Document options – Wiki https://wiki.qualiex.com Base de Conhecimento Sobre o Software da Qualidade Qualiex Tue, 21 Sep 2021 16:44:49 +0000 pt-BR hourly 1 https://wordpress.org/?v=6.5.2 https://wiki.qualiex.com/wp-content/uploads/2021/10/cropped-favicon-32x32-1-32x32.png Document options – Wiki https://wiki.qualiex.com 32 32 Who can make a document obsolete in the system? https://wiki.qualiex.com/modules/doc-en/who-can-make-a-document-obsolete-in-the-system/ Tue, 21 Sep 2021 16:44:49 +0000 https://wiki.qualiex.com/?post_type=docs&p=957

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You can only make a document obsolete in the system only if you have permission in the “Change expiration date” folder.

Permission to make a document obsolete.

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]]> How to request to send a document? https://wiki.qualiex.com/modules/doc-en/how-to-request-to-send-a-document/ Tue, 21 Sep 2021 16:44:03 +0000 https://wiki.qualiex.com/?post_type=docs&p=952

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If the user is not allowed to send a document, it is possible to make a request.
A request email will be sent to selected users.

  1. Go to Dashboard.
  2. Click on Docs – Documents.
  1. Click on the “Documents” tab.
  2. Click Options> Request Document.

The window to request the document will be displayed.

  • Description: Enter the request message.
  • Employees: Select the employees to be notified by email.

The list shows users with permission to send a new document.

Click “Send” to send the message.

Follows the email that is sent when requesting a document

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]]> How to remove a document? https://wiki.qualiex.com/modules/doc-en/how-to-remove-a-document/ Tue, 21 Sep 2021 16:43:16 +0000 https://wiki.qualiex.com/?post_type=docs&p=949

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We can remove a document from Docs, to delete a document it is necessary to have permission on the folder or the document.

See how to grant permission to remove the folder or a specific document.

  1. Go to Dashboard.
  2. Click on Docs – Documents.
  1. Click on the “Documents” tab and select the document you want to delete.
  2. Click “Options”> “Remove”.

Confirm by clicking “B” and the documents are sent to the trash.

Remove more than one file holding the CTRL pressed while selecting the documents.

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 delete the document.
To permanently remove a document, access to , select the file and click on “Remove”.
Confirm the permanent removal and the document is deleted. If after removing the file from the recycle bin it is necessary to reuse the code, change in the document properties , to update the new code in the header and footer, change the file.

It is not possible to use the same code if in the Qualiex security options the option Block code reuse of removed documents is enabled.

Files removed from the recycle bin cannot be recovered.

Restore from trash

To recover a document that has been removed and is still in the trash, select the document and click “Restore”.

To restore a document, you must have the Edit all records permission that overrides other permissions.

Confirm the recovery of the document and it will be restored.

For units that have the item Password confirmation for critical operations enabled in the Qualiex security options, it will be necessary to inform the password to restore the document.

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]]> How to move a document from folder? https://wiki.qualiex.com/modules/doc-en/how-to-move-a-document-from-folder/ Tue, 21 Sep 2021 16:42:28 +0000 https://wiki.qualiex.com/?post_type=docs&p=944

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We can move a document from folder.

  1. Go to Dashboard.
  2. Click Docs – Documents.
  1. Click on the “Documents” tab and select the desired document.
  2. Click Options> “Move”.

To move a document from a folder, you must have Change permissions enabled in the folder settings in Docs or edit all records in the Qualiex settings. The user must have permission to send a new document in the destination folder.

A window will appear for selecting the destination folder in which the document will be moved.

  • Select the folder and click “Save”.
  • The document will be moved to the selected folder.

Documents moved from folder DO NOT change the Document Code according to the destination, who has permission to manually change the document properties.

Change the document code

Select the document and click Options> “Properties”.

The screen with the document information for editing will be displayed.

To edit the information, you must have the permission to Review the document.

  • Code: Change the document’s acronym.

To register the Metadata, click here.

If you have metadata configured in the selected classification, it will be displayed for completion in the Metadata tab.
After filling in the fields click on “Save” to finish.

The changes can be seen in the document’s history under Details.

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]]> How to make a document favorite? https://wiki.qualiex.com/modules/doc-en/how-to-make-a-document-favorite/ Tue, 21 Sep 2021 16:41:17 +0000 https://wiki.qualiex.com/?post_type=docs&p=941

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Mark a frequently accessed document as a favorite, to make it easier to find that file. Favorite documents are grouped in a folder.

  1. Go to Dashboard.
  2. Click on Docs – Documents.
  1. Click on the “Documents” tab.
  2. Select the document you want and click on Options> “Add to Favorites”.

The documents are grouped in the “Favorites” folder and are identified with the icon .

To remove a document from the Favorites folder, select the file and click on Options> “Remove from Favorites”. The document is no longer a favorite.

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]]> How to generate review pending in associated documents? https://wiki.qualiex.com/modules/doc-en/how-to-generate-review-pending-in-associated-documents/ Tue, 21 Sep 2021 16:40:19 +0000 https://wiki.qualiex.com/?post_type=docs&p=936

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When a document with an association is revised, we must inform which stakeholders will be notified to validate that all related documents are aligned.

  • Check Out document without flow: When sending a document with Review Complete, the notification options will be displayed.
  • Check Out document with flow: Upon completion of the flow approval step, the notification options will be displayed.
  • Doing nothing: Does not notify via e-mail and does not generate pending issues for those involved in the associated documents.
  • Notify by email: Users who are allowed to review the folder or document will receive an email informing them that a document that has an association has been reviewed.
  • Notify by e-mail and generate review pending: Users who are allowed to review in the folder or document will receive an email informing that a document that has an association has been reviewed and Qualiex will generate review pending.

Review pending

Associated documents that have changed should be assessed if revision is necessary. In Docs the documents that need to be updated are indicated by the icon .
Documents association are grouped in the “folder Associated Documents” through the shortcut Pending.

After reviewing and updating the document in Docs, through checkout and checkin the review pending is completed automatically.
If a document review is not required, remove the review pending manually.

  • In the document that will have the pending completed, click on the icon and the screen to finish will be displayed.
  • Select the pending item and click “Finish” .

Insert the note to remove the review pending and click “Ok“.

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]]> How to define a document as obsolete? https://wiki.qualiex.com/modules/doc-en/how-to-define-a-document-as-obsolete/ Tue, 21 Sep 2021 16:39:17 +0000 https://wiki.qualiex.com/?post_type=docs&p=934

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When a document is outdated, out of date or no longer used, we can define that it is obsolete.
Documents with an assigned expiration date are automatically defined as obsolete after the expiration date. For documents without an expiration date, you can manually define that the document is obsolete.

Find out more about obsolete documents in this article on our Quality Blog!

The Docs does not generate or pending notification for obsolete documents.

You must have permission to change the document’s expiration date.

  1. Go to Dashboard.
  2. Click Docs – Documents.
  1. Click on the “Documents” tab and select the desired document.
  2. Click Options> “Make Obsolete”.

Justify why the document will be defined as obsolete. Click “Ok” to finish.

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 make the document obsolete.
Documents defined as obsolete are marked in gray.

See in this article how to find obsolete documents.

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]]> How to associate document? https://wiki.qualiex.com/modules/doc-en/how-to-associate-document/ Tue, 21 Sep 2021 16:38:02 +0000 https://wiki.qualiex.com/?post_type=docs&p=932

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When a document is related to another, we can associate them as an attachment.

Example: A presence list can be associated with a training syllabus. A form can be associated with a procedure. A check list can be associated with a work instruction.

  1. Go to Dashboard.
  2. Click Docs – Documents.
  1. Click on the “Documents” tab and select the desired document.
  2. Click Options> “Associate Documents”.

It is necessary to have permission to review the documents that will be associated.

The window will appear to select the documents to be linked. Click the Associate icon.

It is not possible to associate documents that are in revision 0, that is, they do not yet have any revisions approved.

In the window that will open select the documents.

  • Locate the document by browsing the Query or Search by selecting All Documents.

Associate more than one file by holding down the CTRL while selecting documents.

  • After checking the documents that will be associated, click on “Select”.

The associated documents will be listed and can be viewed or removed.

  • Selecting the document, we can view the PDF of the file.
  • We can remove the association.
  • Clicking the icon  displays the details of the document.

Click “Close” to close the window.
Associated documents are indicated with the sign  in the document code, clicking on the icon redirects you to the document association screen.

When viewing, checking out an associated document, the system issues an alert, informing that there is an association.

Document review with association

When a document with an association is revised, we must inform which stakeholders will be notified to validate that all related documents are aligned.

  • Check Out document without flow: When sending a document with Review Complete, the notification options will be displayed.
  • Check Out document with flow: Upon completion of the flow approval step, the notification options will be displayed.
  • Doing nothing: Does not notify via e-mail and does not generate pending issues for those involved in the associated documents.
  • Notify by email: Users who are allowed to review the folder or document will receive an email informing them that a document that has an association has been reviewed.
  • Notify by e-mail and generate review pending: Users who are allowed to review in the folder or document will receive an email informing that a document that has an association has been reviewed and Qualiex will generate review pending.

Review pending

Associated documents that have changed should be assessed if revision is necessary. In Docs the documents that need to be updated are indicated by the icon .

Associated documents are grouped in the “Associated Documents” folder using the “Pending” shortcut.

After reviewing and updating the document in Docs, through check out and check in the review pending is completed automatically.
If a document review is not required, remove the review pending manually.

  • In the document that will have the pending completed, click on the icon  and the screen to finish will be displayed.
  • Select the pending item and click “Finish”.

Insert the note to remove the review pending and click “Ok“.

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]]> How do I view the properties of a document? https://wiki.qualiex.com/modules/doc-en/how-do-i-view-the-properties-of-a-document/ Tue, 21 Sep 2021 16:33:47 +0000 https://wiki.qualiex.com/?post_type=docs&p=930

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In the properties we can edit some data of the document.

  1. Go to Dashboard.
  2. Click Docs – Documents.
  1. Click on the “Documents” tab and select the desired document.
  2. Click Options> “Properties”.

The screen with the document information for editing will be displayed.

To edit the information, it is necessary to have permission to Review the document.

  • Code: Displays the document code. If the code is changed, to update the new code in the header and footer, change the file.

Required to edit code in Qualiex settings.

  • Name: Displays the name of the document.
  • Classification: Informs the type of document that will be sent, see more about the classifications in this article .
  • Elaborator: Name of the user who sent the document.
  • 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 have the controlled copy. If “yes” it is necessary to justify obtaining a copy of the document.

Necessary to have permission to change document controlled in Docs permissions.

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

Permission to change read confirmation settings in Qualiex settings required.

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

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

Available only if the read confirmation is “yes”.

  • Description: Enter details related to the document sent.

If you have metadata configured in the selected classification, it will be displayed for completion in the Metadata tab.

To register the Metadata, click here.

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

The changes can be seen in the document’s history under Details.

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]]> How do I send a link to access a document? https://wiki.qualiex.com/modules/doc-en/how-do-i-send-a-link-to-access-a-document/ Tue, 21 Sep 2021 16:32:48 +0000 https://wiki.qualiex.com/?post_type=docs&p=928

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To access a folder directly and facilitate the search, you may use the access link. It is not necessary to click on the folders until you find the desired folder.

The user who accesses the link must have permission on the folder to be able to view the documents.

  1. Go to Dashboard.
  2. Click Docs – Documents.
  1. Select the folder you want to change and click Options > Access Link.

A screen will appear with the access link.

 

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