Standard Work/Documents Module Overview

Introduction to L2L's Standard Work/Documents Module

Documents provide employees with critical guidance to complete work safely and effectively, while gathering valuable process and equipment data for monitoring, root cause analysis, and continuous improvement.

L2L’s Standard Work and Documents Module offers a digital document repository that works in conjunction with other core L2L modules: DISPATCH (event management), CMMS, and Production.

Key Benefits & Integrations

• Equipment Libraries: Connect documents directly to specific site machines and events to build a reference library.

• Actionable Activities: Guide Dispatch activities and collect reportable data, such as PM (Preventive Maintenance) execution and 5S auditing.

• Operator Portal Integration: Link documents to the Production Operator Portal to drive repetitive operational tasks (e.g., daily TPM work).

• L2L Skills Module: Provide the foundational source material for building employee Skills.

• Automated Workflows: Checklists can automatically launch follow-up events based on answers captured by users.

Document Formats

L2L offers three flexible document formats to balance accessibility with data management:

Main Menu & Navigation Guide

Path: Home > Standard Work/Documents

All Documents

A comprehensive list of all site documents.

• Sorting Options: Category, Number, External ID, Name, Description, Active, Type, and Checked Out By.

• Associations: Link documents to Dispatches, Scheduled Events, Work Orders, Products, Product Orders, Build Sequences, Skills, and Lean Tools events.

Shared Documents

Documents accessible across every site on a server.

• Must be designated as "Shared" on the document's Details page.

• Can only be edited at their site of origin.

• Inactive documents cannot be shared.

Revision History & Views

• Revision History: A chronological log of the latest document edits (includes document number, name, change summaries, and publication dates).

• Views: A timestamped history showing which users have viewed which document versions.

Opened/Closed Checklists

A complete list of all checklist copies. Use filters to narrow down by Owner, Checklist Status, Area, Trade, Value Stream, and date ranges.

Checklist Import

Admin-only portal to download the Checklist Import template.

⚠ Note: The import template can only contain content for a single checklist at a time.

Upload Multiple Documents

Admin-only feature to upload multiple files simultaneously into a single predefined category.

Module Settings & Configuration

Path: Home > Standard Work/Documents > Settings

When transitionining from a manual or paper-based system, best practice is to mimic your current physical processes digitally in L2L. This minimizes disruption and allows team members to learn the digital interface without having to adapt to an entirely new workflow.

Pre/Post Work Checklists Settings

Allows you to attach mandatory pre- and post-work checklists to every launched checklist. This is optional and can be configured globally, by Category, or by individual Checklist.

Checklists Labels

Customize the lexicon of your site. For example, you can replace standard terms like Control or Reject with local terminology (e.g., changing "Control Limits" to "Spec Limits").

 Security & User Roles

Users with escalated permissions can be assigned to one or more of the following roles based on their responsibilities.

🔒 Administrative Rule: Only users with Documents Admin permissions can assign or edit these roles. L2L Admins are required to edit closed checklists; Document Admins cannot edit them.

┌─────────────────────────────────────────────────────────────┐
│                       SYSTEM ADMIN                          │
│             (Can edit closed checklists)                     │
└──────────────┬──────────────────────────────────────────────┘
               │
┌──────────────▼──────────────────────────────────────────────┐
│                      DOCUMENTS ADMIN                        │
│          (Manage users + all Publisher privileges)           │
└──────────────┬──────────────────────────────────────────────┘
               │
┌──────────────▼──────────────────────────────────────────────┐
│                         PUBLISHER                           │
│       (Manage categories, publish revisions + Author)       │
└──────────────┬──────────────────────────────────────────────┘
               │
┌──────────────▼──────────────────────────────────────────────┐
│                          AUTHOR                             │
│          (Add, check out, and edit documents)               │
└─────────────────────────────────────────────────────────────┘

• Approvers: Responsible for signing off on document revisions. Approvers must also hold an Admin or Publisher role.

Managing User Roles

• To Add a User:

  1. Click Add New in the top-right corner of the Document Center Security Settings bar.

  2. Choose the user from the drop-down list, check their designated access boxes, and click Save.

• To Edit/Remove a User:

  1. Select the user's name from the list.

  2. Check/uncheck access boxes to adjust permissions, or click Delete to remove them entirely, then click Save.

Creating Document Categories

Before setting up documents, you must define your Document Categories to organize files by subject or content type.

1. Go to Documents Center > Categories from the left-hand menu.

2. Click Add New in the top-right corner of the Categories bar.

3. Enter the Name and Category Code (this code acts as the prefix for all document numbers in this category, e.g., Code PM yields PM0001).

4. Ensure Active is checked.

5. Optional Configurations:

   • Check the box to make documents available as standard work on the Operator Portal.

   • Add default Pre/Post-work checklists for the entire category.

   • Add specific Approvers by typing their names into the designated box.

   • Check One approval required to publish if you do not require a sign-off from every assigned approver.

6. Click Save.