When you begin your onboarding process, a large portion of it will involve migrating your existing content into Qualio. This can seem like an overwhelming task, but luckily, we’re here to make the transition as painless as possible!
What do we mean when we say “Formatted?”
At Qualio, during the onboarding process, you’ll hear us talk about two options: formatted (editable) and upload. Formatted documents are editable within Qualio, while uploaded documents are stored as read-only files. Depending on your plan, you will be allotted a certain number of formatted documents during the onboarding process – but what does this mean, exactly?
Standard formatting allotments are:
Foundation: 50 documents
Growth: 150 documents
Additional formatted documents can be purchased – if you’re interested in having an additional migration, please reach out to your CSM.
What Qualio does when formatting:
For any documents that are formatted, the Qualio team will:
Ensure that all text, images, and tables are arranged as closely as possible to the source document provided
If the source document doesn’t align with the Qualio template, the customer needs to instruct how they’d like the content to be arranged.
For any document references within those documents, we will add smart links to the appropriate Qualio document
For us to be able to smart link, all documents must be provided at the same time to your Onboarding Manager (as opposed to providing a few at a time). For any document reference that does not have a Qualio ID to smart link, we will highlight the reference so it can be inserted at a later date by the customer when the link is available.
Document titles will be updated, as requested (typically, the historical ID will be removed and the title will be aligned to the title of the source document)
Once formatting has been completed, we’ll transfer those documents back to their designated owners in Draft state. From there, any updates needed can be made before sending them for review or approval.
What if I have more than 50/150 documents?
When it comes to documents that will need to be formatted, it’s important to take a look at what you have now. Questions to ask yourself are:
Is this type of document something that goes through regular edits? (Example: Procedures, Work Instructions, etc.)
Is this document something that I just need to be able to access/read only? (Example: completed Batch Records, Specifications, etc.)
Is this document something that users just need to download and print to fill out by hand? (Example: Temperature Logs, Sign-in sheet, etc.)
If you answered yes to the first question, those document types are generally the only ones that need to be formatted. For the remainder of the documents or records that fall into the second or third option, we recommend using the Upload format.\
Important note: Documents can always be converted from Upload to formatted at a later date (or vice versa).
The allotted amounts for formatting are specifically for documents that Qualio will assist with. You are always welcome to continue to format other documents as you need, or as they need edits in the future. You aren’t limited to only migrating 50 or 150 documents total; these are simply the documents that Qualio will assist you with when it comes to formatting.
If you need more information to determine which option is best for which documents, check out our article with all listed options and examples here.