Creating a Document
If you want to store a file, rather than entering text directly into a ‘page’, then add a ‘document’. The file may be a Word, Excel, pdf, Visio, a CAD file – anything. The file will be stored as-is. In order to view the contents, the file must be downloaded first. Editing is done with the original application that created the file, on your local computer, then uploaded back to Quality Systems Toolbox. Full version control means you can revert back to a previous version of the file.
Go to the Document Manager and Click on Add Document.
Enter the Document Number, if it has one. This may include text and numbers, e.g. MSP-01. Your company may have a policy on how documents are numbered.
Enter a descriptive Title, or the one the document already has. The red square next to the field label tells you that this field is required (see picture below).
Add a short summary of the document in the Description field – this is especially important if the Title is not very descriptive. It will help users decide if this is the file they need before they download it.
Choose a Category for the document. This is optional and you can choose more than one. Assigning a document to a category can help you find it later using the search filters at the front of the document manager. The list of categories can be customised by a user with manager privileges for your site. In the picture below, the document has been assigned to the category “Inspection and Test Plans”.
Choose a Document Owner. This person is responsible for keeping the document up-to-date. They must be a user of Quality Systems Toolbox and will be granted edit and delete privileges for the document. The creator of the document will also retain the ‘Owner’ role which also has edit and delete privileges.
The Physical Location field is used for documents that are stored in a particular physical location. This might be because they only exist as a hard copy, for example, published Standards books, or catalogues. You can use the Document Manager to search for these documents and maintain their revision history. It may also be used to record locations of distributed hard copies that will need to be updated when a new revision is released. Storing this information in Quality Systems Toolbox helps you keep all the copies up-to-date.
Upload the File from your local hard disk if you are creating a new document or replacing the existing file. Click the ‘Choose File..’ button to start browsing your local computer for the file. When you have found the file you want to upload, select it by double clicking it or highlight the file and choose ‘Open’. The browsing window will close automatically and you should see the filename in the file field.
You can link to other content using the Related Items field. This may be other Documents or an Asset or any other content in Quality Systems Toolbox. For example a Safe Work Procedure for an Asset can link to the Asset, or a procedure may refer to a form. Linking things together makes it easy to ‘follow a path’ to find the information you need. (1) Click on “Browse” to open up the Search window. (2) Enter some search text and click the “search” button. (3) Click “insert” for the item you want to link to.
Revision Status and Revision Date should match any revision number or text on the document itself (e.g. “1.1”, “Rev A”). Controlled documents should have the revision details contained in the document itself so that any hard copies printed can easily be compared with the current revision stored in Quality Systems Toolbox. The Revision details may be a number, or text or date or any combination. Your company may have a policy regarding the format to use. If you don’t have a current policy and are not sure what to use, we recommend using just the Revision Date and leaving Revision Status empty.
Don’t forget to fill in the Version comment describing the changes you’ve made – it helps other users decide if they really need to update their copy. The red square next to the field label tells you that this field is required.
The Document will start in the “draft” workflow state. Only an Owner or a Manager can view (and edit) the document.
When you are ready to release the document, submit the document for review.
The workflow state will show “pending” until a user with ‘Manager’ role approves and releases it. Users with the ‘Manager’ role may release documents directly using ‘self approve’.
Once the document has been ‘released’, all other users will be able to view it.