paste the prompt into a new workspace and adjust it to your business.
Overview

Who this document library is for

Most quality systems still run on a shared drive where three files have the word final in the name and nobody can say which one the line followed last March. An operator prints a work instruction and keeps that copy at the bench. A procedure passes its review date and nobody notices until an auditor asks. A document management system built with Netiva gives every controlled document a number, an owner and a review interval, keeps each revision with its change summary and approver, and shows staff the one issue that is in force today.

Key features

What your document library can do

  • A register with an owner on every document

    Policies, procedures, work instructions and forms all get a number, an owner, the process areas they apply to and a review interval, so the library answers who keeps each one current and when it was last looked at.

    • Numbers, titles and types edited in a spreadsheet-like grid
    • Saved views per process area, owner or status, draft through withdrawn
    • Next review date set from the interval when a revision takes effect
    • A monthly digest to each owner of what falls due for review

  • Revisions, approvals and what changed

    Each revision is its own record: the summary of what changed, the approved file, who prepared it, who approved it and the date it takes effect. The issue before it is kept and marked superseded.

    • A change summary on every revision, not just a newer file
    • Approver and effective date set before it reaches the floor
    • Superseded issues kept, with the date they stopped applying
    • Revision history listed under the document it belongs to

  • One page per document, open at the bench

    Staff sign in and open a page that renders the revision in force, its change summary and the file. It opens in a phone or tablet browser, so the line and the van work from the same issue as the office.

    • Document and revision pages render straight from the collections
    • Filters by process area, document type and owner
    • Drafts and revisions in review stay off the floor
    • One address per document that a bookmark or a QR code keeps hitting

  • Read-and-understood records

    The roster says which areas each person works in, so a new issue is assigned to everyone it applies to and stamped with the date they confirm. Owners see who is outstanding instead of chasing a signature sheet around the shift.

    • An acknowledgment record per reader and revision
    • Reminder emails until the outstanding list clears
    • The outstanding list split by site or team for each supervisor
    • Each reader signs in and sees their own reading list
Data model

The collections behind it

Netiva keeps your records in built-in collections. Here’s a starting structure — the agent adapts it to your prompt, and you can change it any time.

Documents

The register: every controlled document, with the owner and review interval that keep it current.

  • Document number (required) QMS-SOP-014, or whatever numbering you already use Text
  • Title (required) Text
  • Document type (required) Policy, procedure, work instruction, form, template or external document Text
  • Process areas (required) Production, Warehouse, Quality or All — groups the library and picks who reads it Text
  • Owner (required) The person accountable for keeping it current Text
  • Review interval (required) Months between reviews: 12 for most procedures, 24 for stable forms Number
  • Next review Set from the interval when a revision takes effect Date
  • Status (required) Draft, In review, Effective, Superseded or Withdrawn Text

Revisions

Each issue of a document, with what changed, who approved it and when it takes effect.

  • Document (required) Relation to Documents
  • Revision (required) Rev 3, or 1.2 — match the numbering on your cover sheets Text
  • Summary of changes (required) What a reader needs to know before working to it Paragraph
  • File (required) The approved copy staff open File
  • Prepared by (required) Text
  • Approved by Filled in when the approver signs it off Text
  • Effective from (required) The date staff see this issue instead of the last one Date
  • Superseded on Set when the next revision takes effect Date

Readers

The staff who work to these documents: where they are, which areas they work in and whether they are still active.

  • Name (required) Text
  • Sign-in email (required) Matched to the account the reader signs in with Text
  • Site (required) The plant, depot or office they work at Text
  • Process areas (required) The areas they work in — a new issue in one of them is assigned to them Text
  • Active (required) Yes or no — leavers stop being assigned new issues Text

Acknowledgments

Who has to read each revision, and the date they said they had.

  • Revision (required) Relation to Revisions
  • Reader (required) Relation to Readers
  • Due by (required) Set when the revision takes effect Date
  • Acknowledged on Date & time
  • Status (required) Assigned, Read or Overdue Text
  • Question raised Anything the reader flagged about the new issue Paragraph

Required field. Types are Netiva collection field types.

Screens

Pages and screens to start with

A typical first version. Ask the agent for more, or annotate the preview to change any of them.

  • Library

    Every effective document, filtered by process area, type or owner, showing the number, title, current revision and the date it took effect.

    Signed-in users

  • Document page

    The revision in force with its change summary and file, the earlier issues listed underneath and an acknowledge button with a box for a question to the owner.

    Signed-in users

  • My reading

    Revisions assigned to the signed-in reader, with the date each one is due and a one-tap acknowledgment or a question back to the owner.

    Signed-in users

  • Approvals

    Revisions waiting on an approver: what changed, the file to check and the effective date to set before the issue reaches the floor.

    Your team

  • Review schedule

    Documents past their review date or due in the next 90 days, grouped by owner, with the current revision and any questions readers raised against it.

    Your team

  • Readers

    The roster behind assignment: each person’s site, the process areas they work in, whether they are active and what they still have to read.

    Your team
How it works

From prompt to a live document library

  1. Describe how documents are controlled

    Tell Netiva your document types, your numbering, the process areas you group by and who approves what. The agent drafts collections for documents, revisions, readers and acknowledgments.

  2. Load the register you already have

    Enter your documents and your staff roster in the collection grids and attach the current file to each revision. The collection assistant can tidy titles, fill missing owners and draft rows you check before they go in.

  3. Walk the screens in the live preview

    Open the library, a document page and the approvals queue the way a supervisor would. Annotate anything that reads wrong or @mention a file, and the agent changes it while you watch.

  4. Publish and bring staff in

    Publish in one click, invite people to sign in and switch on the review digest. Every change is checkpointed, so an edit that confuses the floor can be rolled back.

Why Netiva

Netiva vs a traditional build

Building a document library with Netiva compared with a traditional build
Criterion With Netiva Traditional build
Finding the current revision One page per document that renders the issue in force, with superseded revisions kept behind it A shared folder where three files carry the word final and the newest one isn’t always right
Proving people read it An acknowledgment record per reader and revision, with an outstanding list and reminders A signature sheet passed around the shift and filed in a binder nobody opens
Getting started Describe what you need in chat and watch it take shape in a live preview Hire developers, or stitch together templates, plugins and a hosting plan
Content and data Built-in collections with nine field types, bound straight to your pages Set up and connect a separate database or CMS
Making changes Ask the agent; every change is checkpointed and reversible File a ticket, wait for a sprint, redeploy
Hosting and domain Global hosting and automatic SSL; connect a custom domain from the Starter plan Buy hosting, then install and renew SSL certificates yourself
Code ownership Clean production code you own and can export Locked into a template, plugin or agency setup
Examples

Ways teams use it

  • A contract manufacturer with two sites

    Work instructions differ by line, so each lists the process areas it applies to and the roster says which areas each operator works in. When a revision takes effect, only those operators are assigned it, and the supervisor sees who is outstanding before the shift.

  • A field services company

    Method statements and site risk assessments sit in the same register. Crews open the current issue on a phone at the job, and the office can show which revision was in force on the day the work was done.

  • A testing laboratory

    Methods and calibration procedures are reviewed on a fixed cycle. The review schedule lists what is due, and each revision keeps the preparer, the approver and the effective date an assessor asks to see.

Good to know

Before you build

  • Approvals are records, not signatures

    The app records who approved a revision and when. That isn’t an electronic signature under FDA 21 CFR Part 11, or a qualified electronic signature under EU eIDAS. Part 11 covers the whole system, not the signature, so signed records mean a provider’s API and validation work.

  • The standard is about your process

    ISO 9001 asks you to control documented information: identify it, review and approve it before issue, control access and changes and decide how long you keep it. An app helps you show that, but an auditor assesses the process you run, not the tool you run it in.

  • Drafting still happens in your editor

    Netiva doesn’t copy in your shared drive and isn’t a word processor with tracked changes. Authors draft where they already work and attach the approved file to the revision; the library holds the numbering, the history, the access and the dates.

  • Retention is a decision you make

    Someone has to say how long superseded revisions and acknowledgment records are kept and who may delete them. Write that into the register and review it, rather than letting the library keep everything forever by default.

FAQ

Questions about building a document library

How does the app stop someone working from an out-of-date SOP?

Each document has one page, and that page renders the revision whose effective date has arrived. Earlier issues stay in the history, marked superseded with the date they stopped applying, so nothing is lost and nothing competes with the current one. A printed copy can carry a cover sheet and a QR code that lead back to the page, which is the only place the revision in force is decided.

Can we prove who has read the latest revision?

Yes, if you ask for it. The roster holds each person’s site and process areas, so when a revision takes effect the app creates an acknowledgment with a due date for everyone the document applies to. Readers sign in, open the change summary and acknowledge, which stamps the date against their name. Owners see the outstanding list by site or team, and reminder emails go out until it clears.

What happens when a document falls due for review?

Every document carries a review interval in months, and the next review date is set from it when a revision takes effect. The review schedule lists what is past due or due in the next 90 days, grouped by owner, and a monthly email tells each owner what is on their plate. A review can end in a new revision or in a note that nothing needed to change.

Can operators open a work instruction on the floor?

Yes. Netiva builds web apps that run in the browser, including on phones and tablets, so a supervisor can open the current instruction at the line without installing anything. Staff sign in, and each person sees their own reading list. Put a QR code at the workstation and the scan lands on the page that shows the issue in force.

How do we handle documents that come from customers or suppliers?

Give them a document type of their own, record the issuing organization, the edition you hold and the date you checked for a newer one, and set a review interval that matches how often that publisher reissues. The app controls the copy you hold and who has read it; it doesn’t watch the publisher for you, so the check stays a task with an owner.

Do we own the document library and its code?

Yes. This is a document management system you describe rather than configure: Netiva writes clean production code you can read, edit and export whenever you want, with no proprietary runtime — useful when IT or an auditor asks where records are stored. Every change the agent makes is checkpointed, so you can compare versions of the app itself and roll back an edit that confused the floor.

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Drafted with AI assistance from Netiva’s product pages and reviewed by the Netiva team. Example data models, screens and prompts are illustrative starting points, not customer projects.

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