My Documents

Columns

To view quality system documents, you must belong to the same organization that is responsible for that document and have the app license. You can see quality system documents in the Released state. For quality system documents in any other state, you must be one of the following:

Author
Leader
Document Center Administrator
Subject Matter Expert
Quality system document's owner
Specifically granted read access to that document

Column Name

Description

Name

The name of the quality system document. You can click the name to open the properties for the template in a new window. Right-click the name to access the shortcut menu.

Expand the quality system document to view the list of reference documents associated with the quality system document and their hierarchical relationships:

The icon indicates that the document is a child of the document listed above it.
The icon indicates that the document is the parent of the document listed above it. Other children of this parent document are not listed beneath it.

Title

A descriptive title of the quality system document.

Type

The type of document, usually quality system document.

Description

The descripton of the quality system document.

Category

The category of the document, such as policy, procedure, instructions, and so on.

State

The current state of the document. The possible states depend on the type of document.

Rev

The revision level of the quality system document.

Ver

The current version number of the file checked into the quality system document. If the document contains more than one file, this column shows the number of files with a link that opens the list of files.

Number of files locked / number of files checked into this quality system document. For example, 2/4 indicates 2 files of the 4 files checked into this object are locked. Pause over the number to view the name of the user who has locked the file. Click to view the list of files.

Actions


Icon	Name	Action
	Subscribe	View and select subscriptions for a quality system document. For more information, see Collaboration and Approvals User's Guide: Subscription Management.
	Download	Download the files attached to the quality system document to your local computer. Browse to the directory or folder in which you want to download the files. If the quality system document has more than one file attached, the files are all added to a single ZIP file, which is downloaded to your local computer.
	Check Out and Lock	Check out the native-format files attached to the document to your local machine and lock the files from other users who cannot unlock them. Navigate to the folder or directory you want to contain the files. If the quality system document has multiple files attached, they are added to a single ZIP file, which is downloaded to your local computer.
	Check In	Check in a native-format file. For more information, see Collaboration and Approvals User's Guide: Uploading Files. The checked-in native-format document is automatically converted to a PDF that is also checked in to the quality system document. For more information, see About Automatically Generated PDFs for Quality System Documents.
	Add	Add native-format files to the quality system document. For more information, see Collaboration and Approvals User's Guide: Uploading Files.
	Lock	Lock the file without checking it out.
	Unlock	Unlock the file without checking in a new version.
	View	Open the file in a viewer app.

Owner

The person responsible for the quality system document.

SME

Subject Matter Expert: The person responsible for reviewing and approving the quality system document.

Responsible Organization

The organization responsible for maintaining this document.

Training Completion

The completion status of your training for this document. For any document that you are not assigned training, this column is blank.

The background is color-coded:


Color	Description
Red	Shows if the progress is less than or equal to 50% complete or the due date has passed.
Amber	Shows if the progress is more than 50% complete, but not finished, or has not been started and today is within 10 days of the due date.
Green	Training is complete or the due date is more than 10 days away.

You cannot complete training on a document until it reaches the Released state, but you can be assigned training before that point. Training shows as 0% completed with a red background.

File Drop

Allows you to drag a document and drop in on top of the

to add the selected file.

Modified

The most recent date that the document was edited.

Click

to open the properties page and file list for the document in a new window.

Filters

Click to choose a page view.


Option	Description
Active	All in-process documents. This includes quality system documents in the Draft, Review, or Approved states. You must be the document owner, a Document Center Administrator for a document's responsible organization, or the Subject Matter Expert assigned to the document.
Released	Only those quality system documents in the Released state. You must be the document owner, a Document Center Administrator for a document's responsible organization, or the Subject Matter Expert assigned to the document.
All	All quality system documents regardless of the current lifecycle state (but also subject to the above conditions).

Actions/Toolbar Commands

The page lists all types of documents; this topic only describes actions for quality system documents. For other types of documents, see the help for the app that manages that document type.


Action	Description	For More Information
Create New Controlled Document	Creates a controlled document.	Creating a Quality System Document
Delete	Deletes the selected documents. Click OK to confirm. Only the owner of a document or a Document Center Administrator can delete documents. You can only delete quality system documents in the Draft state, and the document cannot be connected to any change order or other document as a reference document.	—
Copy Existing	Creates a copy of an existing quality system document. The copy uses an AutoName, but you can edit the name on its Properties page. These items are copied to the new document: The value for periodic review enabled The value for periodic review interval The title The responsible organization The latest version of all files checked into the document Any pushed subscriptions, but not any other subscriptions The app creates the new document in the Draft state with you assigned as the owner, and shows the properties page for the new document. For more information, see Quality System Document Properties.	About Searches
Copy Selected	Creates a copy of the selected document. This action copies the same items as the Copy Existing action. When complete, the app shows the properties page for the new document.	Quality System Document Properties
Transfer Assignment	Permanently transfers the quality system document: To a different Subject Matter Expert for all future periodic reviews. If you only want to transfer the current periodic review, use the Reassign action on the Periodic Reviews page tab. For more information, see My Periodic Reviews. To a different person to be the implementing organization representative for the document. You must be a Document Control Administrator to transfer quality system documents.	Transferring Responsibility of Documents
Change > Change Request > Add To Existing As Affected Item	Attaches the selected quality system document to an existing change request. Edit the properties for the change request to add a change order template, if appropriate.	About Searches
Change > Change Request > Add To New As Affected Item	Creates a change request and associates the selected quality system documents with the new change request. After creating the change request, edit its properties to add a CO Template, if appropriate.	Creating a Change Request
Change > Change Action > Add To Existing As Proposed Change	Attaches the selected quality system document to an existing change action.	About Searches
Change > Change Action > Add To New As Proposed Change	Creates a change action and associates the selected quality system documents with the new change action.	Creating a Change Action
Add Classification Only shows if the document is in the Released state and you have the Document Center Administrator or Librarian role.	Allows you to search for and select a document family in the Approved state to add the Released quality system document to.	—
Controlled Print Only shows if the document is in the Released state and you have the Document Center Administrator role.	Allows you to create a controlled print of the document and selected files.	Creating a Controlled Print

Context Menu

You can right-click the name of a quality system document to open the context menu to act on that document.


Action	Description	For More Information
View Details	Opens the properties page for the quality system document in view mode.	Quality System Document Properties
Edit Details	Opens the properties page for the quality system document in edit mode.	Editing Quality System Document Properties
Delete	Deletes the quality system document. This action follows the same rules as Delete in the Actions menu.	—
Files	Opens the list of files checked into the quality system document.	File List for a Versioning Document
Lifecycle	Opens the lifecycle page for the quality system document.	Controlled Documents Lifecycle
Add To Library	Searches for a document family to which to add this quality system document. Only shows if IP Classification is installed on your system.	About Searches
Add to Collection > Add to Clipboard	Adds this document to the clipboard collection.	Shortcuts
Add to Collection > New/Add to Collections	Adds this document to a new or existing collection.	Adding Items to a Collection from a List Page
Expand > All	Expands the tree for this node showing all attached documents.	—