Folders – Wiki

Why do folders and subfolders appear disabled?

Renan Menon — Mon, 20 Sep 2021 20:58:32 +0000

Atualizado em 31 de maio de 2021

Whenever the user selects [All documents] on the Search button on the right side of the screen: folders and subfolders will be disabled, and the system will search all system documents and not folders and subfolders separately.

In order for the folders and subfolders to appear, you must select Folder Documents in the search field, and then the folders and subfolders that these documents are inserted in will appear.

How to remove a folder?

Renan Menon — Mon, 20 Sep 2021 20:57:50 +0000

Atualizado em 31 de maio de 2021

You are able to remove a folder from Docs.

Go to Dashboard.
Click on Docs – Documents.

To remove a folder, it is necessary to have permission granted in DOCS.

To remove a folder, it cannot have subfolders and it must be empty, without documents and the trash cannot contain files removed from this folder.

3. Select the folder you want to remove and click Options> Remove. Confirm removal to finish.

How do I enable print permissions on the Docs folder?

Renan Menon — Mon, 20 Sep 2021 20:57:09 +0000

Atualizado em 31 de maio de 2021

By enabling the controlled copy option, printed documents display a watermark on the body of the document identifying them as controlled, non-controlled , and unidentified copies .

Go to Dashboard.
Click on Docs – Documents.

3. Select the folder you want to change and click Options > Print Permissions.

A screen will appear with the options to grant the user the printing access to the documents that are in the folder.
When the permissions are applied to the root folder, the subfolders must assume the permissions enabled, it is not possible to change this.

Use a user group that was created in the Qualiex settings to display only the collaborators in that group.

Print Controlled Copies: Defines that when printing the document, it will have the watermark with the information “Controlled Copy” .

Use for documents that must be more closely monitored when undergoing revision or replacement and must be collected by the company.

Print non-controlled Copies: Defines that when printing the document, it will have the watermark with the information “Non-controlled Copy”.

These documents are not monitored when they are reviewed within the organization.

Print Without Identification: Defines whether users can print documents without a watermark.

How to enable permissions on the Docs folder?

Renan Menon — Mon, 20 Sep 2021 20:56:24 +0000

Atualizado em 31 de maio de 2021

In Docs we can define the permissions / accesses that the user can have in the folders. Define specifically what the user can accomplish in a given folder.

Go to Dashboard.
Click on Docs – Documents.

3. Select the folder you want to change and click Options > Folder Permissions.

The screen will appear with the options to grant the user access to the folder

Use a user group that was created in the Qualiex settings to display only the collaborators in that group.

When the permissions are applied to the root folder, the sub folders must assume the permissions enabled in the root folder, it is not possible to change this.

Add Folders: Allows the user to create folders within a root folder.
Remove Folders: Allows the user to remove folders already created within the system.
Send New: The user will be able to send/upload a new document within the selected folder.
View: The user will have permission to view documents online.
Get Copy: The user will be allowed to get a copy / download the documents that are inside the folder.
Review: The user will be able to review a document when it is going through an approval/revision flow.
Remove: The user will be able to remove a document from within the folder.
Change Permissions: The user will be allowed to change the permissions of another person within the selected folder, and edit / rename the folder.
Change expiration date: The user will be allowed to change the expiration date of the documents that are in that folder.
Change next revision date: The user will be allowed to change the next revision date of the documents that are in that folder.
Change controlled document: The user will be able to change whether the documents in this folder will have the controlled copy watermark, so it is necessary to justify obtaining a copy.

Copy justification can be viewed in the document’s history.

Check the options that the employee will have access to, and click “Save ” to finish.

How to edit the name of a folder / subfolder?

Renan Menon — Mon, 20 Sep 2021 20:55:28 +0000

Atualizado em 31 de maio de 2021

We can rename a folder or change some information.

Editing the code of the documents will be applied only for new shipments.

Go to Dashboard.
Click on Docs – Documents.

Select the folder you want to change and click on the Options icon > Edit / Rename. Change the information and click “Save” to save the changes.

To edit the folder, you must have permission to edit all records or change permissions on the root folder.

How to create folder structures in Docs?

Renan Menon — Mon, 20 Sep 2021 20:54:47 +0000

Atualizado em 31 de maio de 2021

In Docs we can create the folders and subfolders where documents are stored.

You cannot insert a document without linking it to a folder.

1. Go to Dashboard .

2. Click on Docs – Documents .

3.Click on the “New” icon and enter the information for creating the folder.

Folder Name: Enter the folder name.
Belongs to: For root folders leave the field blank. For subfolders, inform the folder to which this one will be associated.

Subfolders will appear below the folder

Document Code: It will be the identification of the documents inserted in the folder .
Observations: Inform the types / classifications of documents that should be stored in the folder.

Enter the information and click “Save” to finish creating the folder / subfolder.

Docs Home – Document Management

Renan Menon — Mon, 20 Sep 2021 20:54:03 +0000

Atualizado em 31 de maio de 2021

With the DOCS module you have the electronic management of the documents, so the documents are centralized in Qualiex, you may configure what type of access the users should have in a document, automated approval or review flows and many other features.

Find out more in this article about document management on the Quality Blog!

Access Qualiex through the link: https://apps1.qualiex.com/, enter the email and click Next , enter the password and click Enter.

1 – Access DashBoard

2 – Click on Docs – Documents

3 – Click on the “Documents” tab . The main screen of the Docs module will be displayed

Menu for parameterizing the folder: Create, edit and configure the permissions of the folders.
Folder Structure: Shows the created folders and subfolders.
Menu for using the documents: Send, download, configure the permissions of the documents.
Document search: Locate the documents.
List of documents stored in the folder: See the documents that are in the selected folder.

Details

See the details of the functionalities of this window.

Folders

1 – : Create a new folder or subfolder.

2 – Options:

Edit / Rename: Edit the folder information.
Folder Permissions: Enable folder access permissions.
Print permissions: Grant printing access to documents that are in the folder.
Access Link: Access the folder directly, without having to browse.
Remove: Delete a folder or subfolder.

3 – Folder structure: Shortcuts, folders and subfolders created.

Favorites: Group the frequently used documents for easy access.
Trash: Removed documents are sent to the trash.
Flow in Progress: Documents that are in flow are grouped in this folder.
To-dos: Tasks awaiting user action.
- Associated Documents: Documents that have been linked and are pending review are listed in this folder.
- Reading: Documents waiting for the confirmation of the user’s reading confirmation, are grouped in this folder.
- Review Requests: For users who are allowed to review, documents with a review request are located in this folder.

Search

4 – Information about the search: Guidelines that assist the search / filter to locate a document.

5 – Search for a document: Use this button to facilitate the search for a document, select options and click on .

Search: Find by searching in All Documents, Documents in the Folder or Last Accessed.

While using the search for All Documents the folders will be disabled.

All Documents: Search All Documents, Except Obsolete or Only Obsolete.

Tools

6 – Document management tools: Send a document, see the PDF version online, document details, Check Out to review, Check In to update the document , send notifications, parameterization options and your notifications.
: Adds a new document or physical copy record.
: Opens the document’s online visualization.
: Download the latest approved revision on the computer.
: Displays the details of the document.
: Download the document to your computer to review or change it. During Check Out the document is blocked to prevent simultaneous access.
: Send the version downloaded and changed at Check Out to Docs for update.
: If it is necessary to notify / inform / request those responsible for the document. According to notifications configured in Qualiex and Docs.

Physical Copies: Registration of printed copies distributed in the company.
Request New Review: Allows you to request a review of the document.
Print: Allows you to print the document.
Add to Favorites: Set the document as a favorite.
Access Link: Access a folder through a link.
Associate Documents: To link/associate documents.
Make Obsolete: Turn a document obsolete.
Permission: Document permissions.
Revision Requests: Displays the pending revisions of the document.
Remove: Remove the document.
Remove last revision: Remove the last published revision.
Properties: Displays document data.

: Displays notifications according to the documents that the user is involved with.

Alert icons

7 – Indication icons: Quickly indicate some information about the document.

Flow: Indicates that the document is going through the approval flow.
Favorite: Indicates that the document is a favorite.
Pending Review: Displayed when there is a pending review of the document.
Read confirmation: Shows that the document has a pending read confirmation.
Physical copies: Indicates that it is necessary to update the physical copies.
Locked: Indicates that the document was checked out by another user.
Format: Displays the document type (word, excel, image, video …)

Listing view

Change the view of the list by clicking on the arrow icon in any column.

Sort in ascending or descending order .
Add or remove the visualization of the columns: Code, Name, Extension, Revision, Revision Date, Approval date, Next revision, Valid until, Size, Classification and Elaborator.

Group by the field once selected and the list will be displayed in groups.

Example of grouping by the column Elaborator.