flowchart TD
    Start[Start: New Document] --> DocType{Document Type?}
    
    %% Document Creation Branches
    DocType -->|Description/Spec| Draft[Create in Draft List]
    DocType -->|Meeting Minutes| Minutes[Create in Minutes List]
    DocType -->|Supplier Reqs| Supplier[Create in Supplier List]
    
    %% Assignment Phase
    Draft --> AssignSME[Assign to SME]
    Minutes --> AssignNote[Assign to Notetaker]
    Supplier --> AssignProc[Assign to Procurement]
    
    %% Review Decision
    AssignSME --> ReviewDecision{Ready for Review?}
    AssignNote --> ReviewDecision
    AssignProc --> ReviewDecision
    
    %% Review Paths
    ReviewDecision -->|No| UpdateDraft[Update Draft]
    UpdateDraft --> ReviewDecision
    ReviewDecision -->|Yes| MoveReview[Move to Review List]
    
    %% Approval Decision
    MoveReview --> ApprovalDecision{Approved?}
    ApprovalDecision -->|No| RequestChanges[Request Changes]
    RequestChanges --> AssignSME
    ApprovalDecision -->|Yes| Finalize[Finalize Document]
    
    %% Final Actions by Document Type
    Finalize -->|Description/Spec| VersionControl[Version Control]
    Finalize -->|Minutes| EmailDist[Email Distribution]
    Finalize -->|Supplier Reqs| SendVendor[Send to Vendor]
    
    %% Closure
    VersionControl --> Archive[Archive Card]
    EmailDist --> Archive
    SendVendor --> Archive
    
    Archive --> End[End]

Document Management Workflow Guide

This guide outlines our document management process from creation to archiving.

Document Creation

Our workflow begins when a new document is needed. Based on the document type, create a card in the appropriate list:

1. Description/Specification Documents
   • Create card in “Draft” List
   • Title format: “Spec: [Topic]”
   • Attach relevant template
   • Apply “Technical” label
2. Meeting Minutes
   • Create card in “Minutes” List
   • Title format: “MM: [Date] – [Topic]”
   • Attach meeting agenda
   • Apply “Admin” label
3. Supplier Requirements
   • Create card in “Supplier” List
   • Title format: “Req: [Vendor]”
   • Attach RFP document
   • Apply “Procurement” label

Assignment Phase

After creating the card, assign it to the appropriate team member:

• For Specifications: Assign to Subject Matter Expert (SME)
  • Include checklist for draft sections
  • Set due date for completion
• For Meeting Minutes: Assign to designated Notetaker
  • Include checklist for attendees and action items
  • Set completion deadline
• For Supplier Requirements: Assign to Procurement team
  • Include compliance checklist
  • Set vendor response deadlines

Review Process

When the document is ready for review:

1. Team member moves card to “Review” List
2. @mention relevant stakeholders in comments
3. Set review deadline

If not ready for review:

1. Update draft with necessary changes
2. Add comments explaining what’s needed
3. Reassess when ready

Approval Process

During the approval stage:

1. Reviewers assess the document
2. If rejected:
   • Request specific changes
   • Move card back to “Draft” list
   • Reassign to original owner
3. If approved:
   • Finalize the document

Finalization

Based on document type, follow these specific steps:

• For Specifications:
  • Upload final PDF to Shared Drive
  • Apply version control numbering
  • Update document register
• For Meeting Minutes:
  • Email distribution to attendees and stakeholders
  • Track action items in separate task board
  • Update meeting calendar with link
• For Supplier Requirements:
  • Send to vendor through approved channels
  • Log contract details in procurement system
  • Set follow-up reminders

Document Closure

Once the document is finalized and all necessary actions are complete:

1. Archive the card
2. Apply “Closed” label
3. Update completion date

This workflow ensures all documents follow a consistent process from creation to archiving while maintaining appropriate ownership and accountability throughout.