Because Qualio is a template-based eQMS, you have a few options when it comes to using forms. You can either:
Create forms as templates (document or event): Allow your users to fill out forms directly in Qualio and send them for review or approval… no more printing!
Use Qualio’s Upload Format: Have an in-app preview of the form that can be printed or exported and completed by your users.
Standalone/Attach forms: Allow users to download and complete forms that include equations (Excel)
Skip Ahead:
Form Decision Tree
Event Templates
Event templates are Qualio’s most powerful tool for capturing data and any information that can be trended and monitored. Events allow multiple people to work in parallel throughout a process, assign tasks/actions with individual due dates, and escalate if needed.
Event templates should be used if your form outlines a single- or multi-step process that may or may not need to be completed by more than one person. For example, a complaint would have a section for general complaint information (date of awareness, description, complainant information) and another section for investigation activities.
Pro tip: Event templates can also be used as single-step forms instead of using a document template.
Benefits of using event templates for forms
Basic users can complete event steps*
Form fields sync to Analytics
Form fields allow for “locked” content and marking required fields
Due dates sync to Qualio’s Weekly Issues Digest email on Mondays, so nothing falls off users’ radars
Individual portions of the form (event steps) can be assigned to different users, allowing for enhanced collaboration and efficiency.
*Event permissions must be granted to Basic users by the Admin
Should my form be an event template?
What to think about when deciding to create your form as an event template:
Who’s filling out the form? Is the form one that all employees could potentially submit (complaint)? Would a Basic user ever need to complete the form?
Are there any time components or due dates? Are any action items going to be created for users as part of the process? Should the form be completed within a certain number of days?
Do you need to monitor any information from the form? Are you capturing any batch, root cause, or product information?
If the answer to any of these questions is yes, then an event template is likely the best way to bring your form into Qualio.
Document Templates
Document templates are a great option for having fillable forms in Qualio that are searchable in the Library once they’re approved. Whether you’re capturing information for your product design or specifications, creating an audit report, or performing equipment maintenance – document templates can be used to document and control your information.
Document templates are typically used for forms that are completed by a single person and then sent for review/approval.
Benefits of using document templates
Normal and Quality users can complete them.
Created documents can be associated with Design Control elements.
Created documents can be searched for in the Library once they’re effective.
Should my form be a document template?
Who’s completing the form? Is there a Normal or Quality user documenting all information and sending it for approval? Can a single user complete the entire form?
Will the completed form be part of a DMR or other product-related documents?
If the answer to any of these questions is yes, then a document template is likely the best way to bring your form into Qualio.
Upload Format
Qualio’s Upload format is an option that allows users to export a blank form that can be completed by hand or needs to be sent externally. The Upload format allows for an in-app view of the form, and access to the “source” file being uploaded can be controlled at the template or individual document level.
Upload format is a good option for logs and other forms that may be used in labs or on the manufacturing floor.
Benefits of using the Upload Format
No formatting is required – you’ll see an exact replica of the source document in-app.
The Bulk Import tool can be used to upload multiple forms at a single time.
Wide/landscape tables are easier to view vs. creating directly in Qualio.
Should my form be added using the Upload Format?
Is the form typically completed by hand? Do the employees who complete the form not have Qualio licenses?
Will the form be sent externally to be completed? Will a non-employee be completing the form and then returning it?
If the answer to any of these questions is yes, then the upload format is likely the best way to bring your form into Qualio.
Standalone Forms/Attachments
The final form option available to you is uploading the form as a standard attachment within a document. This is an ideal choice for Excel sheets with calculations, or file types that aren’t supported by Upload Format. Typically, this is the least-commonly used option.
Pro tip: Add a screenshot of your standalone form so users can quickly determine if it’s the correct form they need to use
Benefits of using standalone forms/attachments
You can attach a form to any document, you don’t need a specific template.
No file type restrictions (maximum size < 100mb).
All users can download source file.
Should my form be added as an attachment?
Does the form have any calculations embedded in it?
Do you want users to be able to download the form directly from its governing SOP or Work Instruction?
If the answer to any of these questions is yes, then a standalone form/attachment is likely the best way to bring your form into Qualio.
Common Use Cases
Below are some common use cases for each type of form option. Our recommendation is to utilize an event template as often as possible, as it allows you the most flexibility to capture information.
Event templates
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Document templates
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If you need to use custom form fields, all forms that could be document templates could be created as event templates instead. |
The form builder is only available in Events in Qualio. Upload format
Supplier questionnaires
Temperature Logs
Cleaning Records
Standalone form/attachment
PFMEA
DFMEA