DOC-CTRL-002 — Document Submission Form

How This Works

Nova is building a complete, organized library of process documentation. Every process, procedure, and checklist in the company will be captured, formatted consistently, and stored in one place where anyone can find it. This form is how you contribute to that library.

You don't need to know how to write an SOP. You don't need to know formatting rules or templates. Your job is to describe the process you know. Document Control will take your submission and produce a properly formatted document — named, numbered, and filed correctly — on your behalf.

One process per form. If you're submitting multiple processes, complete a separate form for each one. It's fine to reference related processes within a single form.

Nova's Document Levels — What They Mean

Nova organizes all documentation into five levels. Understanding these helps you identify what kind of document you're submitting.

Process Map

A high-level diagram showing how all major functions connect. Usually owned by leadership. Rarely submitted via this form.

Process Flow

A flowchart showing phases and handoffs. Two sub-types: PF (departmental — shows how a dept operates) and CPF (client — maps how processes interconnect for a specific client across departments).

SOP

Most common submission. A Standard Operating Procedure — step-by-step instructions for a repeatable process. Defines who does what, how, and what to do when things go wrong.

WI / Addendum

A Work Instruction (very granular task steps) or a Client Addendum (what's different for a specific client vs. the standard SOP).

Form / Tool

A form, template, or checklist used during a process. Always tied to a parent SOP — don't submit an L4 without referencing which SOP it belongs to.

Not sure which level? If the process has 5–15 steps and is done regularly by your team, it's almost certainly an L2 SOP. Document Control will confirm the level before producing the document.

What Happens After You Submit

1

Document Control reviews your submission

Usually within 2–3 business days. We'll confirm the document level, assign an ID, and contact you if anything is unclear.

2

A draft document is produced

Your submission is formatted into the Nova SOP template — correctly named, numbered, and structured.

3

You review and approve

The draft is returned to you as Process Owner for review. You verify it accurately reflects the process before it is published.

4

Document is published to the library

The approved document is deployed to the IIS document library, registered in the index, and linked from the relevant process flow.

How to Submit Your Completed Form

Complete the form below in your browser, then save it as a PDF and email it to the Quality Manager. Document Control will handle everything from there.

1

Fill out the form below

Complete every section as fully as possible. The more detail you provide, the less back-and-forth before your document is ready.

2

Click Print / Save as PDF at the bottom

In the print dialog, select Save as PDF as your printer. Save the file as [Your Name]_Doc-Submission_[Date].pdf.

3

Email the PDF to the Quality Manager

Subject line: Document Submission — [Process Name]

📬 Quality Manager Contact

Quality Manager

[[email protected]]

Update this card with the confirmed email address before publishing.

Submission Form

Complete all fields marked with *. Fields without an asterisk are optional but strongly encouraged — the more detail you provide, the better the final document.

Document Information

Process / Document Name *

A clear, descriptive name. Start with the function, then what it covers. Example: "Kitting — Kit Assembly & BOM Management" or "Inbound — Receiving & Inventory Intake"

Department *

Sub-Department (if applicable)

Document Level *

Refer to the level descriptions in Section 1 above. If unsure, select L2 — SOP and Document Control will confirm.

L1 — Process Flow (PF)

Departmental flowchart showing phases and handoffs across a Nova dept

L1 — Client Process Flow (CPF)

Cross-department map of how processes interconnect for a specific client

L2 — SOP (Standard Operating Procedure)

Step-by-step instructions for a repeatable process — most common

L3 — Work Instruction

Very granular task-level steps within an existing SOP

L3 — Client Addendum

What's different for a specific client vs. the standard SOP

L4 — Form / Template / Checklist

A tool used during a process — must reference a parent SOP

Parent Document ID (if known)

If this is an L3 or L4, which L2 SOP does it belong to? Check the document index for registered IDs. Example: L2-OPS-FUL-001

Roles & Ownership

Process Owner (Job Title) *

Who is responsible for keeping this document accurate and current? Use job title only — not a person's name. Example: "Operations Manager" or "Account Management Lead"

Roles Involved in This Process *

List every job title that participates in this process — one per line. Do not use names. Include internal Nova roles only (client contacts are noted in the steps themselves).

Drag the bottom-right corner to expand if your text runs long — the full height will show in the saved PDF.

Applies To

Who or what does this process apply to? Check all that apply.

All clients Specific client only All departments Internal team only New staff onboarding

Does Not Apply To

Any situations, clients, or scenarios explicitly excluded from this process? Optional but useful.

Drag the bottom-right corner to expand if your text runs long — the full height will show in the saved PDF.

The Process

Purpose — What does this process accomplish? *

Write 1–3 sentences describing what this process does and why it exists. Imagine explaining it to a new employee on their first day. Example: "This process ensures all incoming orders are verified, scheduled, and handed off to production within 24 hours of receipt."

Drag the bottom-right corner to expand if your text runs long — the full height will show in the saved PDF.

Trigger — What starts this process? *

What event, condition, or action kicks this process off? Be specific. Example: "Client submits a new order through the storefront portal" or "Account Manager receives a signed insertion order"

Completion — How do you know it's done? *

What is the end state? What confirms this process is complete? Example: "Shipment tracking number is logged in BC and confirmation email sent to client"

Process Steps *

List every step in order. For each step: describe the action (start with a verb), who does it, and any important notes or conditions. Add as many rows as needed. Be as specific as possible — vague steps like "process the order" are not enough.

#	Action (start with a verb)	Who (job title)	Notes / Conditions
1
2
3
4
5
6
7
8

Narrative Description (Optional but highly recommended)

In your own words, walk through the process from start to finish as if explaining it to a colleague. This doesn't need to be formal — write it conversationally. This narrative helps Document Control fill in context the step table may miss.

Drag the bottom-right corner to expand if your text runs long — the full height will show in the saved PDF.

Exceptions & Escalation

What Can Go Wrong?

List the most common problems, errors, or edge cases that occur during this process. For each one, describe what to do and who to contact. This becomes Section 6 (Exceptions & Escalation) of the SOP.

#	If this happens...	Do this...	Contact / Escalate to
1
2
3
4

Tools, Systems & Forms

Does this process use Business Central (BC)?

Yes No Partially — some steps only

Which systems or tools are used in this process?

List all software, platforms, internal apps, or physical tools involved. One per line.

Drag the bottom-right corner to expand if your text runs long — the full height will show in the saved PDF.

Associated Forms, Templates, or Checklists

Does this process use any fillable forms, document templates, or checklists? List them here — if they need to be created as L4 documents, note that too.

Drag the bottom-right corner to expand if your text runs long — the full height will show in the saved PDF.

Ready to Submit?

Click Print / Save as PDF below. In the print dialog, select Save as PDF as your printer. Save the file as [Your Name]_Doc-Submission_[Date].pdf, then email it to the Quality Manager with the subject line: Document Submission — [Process Name].

Associated Documents

Document ID	Title	Purpose
DOC-CTRL-001	Document Architecture & Rules	Governing framework — defines levels, naming conventions, and dept codes referenced in this form
index.html	Document Library Index	Staff-facing library — look up existing document IDs here before submitting a related document
DOC-CTRL-003	Document Review & Update Request	Use this form to log an annual review or request changes to a document that already exists in the library

Revision History

Version	Date	Changed By	Summary
v0.1	[DD-MMM-YYYY]	[Job Title]	Initial draft
v0.2	[DD-MMM-YYYY]	[Job Title]	Added dept/sub-dept dropdown options: corrected AGY placement, added OB, PRO, RTN, PCH, SAF (OPS) and ADM, TRN (HR). Added print button fix.
v0.3	16-Mar-2026	Quality Manager	Corrected print button sidebar position. Added Revision History nav link. Quality Manager set as owner. Added Document Type to header.
v0.8	17-Mar-2026	Quality Manager	Added DOC-CTRL-003 (Document Review & Update Request) to associated documents with updated name.