Workflow Documentation Standards

We get asked a lot: “How do you handle design system documentation?” So I recorded a full walkthrough of our actual workflow. Here’s the short version: 1. We use Figma Console MCP to generate component documentation. 2. It analyzes the selected Figma component. 3. If a developed version exists, it compares design + code and checks for parity. 4. It generates structured markdown docs (great for nearly any documentation software as is). 5. We ingest those docs into our Company Docs MCP. 6. They’re published to a vector database and instantly retrievable via Claude, Slack, or any MCP client. The important part: This is not “press a button and hope for magic.” The purpose, intent, governance, and usage guidelines still start with humans. AI handles the structured synthesis. It inspects variants, props, tokens, detects drift, and formats it consistently. We stay involved where judgment matters. From there, documentation becomes queryable infrastructure. Ask Claude: → “What variants does Button Group support?” → “Which tokens are applied?” → “Is there drift between design and code?” Or ask the Slack bot the same thing. Same source. Same context. Live retrieval. The demo walks through the entire flow, including generating docs from Figma-only components and publishing them through our MCP server. If you’re deep in documentation work, this one’s for you. 🔗 Company Docs Repo: https://lnkd.in/gZpZ4p7W 📖 Resource Article: https://lnkd.in/gnHDXXA7 Documentation doesn’t have to sit in a static site hoping someone reads it. It can participate!

Unified QA/QC Document Matrix🚧 Quality is not created during inspection. It is built through structured documentation across every project stage. A well-defined QA/QC document flow ensures: ✔ Traceability ✔ Compliance ✔ Risk control ✔ Client confidence ✔ Smooth project handover Below is a simplified stage-wise QA/QC document matrix used in fabrication and construction environments. 📌 Project Planning & Kick-off Quality Plan (QMP) – Defines quality scope and objectives. Inspection & Test Schedule (ITS) – Defines inspection stages and acceptance criteria. Work Procedure (SWP) – Standard operational practices. Method of Execution (MOE) – Execution methodology description. Risk & HSE Assessment – Hazard identification and control planning. Document Register (DR) – Submission and approval tracking. 📌 Material Management Material Purchase Request (MPR) – Material sourcing and specifications. Mill Test Certificate (MTC) – Material compliance confirmation. Material Inspection Report (RMIR) – Incoming material verification. Material Traceability Log (MTL) – Heat and lot traceability. Identification Log – Tagging and marking control. Storage Record – Preservation and storage monitoring. 📌 Welding & Fabrication WPS – Defines welding parameters. PQR – Qualification test results summary. Welder Qualification Log (WQL) – Welder competency tracking. Fit-up Report – Joint preparation verification. Weld Inspection Report – Visual welding inspection. Dimensional Report – Tolerance verification. Consumable Record – Electrode and filler traceability. 📌 NDT & Examination VT Report – Visual surface inspection. PT Report – Surface crack detection. MT Report – Near-surface flaw identification. UT Report – Internal defect detection. RT Report – Radiographic weld integrity verification. PMI Report – Alloy and material grade confirmation. 📌 Surface Preparation & Coating Surface Preparation Report – Cleaning and profile verification. Environmental Log – Humidity and dew point monitoring. Coating Report – Application details and system records. DFT Report – Coating thickness measurement. Batch Register – Paint batch and expiry control. Holiday Test – Coating continuity verification. 📌 Testing & Final Verification Hydro / Pneumatic Test – Pressure and leak integrity verification. Load Test – Functional performance validation. Final Inspection Summary – Readiness confirmation. Repair / Touch-up Log – Rework tracking. Packing Record – Preservation before dispatch. 📌 Calibration, Audit & Handover Calibration Certificates – Instrument accuracy confirmation. Calibration Register – Validity tracking. Audit Report – System compliance evaluation. NCR – Non-conformance recording. CAPA – Corrective and preventive action tracking. As-Built Report – Final dimensional record. Material Utilization Report – Issue vs usage reconciliation. QA/QC Dossier – Final compiled quality records. Dispatch Note – Shipment approval.

Back to the Basics of Document Control Document Control ensures the right document reaches the right person, in the right version, at the right time. These fundamentals form the backbone of quality, compliance, and project success. 1. Document Identification Documents must be uniquely and consistently identified using: • Document number & title • Revision • Discipline & type • Originator • Status (IFR, IFA, IFC, As-built) Clear identification eliminates confusion and prevents parallel or incorrect versions. 2. Revision Control The heart of DC is managing change. Key actions: • Track every revision and history • Enforce revision rules • Maintain superseded versions • Ensure only the latest approved version is used • Prevent unauthorised modifications A wrong revision can lead to rework, delays, cost overruns, and safety risks. 3. Metadata Management Metadata acts as the DNA of the document. Essential fields include: • Document number, title, discipline • Vendor/contractor • Status & revision • Workflow stage • Approver/reviewer • Key dates Metadata enables searchability, governance, automation, and accurate workflows. 4. Workflow & Review Cycle Documents must follow a structured and auditable workflow: 1. Creation 2. Document Control Quality Check 3. Internal Review 4. Comment Consolidation 5. Approval 6. Issuance DC ensures compliance with procedures, standards, and client requirements. 5. Distribution & Transmittal Control DC ensures documents reach the correct recipients through: • Distribution matrices • Controlled transmittals • Secure EDMS distribution • Proper packaging This prevents outdated or incorrect information from being used by stakeholders. 6. Document Storage & Access Documents must be stored in secure, controlled environments: • EDMS / DMS • Controlled folders • Structured filing systems Goal: No missing files, no duplicates, no unauthorised access. 7. Monitoring, Reporting & Registers DC maintains all project-wide registers, including: • Document registers • Comment logs • Transmittal logs • MDR / VDR • Progress & KPI reports These provide full visibility and enable informed decision-making. 8. Archiving & Final Handover At project closeout, Document Control ensures complete, accurate, and traceable records: • As-builts • Vendor documentation • Transmittals • Final data books • Handover packages This supports operations, maintenance, audits, and future projects. Why the Basics Matter When organisations skip the fundamentals, they face: • Data chaos • Missing documents • Incorrect revisions • Poor compliance • Delays and cost impacts Back to basics means: • Clean metadata • Proper naming conventions • Structured workflows • Strict revision control • Accurate distribution • Full traceability • Strong governance These essentials form the foundation of quality, safety, schedule, and cost control in every project.

A senior engineer joined a team I was advising. First week, he spotted a weird workaround in the payment flow. He cleaned it up. Payments broke on a Friday at 4:55 PM. $47K in failed transactions before anyone caught it. The workaround existed because the payment provider times out on large carts. The retry logic caused double charges. The workaround prevented duplicates. Nobody had written that down anywhere. The team learned the same lesson twice. Once in production. Once in the postmortem. Here's the documentation problem most teams don't see: Skip it → institutional knowledge disappears the moment someone leaves. Document everything → shipping slows to a crawl. Docs drift. Reality moves faster than Confluence. The fix is a 3-part minimum documentation standard: The decision — What did we choose? What did we rule out? "We kept the workaround in the payment flow." The reason — Why does this exist? What constraint forced it? "Provider times out on large carts. Retry logic caused duplicate charges." The consequences — What breaks if someone removes this? When to revisit? "If removed, duplicates return. Revisit when provider supports idempotency keys." Three parts. One page. One link in the PR. What to document every time: ✓ Architecture decisions that change the shape of the system ✓ Weird workarounds that look wrong but are right ✓ External constraints — vendors, compliance, rate limits ✓ Public contracts — APIs, events, schemas What to stop documenting: ✗ UI screenshots of interfaces that change weekly ✗ "How to set up the repo" essays nobody updates ✗ Meeting notes with no decisions ✗ Anything that duplicates what the code already says Ship the software. Document the why. Skip the rest.