This example shows how the form architecture fits a real quality workflow. The exact fields and approvals should match your approved change-control procedure.

Define the record model

Use a main Document Change Request form for the request, reason, affected document, risk and decision. Link the affected controlled document through a relationship field. Use Child Forms only for repeatable items such as actions or impact assessments, and use a Child Document Form when the related revision must have its own controlled document and history.

Build the main form

1. Create or select the controlled Document Change Request document.
2. Add a new document form and choose a clear default title field, such as Request Number or Title.
3. Add requester, date, affected document, current revision, proposed change, reason, impact, priority and status fields.
4. Group review and decision fields in a tab if that improves the form; hide the decision tab on Add when it should be completed later.
5. Link any action table as a Child Form and place it near the review section.
6. Generate the form and test Add, Edit and View pages.

Configure relationships

Use a linked-model field to select the affected document rather than typing its title. Choose the display field that makes the record unambiguous. Configure file fields only for supporting evidence; the controlled revision should remain in Document Management.

Add workflow controls

• Configure the required approval process and approver sequence.
• Use All when every named control function must approve; use Any only for equivalent alternatives.
• Create follow-up tasks for assigned actions and target dates when the module requires them.
• Configure email triggers only for the events and recipients supported by the workflow.
• Create and test the PDF template if the request needs a formal output.

Test before release

1. Submit a new request with the minimum valid data.
2. Confirm hidden tabs and conditional fields appear at the right stage.
3. Send the request through approve, reject, reply and resubmit paths.
4. Confirm actions, child rows, document links, history and PDF output remain connected.
5. Verify the workflow with a normal user role.