For documents that are printed, but do not need to be scanned and sent to Docs, simply make the record that there is a physical copy of that document archived in the company.

1. Go to Dashboard.
2. Click on Docs – Documents.

3. Click Documents.

4. Click New and then Physical Copy Record.

 

Insert the data to register the physical copy of this document.

• Name: Enter the name of the document to be sent.
• Classification: Inform the type of document that will be sent.
• Tags: These are key words to facilitate the search of the file in the system.
• Revision date: Filled in automatically.
• Approval Date: Filled in automatically.
• Nº: Revision number of the printed document.
• Next Revision: Indicates the date of the next revision of the document, as registered in the document’s classification .
• Valid until: Indicates the document’s expiration date, as registered in the document’s classification .
• Description : Enter details related to the document sent.

If metadata has been configured in the selected classification, it will be displayed for filling in the Metadata tab.

For units that have the Password Confirmation for Critical Operations item enabled in the Qualiex security options you will need to enter the password to complete the physical copy registration.

After filling in the fields click on “Send” to finish.
Hard copy records are identified by the icon .

It is possible to insert a PDF for viewing, if the document has features that are not supported to use the word / excel online viewer in Docs.

1. Go to Dashboard.
2. Click on Docs – Documents.

3. Click on the “Documents” tab and select the desired document .

4. Click on “Details”.

The screen with detailed document information will be displayed.
Click the Reviews tab (right side) and click the Send PDF icon .

The screen for selecting the PDF will be displayed.

Select the PDF file to be sent and click “Save”.
The check out for review is done in word / excel formats and the file to be displayed online will be the PDF which was added.

To check a document that is in a folder that has a parameterized flow, the user must be involved in the flow that was defined in Docs .

1. Go to Dashboard.
2. Click on Docs – Documents.

Documents with the flow in progress are highlighted with the  icon.
Click on  to start the flow.

In the verification step, it is not allowed to change the document, only to view it, so only the PDF option will be enabled.

In the History tab, the Date in which the change was made is listed, in which step of the flow, the User who made the change, the type of action performed and the observations provided.

The window will appear with the options to proceed with the flow.

• Finish task: When the document is revised and the flow will proceed to the next step.
• Cancel Flow: If the verifier wants to cancel the flow.
• Return to Step: Returns to the previous step in the flow. It is necessary to insert a justification.
  • 0. Elaboration: Returns to the elaboration/preparation step of the document.
  • 1. Review: Returns the document for review.
• Notes: If necessary, insert a note.

Click “Ok” to finish.

Completed steps are marked with a  date and time of completion.

To revise a document that is in a folder and has a parameterized flow, the user must be involved in the flow that was defined in Docs.

1. Go to Dashboard.
2. Click on Docs – Documents.

Documents with the flow in progress are highlighted with the  icon.
Click on  to start the flow.

The window to proceed with the approval flow will be displayed.

1. PDF: Provides viewing of the document in PDF.
2. Get Copy: Allows you to download the document on your computer.
3. Check Out: Perform a Check Out to change the document information.
4. Check In: After making changes to the document that was downloaded during Check Out do the Check In of the Document.

In the History tab, the Date that the change occurred is listed, in which step of the flow it happened, the User who performed the change, Type of the action performed and the Observations inserted.
When performing Check In, it is necessary to inform the revision data and describe the changes made.

• File: Click on the three dot button and select the file that was downloaded at Check Out, edited and saved on the computer.
• Changes made: Describe the changes that were made to the document.

Click Next to proceed to the Documents tab.

Check the document data.

• Name: Displays the name of the document.
• Classification: Informs the type of document that will be sent.
• Tags: These are the keywords to facilitate the search of the file in the system.
• Controlled document: Defines whether the document will be considered a controlled copy, when “yes” it is necessary to justify the reason for obtaining the copy.

• Use read confirmation: Enable this option if the document needs read confirmation.

• Deadline to confirm reading after review: Set the deadline in days for the user to confirm reading the document. Expired reading deadline generates a notification for the user.

• Document Description: Information and details related to the document sent.

If metadata has been configured in the selected classification, it will be displayed for filling in the Metadata tab.

After filling in the fields, click on “Send” to update the document and end the flow action.
Check the Done option and click “OK”.

The window will appear with the options to proceed with the flow.

 

• Finish task: When the document is reviewed and the flow will proceed to the next step.
• Cancel Flow: If the reviewer wants to cancel the flow. Justification will be needed.
• Return to Step: Returns to the previous step in the flow. Justification will be needed.
• Notes: If necessary, insert a note.

Click ” Ok” to finish.

The completed steps are marked with a  and with the date and time of completion.

You can review a document that has been sent to a folder without going through an approval flow.

1. Go to Dashboard.
2. Click on Docs – Documents.

3. Click Documents and select the document you want to make changes to.

4. Click Check Out, the file will be downloaded to your computer.

To cancel a Check Out, select the document and click on the “Unlock” button, the document will not keep the changes made, the changed information will be lost.

In order to update the revised document into Docs, it is necessary to Check In the document.

Select the document and click the Check In button.

The screen for entering document information and revision details will be displayed.

Situation: Select the status of the document to be sent:

In preparation

Document in preparation, it is being altered until reaching its final version.

• File: Click on the  icon and select the file that has been edited on the computer.
• Changes made: Describe the changes that were made to the document.

Revision completed

A document that has already been revised and can be published and made available to users. When updating a document under Revision completed, the number of the revision changes.

• Revision date: If a date is not defined, it is automatically filled in with the current date.
• Approval Date: If a date is not assigned, it is automatically filled in with the current date.
• PDF: Click the  icon to add a PDF for viewing.

• File: Click on the  icon and select the file that has been edited on the computer.
• Changes made: Describe the changes that were made to the document.

After entering the revision information and clicking on “Next”, you will continue by providing the document information.

• Name: Displays the name of the document.
• Classification: Informs the type of document that will be sent.
• Tags: These are the keywords to facilitate the search of the file in the system.
• Valid until: Indicates the document’s expiration date, as registered in the document’s classification.
• Next Revision: Indicates the date of the next revision of the document, as registered in the document’s classification.
• Controlled document: Define whether the document be considered a controlled copy, if so, it will be necessary to justify the reason for obtaining a copy of the document.
• Use read confirmation: Enable if the document needs read confirmation.

• Deadline to confirm reading after review: Set the deadline in days for the user to confirm reading the document. Expired reading deadline generates a notification for the user.

• Description: Enter details related to the document sent.

If metadata has been configured in the selected classification, it will be displayed for filling in the Metadata tab.

After filling in the fields click on “Send” to finish.

Password confirmation for critical operations

For units that have the option password confirmation for critical operations enabled in Qualiex security options, it will be necessary to enter the password to send a document with completed revision.

To approve a document that is in a folder that has a parameterized flow, the user must be involved in the flow that was defined in Docs.

1. Go to Dashboard.
2. Click on Docs – Documents.

Documents with the flow in progress are highlighted with the  icon.
Click on  to start the flow.

The window to proceed with the approval flow will be displayed.

1. PDF: Provides viewing of the document in PDF.
2. Get Copy: Allows you to download the document to your computer.
3. Check Out: To change the document information, check out.
4. Check In: After making changes to the document that was downloaded in Check Out do the Check In of the document.

For units that have the item Password confirmation for critical operations enabled in the Qualiex security options, it will be necessary to enter the password to perform the check in / check or obtain a copy of the document.

In the History tab, the date that the change has occurred is listed, in which step of the flow the change occurred, the User that made the change, the Type of action performed and the Observations inserted.

When performing Check In, it is necessary to inform the revision data and describe the changes.

• File: Click on the  icon and select the file that was downloaded at Check Out, edited and saved on the computer.
• Changes made: Describe the changes that were made to the document.

Click “Next” to continue on the Documents tab.
Check the document data.

• Name: Displays the name of the document.
• Classification: Informs the type of document that will be sent.
• Tags: These are the keywords to facilitate the search of the file in the system.
• Next Revision: Indicates the date of the next revision of the document, as registered in the document’s classification.
• Valid until: Indicates the document’s expiration date, as registered in the document’s classification.
• Controlled document: Define whether the document will be considered a controlled copy, when “yes,” it is necessary to justify the reason for obtaining the copy.

• Use read confirmation: Enable if the document needs read confirmation.

• Deadline to confirm reading after review: Set the deadline in days for the user to confirm reading the document. Expired reading deadline generates a notification for the user.

• Description: Enter details related to the document sent.

If metadata has been configured in the selected classification, it will be displayed for filling in the Metadata tab.

After filling in the fields, click on “Send” to update the document and end the flow action.
Check the Completed option and click “OK“.

The window will appear with the options to proceed with the flow.

• Action: Inform what will be done in the flow:
  • Complete Flow: When the document is approved and the flow will proceed to the next step.
  • Cancel the Flow: If the approver wants to cancel the flow . It is necessary to leave a justification.
  • Return to Step: Returns to the previous step in the flow. It is necessary to leave a justification.
    • 0. Elaboration: Returns to the elaboration/preparation step of the document.
    • 1. Review: Returns the document to the review step.
    • 2. Verification: The document will be sent to verification again.

 

After selecting the action to be performed in the flow, you should continue to check the following information:

• Completion: Indicates the date of completion of the flow, filled in automatically.
• Next Revision: Indicates the date of the next revision of the document, as registered in the document’s classification.
• Valid until: Indicates the document’s expiration date, as registered in the document’s classification.
• Notes: If necessary, insert a note.

You can send a document to a folder that has an approval flow set up.

1. Go to Dashboard.
2. Click on Docs – Documents.

3. Click on Documents and the “New” icon.

4. Click on “Send Document” .

The screen to upload the document will be displayed.

• Flow: Available for selection when flow is not mandatory.
• Revision No.: Enter the revision number of the document.
• File: Click on the  icon and select the file that has been edited on the computer.
• Name: Displays the name of the document.
• Classification: Informs the type of document that will be sent.
• Tags: These are the keywords to facilitate the search of the file in the system.
• Next Revision: Indicates the date of the next revision of the document, as registered in the classification of the document.
• Valid until: Indicates the document’s expiration date, as registered in the document’s classification .
• Controlled document: Define whether the document will be considered a controlled copy, when it is necessary to justify the reason for obtaining a copy of the document.

• To Use Read Confirmation: Enable whether the document needs a read confirmation.

• Deadline to confirm reading after review: Set the deadline in days for the user to confirm reading the document. Expired reading deadline generates a notification for the user.

• Description: Enter details related to the document sent.

After entering the information click Next to start the document approval flow identifying those involved in the flow.
To indicate a user with the status ” To be defined “, click on the link and select the user from the list.

If metadata has been configured in the selected classification, it will be displayed for filling in the Metadata tab.

 

After filling in the fields click on “Send” to finish.
The document will be available in the system only to those involved in the flow.

Pending flow documents can be accessed via the “Flow in Progress” shortcut .