Creating a Quality System Document

You can create a quality system document or any other type of document. Document Center Administrators, Subject Matter Experts, and Employees of the organization can create documents.

Note: If you want to create a document based on a template, see Creating a Quality System Document from a Document Template.

  1. Use one of these methods to open the Create New Document dialog box:

    From the top bar, click Add > Documents > Create New.

    From the My Documents list:

    1. View the My Documents tab. See My Documents.
    2. Click Actions > Create New from the page toolbar.

  2. Enter these details:

    FieldDescription
    TemplateIf you want to create the document from an existing template, click to search for and select the document template.

    If you select a template to create the document from, the app copies text to several fields. You can keep many of those values or edit them. Any trainees or subscriptions defined for the document template are copied to the document. The latest versions of all files checked into the template are also checked in to the new document.

    TypeYou only need to change the type if your company has defined subtypes of controlled documents. Click to select a subtype.

    If you select a subtype, the app updates the Category list for the categories specific to the subtype, if any.

    NameType a name for the document or select AutoName to use a system-generated name. Names are case-sensitive and spaces are allowed. You can use complete names rather than abbreviations, making the terminology in your system easier for people to understand. Generally, name lengths can be a maximum of 127 characters. Leading and trailing spaces are ignored.
    TitleType a title for the quality system document. If you used a system-generated value for the Name field, you should enter a brief, descriptive title for the document template.
    CategoryFrom the lsit, select the type of quality document. For example, Policy, Procedure, or Instruction. The list of categories depends on the selected Type of document.
    Note: You cannot change the category after the document is created.
    DescriptionType a brief description of the purpose of the document.
    Responsible Organization

    Only appears if the user is a Document Center Administrator or Leader.

    By default, the logged in user's active organization displays. You can search for and change the responsible organization. Start entering the name to select an organization, or click to search for the organization.

    Only organizations with which you are associated as a member or an employee, and other organizations with a parent relationship to those organizations with which you are associated, are available for selection. You can only select an active organization—that is, an organization in the active state, not the inactive state.

    The selected organization is responsible for implementing and maintaining the document, and only people associated with that organization can access the document.

    Training EnabledSelect Yes or No to indicate whether you want to enable training on this quality system document if it is not being created from a template. This value cannot be changed if the quality system document is being created from a template.
    Periodic Review:
    Periodic Review Enabled

    Choose Yes or No. If you choose yes, then once the quality system document becomes active, it is scheduled for periodic review by the Subject Matter Expert.

    Periodic Review IntervalThe default interval is defined by your Business Administrator for the document type and your site. If you do not want to use the default interval, enter a new value (in months). You can enter a number between 1 and 99.
    Subject Matter ExpertStart entering the name to select a person, or click to search for the person. You can only select a person who has been assigned the Subject Matter Expert role.

    Quality system documents require the Subject Matter Expert for periodic reviews and the change control process.

    Checkin FileChoose Yes or No to indicate if you want to check in a file now. You can check in files later.
    Attribute Group sections:
    Attribute nameEach attribute group associated with the document has its own named section. The attribute groups are listed alphabetically. All attributes in the attribute group are listed alphabetically, with their values, if defined, for this document.

    The default attribute values from the document template, if any, are already configured for the document. Specify a value for any attributes that do not have a default value or whose default value is not appropriate for this document.

  3. Click Done, then click OK to clear the confirmation message.
    If you entered Yes for Checkin File, a file check-in page opens. See Collaboration and Approvals User's Guide : Uploading Files.

After creating the document, the app displays the properties page for the new document.