Find the document you need

There are four ways into the documents in ClearVue. They are not interchangeable, and picking the right one is most of the work.

The module is labelled Document Management System in the left nav today.

Which one to use

Use	When
Library	You want to browse. Start here.
Find Document	You already know the document number or part number.
Library Search	You know roughly which category it is in and want to search inside it.
Documents	You maintain documents. This is the full register, not a reading surface.

Library — the one to use by default

Document Library groups everything by classification — Engineering Drawings, Standard Operating Procedures, Work Instructions, and Unclassified. Expand a category and you get the documents in it with their Status, Effective date and Next Review date.

It opens with Active only switched on, which is why it is the right default for anyone reading rather than maintaining: you are shown documents that are in force and nothing else.

Find Document — when you know the number

Find Document by Number takes a single value and searches document numbers and part numbers together. If your team refers to a procedure by the part it belongs to rather than by its document number, this is the surface that will find it — the others will not.

Library Search — search within a category

Pick a Level 1 category to begin, then narrow with Level 2 and Level 3. It will not search until you choose a category, so it is for “somewhere in Work Instructions” rather than “somewhere in the system.”

Documents — the maintainer’s register

The full list, with filters for Level 1–3, Tag, Language and Status, an Effective only toggle, and free-text search. It shows every document regardless of state, including drafts and archived ones, and it is where new documents are created.

Because it shows everything by default, it is the wrong place to answer “what am I supposed to be working to” — use the Library for that.

Opening a document takes an extra step

In the Documents register the title is not a link. Use the ⋮ menu at the end of the row and choose Open.

Is this the version I should be working to?

Three things on the row or the document header answer it.

Status. Active means in force and issued for use. A document that is Draft or Archived is not something to work to.

Effective date. When the document started to apply. This is a date, not a state — see Document and revision states.

Next Review. When the document is next due to be checked. If that date has passed, the document header shows a Review overdue chip and a banner:

Periodic review overdue — due 2/16/2026. The document is still in force; confirm with the owner before relying on it.

Overdue review does not mean invalid

This is worth reading carefully, because the instinct is wrong. An overdue review does not retire the document or make it unusable. It stays in force. What it tells you is that nobody has recently confirmed it is still correct — so check with the owner before you rely on it for anything consequential.

The review cycle is one your organisation sets, not one ISO 9001 imposes. But once you have set it, an auditor can raise a finding against your own stated arrangements — so overdue is still worth clearing.

Documents scoped to your site

A document’s Placement controls who can see it — Company-wide, or associated with particular facilities. Facility associations only ever widen that audience; they never narrow it. So if you can see a document, you are meant to.

Acknowledging a document

Documents assigned to you to read and sign off appear under My Acknowledgments, with the revision, who assigned it, and a due date.

Note the distinction, because the two are easy to confuse:

• My Acknowledgments (Document Management System) — documents you must read and sign off.
• My Tasks (Workflow) — document revisions waiting for you to approve or review. That is a reviewer’s queue, not a reader’s.