Document classifications – Wiki

How to remove a classification?

Renan Menon — Tue, 21 Sep 2021 16:49:01 +0000

Atualizado em 09 de agosto de 2021

For a classification to be removed, it is necessary that the classification selected does not have any associated documents.

To remove a classification the user needs to have the permission to remove a classification enabled in the Qualiex settings.

Go to Dashboard.
Click on Docs – Documents.

3. Click on “Classifications” and select the classification you want to remove.

4. Click “Remove” and confirm the removal to complete.

How to edit a classification?

Renan Menon — Tue, 21 Sep 2021 16:48:08 +0000

Atualizado em 09 de agosto de 2021

You may edit the data of a classification.

Permission to edit a classification in the Qualiex settings in required.

Go to Dashboard.
Click on Docs – Documents.

3. Click on “Classifications” and select the classification you want to change.

4. Click on “Edit”.

The screen for editing the Classification will be displayed.

Name: Change the name of the classification.
Document Code: Change the document code. It does not allow changing if you already have another document with the same sequential number.

Use read confirmation: If the read confirmation option is changed, it will be necessary to select whether the change will be applied only to new documents or to all documents that have already been sent with this classification.

Permission to change read confirmation in the 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 marked yes.

Period of validity (in days): Inform the validity of the document, when the period expires the document becomes obsolete.
Review periodicity (in days): Define the deadline to carry out the revisions, after the expiration of the period, Qualiex will generate a pending issue.

To enable Periodicity of validity and Periodicity of revision it is necessary to have the permission of full access in the unit granted in the registration of the Qualiex employee .

Controlled document: Define whether the document will be considered controlled copy, when the option “yes” is checked, it is necessary to justify the reason for obtaining the copy of the document.

Justification for obtaining a copy can be viewed in the document’s history .

Print justification: Select to display a field to justify printing the document.
Generate PDF: Select to generate the PDF preview of the document. Supported file formats to generate PDF: DOC, DOCX, DOT, DOTX, ODF, ODP, ODT, PPT, PPTX, VSD, VSDX, XLS, XLSX, XLT, XLTX.
Description : Inform which documents can have this classification.

After filling in the data, click on “ Next”.

What is metadata and how do I register one?

Renan Menon — Tue, 21 Sep 2021 16:47:09 +0000

Atualizado em 05 de agosto de 2021

Metadata is additional information related to the classification; an additional field that does not exist in Qualiex that must be informed when we send / revise a document.
When we send / revise a document, a Metadata tab will appear with the registered fields.
After creating the classification, we can register the metadata.

Go to Dashboard.
Click on Docs – Documents.

3. Click on “Classifications”.

4. Then click on “New”.

On the Metadata tab , click add.

The field to fill in the data will be displayed:

Name: Enter the name of the field to be filled.

Use a dash to separate words, not spaces.

Type: Define the type of the field.
- Text: Allows you to enter a short text.
- Long Text: Allows you to insert a longer text.
- Date: Displays a calendar for selecting a date.
- Numeric: Allows you to enter numbers.
- Single Selection (List): Displays a list, allowing you to select only one option.
- Multiple Selection: Displays a listing, allowing you to select more than one option.
List: Enter the list that will be displayed when the field type is Single Selection (List) or Multiple Selection.
Default Value: Information entered in this field is automatically filled in documents that use header and footer templates in Word or Excel.

Mandatory: Define whether filling in the field will be mandatory or not.

How to create a classification for a document?

Renan Menon — Tue, 21 Sep 2021 16:46:26 +0000

Atualizado em 05 de agosto de 2021

In Docs when inserting a document, we must inform the classification, that is, the type of document that will be stored.
The most used classifications are: forms, work instruction (WT), process, manual, standard operating procedure (SOP).

Go to Dashboard.
Click on Docs – Documents.

3. Click on “Classifications”.

4. And then, click on “New”.

The screen for registering the Classification will be displayed.

Name: Enter the name of the classification.

Forms, work instructions, standard operating procedure, process or manual for example.

Document Code: The code can be an acronym or number, and serves to facilitate the identification of the document.

(SOP) for Standard Operating Procedure, (WT) for work instruction, for example.

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

Permission to change read confirmation settings in Qualiex settings 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.

We do not recommend using a generic user because it is not possible to identify specifically who performed the actions in the system.

Available only if the read confirmation option is habilitated.

Period of validity (in days): Inform the validity of the document, when the period expires the document becomes obsolete.
Review periodicity (in days): Define the deadline to carry out the revisions, after the expiration of the period, Qualiex will generate an alert.

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

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 of the document.

Justifications for obtaining a copy can be viewed in the document’s history.

Print justification: Select to display a field to justify printing the document.
Generate PDF: Select to generate the PDF preview of the document. Supported file formats to generate PDF: DOC, DOCX, DOT, DOTX, ODF, ODP, ODT, PPT, PPTX, VSD, VSDX, XLS, XLSX, XLT, XLTX.
Description: Inform which documents can have this classification.

After filling in the data, click on “Next”.