Document Workspace (DW) is found in the menu of the QM365: Functions & reports > Process/Documenation > Document Workspace. DW is mainly for producing Word and PDF’s and publish them to/as Governing documents (GDs). The documents published through DW are copied to the Governing Document library see picture below).
Document types
Please note that when installed, the system includes a set of document types. This is just an example of what they can be, but is not meant to be your own setup. You must carefully consider which document types you need. These types will also organize the tagged documents and display them in the resource summary for each process. Typical examples: procedure, routine, template etc. These document types are not translatable, so you may have to have different types for different languages.
Please note that documents published with one of these types: "Checklist/form" and "Template" will by default appear in a separate part of the resource display for a process so that end users use them. That is, open them, fill inn and save them agained with a different name / different place (usually Other documents library). For example checklists/templates such as meeting minutes, checklists, measurement readings etc.
Once you have decided, please create a ticket in the support system and we will adjust the settings so that the document types you need will be available to you.
Templates
At start-up, we adapt a template to create new documents in DW. We define the header, font and add the company logo. Create a document based on the default template and see how the template looks. You may edit this yourself and create more templates for DW - see here: Templates for DWS
Document flow
A document produced in DW 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 DW template
When installing QM365, a DW 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 DW 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 DW, 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
Additional libraries
DW may be set up to publish documents to additional SharePoint libraries if needed. This way, you can also use DW to other documents libraries, for example, "contracts" in the organisation. Please contact our support to help you with such as setup.