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Usually, we define documentation as what describes the different processes and documentation connected to the organisation's operation. We use these abbreviations: PM=Process map, PD=Process descriptions, AC=Activities, GD=Governing Documents, DWS=Document workspace, OD=Other documents, CL=Contract library, AL=Additional library This table explains where/how such documentation may be stored:
Docmethod/ |
|---|
PM |
|---|
PD |
|---|
Activities
DWS
Other documents
Additional libraries
AC | DWS > GD | OD | CL | AL | |||
|---|---|---|---|---|---|---|---|
Edit in system | X | X | X |
|
|
|
|
Show in system | X | X | X |
|
|
|
|
Show outside system |
|
|
| X | X | X | X |
Classic document |
|
|
| X | X | X | X |
Reformatting recommended |
| X | X | X |
|
|
| ||
Approval | X | X | X | X |
Notification / reading confirmation
X
X
X
|
|
| |||||
Consult. round | X |
|
| X |
|
|
|
Discussion threads |
| X |
|
|
|
|
|
Publishing | X | X | X | X |
|
|
|
Notification / read confirmation | X | X |
| X |
|
|
|
Version no | X | X |
X | X |
|
|
|
Print / pdf | X | X |
X | X | X |
X | X |
Drawings / Process maps
Drawing processes in the Process Module (PM) creates a visual representation of the processes connected to each portion of the organisation. Each drawing or box can have a Resource Summary, which summarises all documentation for that process in the system. This visual communication of details makes processes easy to understand, navigate through, and you find relevant information within a few clicks. You can populate The Resource Summary of each process with information by tagging each new element in the databases' different lists to one or more of the process list elements. Because they are governing documentation, Process maps/drawings are controlled through Rights Management. Only drawing/map/page owners, co-authors, and Process Administrators can edit drawings. Process maps are also controlled by having a function in Edit-mode for Draft-Approval-Publishing of new versions of drawings. Drawings must be put into "draft mode" to make edits and be sent to approval and publishing before end-users can see the new changes made to a drawing.
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These are classic documents such as Word, Excel, PowerPoint, PDFs etc. A separate function, Document Workspace, has been created to create, edit, approve and publish such governing documents. You may tag one document to several processes. Your QM365 setup also needs to define the necessary categories of documents, such as job description, template etc. Read more here: Document Workspace (DW)
Links
You should add all links relevant to a process separately in the links list (and then tagged to one or more processes). Links will help communicate the online location of a separate system or information source relevant to the process. It is essential to add URL links in the separate links list instead of including them in the Process Description or Activities. If a link changes, it will only need to be updated in one spot (the links List), and the system will automatically show the updated link in each process that it is tagged. As a precaution, do not include links within a document, PD or Activity. It requires much work to maintain and update links as they tend to change over time. Use the link functionality.
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