How to send a document without going through the approval flow?

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You may send a document to a folder that has no defined approval flow.
When a flow is not mandatory, you can send a document without having to perform the parameterized flow in the folder.

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

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

4. Click “Send Document”.

The screen to upload the document will be displayed.

To apply automatic header / footer and printing with a watermark, the document must have the extension in .docx and .xlsx . Other formats do not accept automatic formatting. Files up to: docx: 100 MB / PDF: 75 MB / xlsx: 10 MB / Videos: 50 MB (cannot be viewed).

  • Situation: Select the status of the document to be sent:
    • In preparation: Document that is still in preparation, is being altered until reaching the final version.
    • Revision completed: Document that has already been revised and can be published and made available to users.

Documents sent in preparation have the light pink background .

In preparation

  • Situation: Select In progress/preparation.
  • File: Click on the  icon and locate the file to be sent on your computer.
  • 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.
  • Expiration periodicity (in days): Inform the expiration of the document, when the period expires the document becomes obsolete.
  • Revision frequency (in days): Define the deadline to carry out the revisions, after the end of this period Qualiex will generate a revision pending issue.

To enable Expiration Periodicity and Revision Periodicity it is necessary to have the permission to edit all the records granted in the Qualiex settings.

  • Controlled document/copy: Define whether the document will be considered a controlled document/copy, when it is necessary to justify the reason for obtaining the copy of the document.

It is necessary to have permission to change controlled document in Docs permissions. Justification for obtaining a copy can be viewed in the document’s history.

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

Permission to change read confirmation settings in Qualiex settings is required.

  • 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.
    • Available only if the read confirmation is “yes”.
  • Description: Enter details related to the document sent.

Review Completed

As the word / excel online viewer has limitations for some features, send a PDF for viewing, and when you get a copy or checkout a document, it will be in the original format.

  • Situation: Select Revision completed.
  • 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.
  • No.: Enter the revision number.
  • PDF: Click the  icon to add a PDF for viewing.

To add a new PDF version, the user must have been the one who has sent the document into Docs or has the permission to edit all records in the Qualiex settings .

  • 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.
  • Next Revision: Indicate the date of the document’s next revision.
  • Valid until: Enter the expiration date of the document, after this deadline it will becomes obsolete.
  • Controlled document/copy: Define whether the document be considered a controlled copy, if so it will be necessary to justify the reason for obtaining the copy of the document.

It is necessary to have permission to change controlled document in the Docs permissions. Justifications for obtaining a copy can be viewed in the document’s history.

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

You must have permission to change the read confirmation settings in the Qualiex settings.

  • 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.
    • Available only if the read confirmation is “yes”.
  • 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 the Qualiex security options, it will be necessary to enter the password to send a document with completed review.

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