Document Development (DD) is found in the upper menu of the QM365 screen and is available in the Business and Enterprise editions of QM365. DD is for producing Governing documents (GDs). The documents published in DD copies to the Governing Document library in Manage (see picture below). Naturally, there are different types of documents, and each organisation have different types. Typical document types could be instruction, template, procedure etc. See how to get help to define such initial setups in the link below. For Enterprise users, DD may be set up to publish documents to additional SharePoint libraries than GD in Manage. This way, you can also use DD to other documents libraries, for example, "contracts" in the organisation.
Document flow
A document produced in the DD follows a flow, shown in the illustration above. See videos below on how each step is performed:
The document is created/revised by the author.
When the author is done, the document may be sent on a consultation round (see video).
The document is sent to be approved by the approver.
The approver may either decline or, if Verification is activated, send it to Verification. If not, publish the document.
A document may be published in the original format or PDF.
Before publishing, the publisher makes sure all tagging is correct such as organisation, processes and roles.
When a document is published, the approver/verifier may:
Send no notifications.
Send notifications to related roles.
Send notifications and require reading confirmation to related roles.
Whenever desired, the author may reset the document to "draft" and start a new one.
End-users will only see the latest published version.
A new document may be created from a DD template
When installing QM365, a DD template should have been created that will be the basis for all new documents. This template has a heading with (most often) the organisation's logo and field showing information from the database. Examples are the document's title, document type, author, approved by, approved date, version of the document. This template connects the header to the QM365 database and updated the header for each new version with the mentioned data giving valuable information about the document to the end-user. See the video on how to add a new document from a DD template.
A new document may be imported as an existing document
Documents that already exist that do not need any header connected to the database may be imported directly with the "Upload a document" feature. See the video on how to add a new existing document.
The menu system explained
The menu system puts a document in its relevant tab based on its status. The "All" tab shows all documents an owner has. Document Administrators will see all documents in this tab.
Different operations options hide behind the three dots:
The most common operations are immediately available.
Less common operations are available in the "Document administration" choice.
The maximum number of documents displayed in one view is set at the bottom left "Show X lines". Choose between 25, 50, 75 and 100.
If several documents are visible in one view, browse to the next or previous set with the bottom right menu: First, Previous, Next, and Last.
You can use the search field on the top to look through the text visible in the chosen tab. There is a separate filter for each tab, and the system will remember your last filter text when you click back and forth. To reset the filter, remove the text.
Different document roles different functions
When working in DD, a user will have different roles connected to different documents.
The document owner can:
Created and edit documents.
See all documents owned in the "All" tab.
Owns the consultation rounds
Start new revision (set back to draft).
Retract a document.
Archive a document.
Delete a document (requires individual rights).
Consultation round participant can:
Read and comment on the version of the document.
Approver/verifier can:
Approve or rejects the version with a comment.
Publish the document.
Document Administrator (must be a member of a separate right group) can:
See all documents:
Quick publish functionality - may skip approval/verification and publish directly after creation/upload
Change document owner