Version control, full-text search and workflows: how Dos&Donts has taken document management to an enterprise level with LogicalDOC

About Dos&Donts

Dos&Donts is an Italian company specialising in the design and implementation of technological solutions for the control, safety and management of cleanrooms, GMP environments and controlled-contamination areas. Its solutions cover access and route control, door interlock systems, environmental parameter monitoring, data analysis and plant maintenance.

— Paolo Alzamira, CTO

Operating in the pharmaceutical sector means working in environments where every process must be traceable, every document must be available in the correct version, and every instance of access must be controlled. Document management is not a support function: it is an integral part of compliance.

The starting point: shared folders in a context that demanded more

— Paolo Alzamira, CTO

Shared folders are the most instinctive solution when a company starts to grow and documentation begins to pile up. They work as long as the team is small, there are few files and processes are simple. Once a certain threshold is exceeded, they become a problem: nested structures that are difficult to navigate, manually managed permissions, no revision history, and no way of knowing whether the file you’re opening is the latest version.

For a company operating in regulated environments, this fragility quickly becomes an operational constraint.

The crux of the matter: document versioning

— Paolo Alzamira, CTO

Versioning is often perceived as an advanced feature, reserved for large organisations. In reality, it is one of the most critical requirements for any company managing technical documentation that is constantly evolving.

The problem with shared folders is structural: when a document is edited and saved, the previous version may disappear or continue to circulate in copies downloaded by those who had opened it before the update. The result is the potential coexistence of multiple versions of the same document, with no immediate certainty as to which is the correct one.

For Dos&Donts, which develops software and produces the corresponding technical manuals, this poses a real risk: an operator working with a manual that is not updated to the latest version of the software. In pharmaceutical and sterile environments, where traceability is part of the certification process, the consequences of a discrepancy in documentation can be significant.

The choice of LogicalDOC: a specialised DMS, without the burden of an enterprise management system

— Paolo Alzamira, CTO

The market for document management systems is vast, but many solutions are marketed as components of larger ecosystems: integrated into business management systems, ERPs or enterprise suites, with unnecessary features that increase complexity and cost without adding value.

LogicalDOC was chosen because it comprehensively covers all document management needs — folder structure, granular role-based permissions, full-text search with OCR, version control, document workflows — without requiring integrations or irrelevant add-on modules. A choice driven by effectiveness, not by formal completeness.

What has changed with LogicalDOC

— Paolo Alzamira, CTO

With LogicalDOC, every change to a document automatically generates a new, recorded version, complete with date, author and revision history. The current document is always unambiguously identifiable. Previous versions remain accessible and can be consulted, reducing the risk that out-of-date copies continue to be used.

Access is governed by defined permissions and roles: each user can only view and edit the documents for which they have been authorised. The structure does not depend on the goodwill of those saving files in the correct folder — the system itself ensures order and traceability.

Full-text search: finding the document when you need it

— Paolo Alzamira, CTO

— Paolo Alzamira, CTO

The difference between a file system search and a full-text search isn’t a question of speed: it’s a question of method. Searching for a document in a shared folder means remembering the file name, or which subfolder it was saved in. As the archive grows — and in a technical company it grows rapidly — both of these become progressively less reliable.

LogicalDOC’s full-text search works on the content of documents: every uploaded file is indexed based on the text it contains, extracted either directly or via OCR for scanned documents. Searching for the name of a component, a product code or a technical specification returns all documents containing it — regardless of what the file is called or where it is saved.

The real value lies not in the accumulation of minutes saved, but in the certainty of finding the right document, in the correct version, exactly when you need it — whether it’s for an audit, an urgent technical intervention or a customer enquiry.

Getting started: independent implementation, without external support

— Paolo Alzamira, CTO

The entire implementation and go-live process was carried out in-house, without the need for dedicated external consultancy. The CTO configured the system, organised the folders, set up permissions and roles, and subsequently trained the team on how to use it — drawing on the documentation and resources provided by LogicalDOC.

This is a clear indication of just how accessible the system is: no external integrator was needed to get the DMS up and running. The time required was entirely down to internal reorganisation and changing operational habits — not the complexity of the software.

What we discovered whilst using it: Enterprise features that an SME can actually use

— Paolo Alzamira, CTO

The fact that Dos&Donts is now evaluating document workflows — a feature that wasn’t part of the initial plans — highlights an important aspect of LogicalDOC.

Document approval and authorisation workflows are tools typically associated with structured organisations: they require defined processes, clear roles and a system capable of managing them without adding operational complexity. In many companies, adopting them means switching to a different platform.

With LogicalDOC, this evolution takes place within the same system. The company can start with basic document management — versioning, search and permissions — and gradually introduce workflows, comprehensive audit trails and structured process management when the organisation is ready. Enterprise-grade capabilities, accessible without changing platforms.

Key results at a glance

The recommendation

— Paolo Alzamira, CTO

Based on Dos&Donts’ first-hand experience, LogicalDOC is particularly well-suited to companies that:

• manage technical documentation with multiple versions that need to be kept in line with the product
• operate in regulated environments where document traceability is a requirement
• are looking for a comprehensive, specialised DMS without the complexity of an enterprise suite
• want to start with basic document management, knowing that advanced features will be available when the organisation is ready to use them

About Dos&Donts

Dos&Donts is an Italian company specialising in the design and implementation of technological solutions for the control, safety and management of cleanrooms, GMP environments and controlled-contamination areas. It operates primarily in the pharmaceutical and biotech sectors, offering systems for access and route control, door interlocking, environmental parameter monitoring, data analysis and plant maintenance.

About LogicalDOC

LogicalDOC is a document management system founded in 2006, available both in the cloud and on-premises. It offers full-text search with OCR, version control, document workflows, integration with Microsoft Office, REST API and WebDAV. It is used by companies worldwide in regulated, manufacturing, technical and professional sectors.

To find out more about how LogicalDOC can support more traceable and scalable document processes, you can start by assessing your business context and operational requirements.

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