Because Qualio is a template-based eQMS, you have a few options when it comes to using forms. You can either:

  • Attach forms - this is a good option if you will be printing multiple copies and filling out forms by hand, or if you have a very wide form that needs to be completed in Excel or landscape-oriented Word.

  • Upload the form itself as an image - this will allow you to export the form and it will include the Qualio-generated headers and footers

  • Build out a template for a specific form - this allows you to complete forms within Qualio without the need to print to complete. This will also allow you to generate form numbers, version control, and perform reviews/approvals within Qualio.

If you prefer to watch a training video, click here.

Form Decision Tree

Form Choice Pros and Cons

Forms as Attachments

For scenarios where you'll need to print forms (or multiple copies of forms) to be used in a lab or manufacturing environment, we recommend that you upload forms that need to be used to their associated Procedure or Work Instruction.

Alternatively, you could create a form-specific template within Qualio that has a single attachment section (or a text section and attachment section as seen below):


Example 1:

This is a good option if you'd like to smart link a form to one or more documents (Procedures, Work Instructions, etc.) instead of uploading those documents to those documents.

For more information on how to upload an attachment to a document, please see this article.

Note: The Qualio header and footer that's automatically generated on document exports will not be applied to attachments. These attachments should include the associated Qualio document ID and version so employees can ensure that the form is the most current version.

Forms as Images

If you'd like to have a form that's exportable and includes the automatically generated header/footer which includes the Qualio document ID, version, etc., then you can insert your form as an image.

Example 2:
Screenshot of image of form in Qualio:

Screenshot of exported PDF form with header and footer displayed:

Forms Converted into Templates

Create a new template for your form in the Organization Settings.

Using tables or different sections, build out the necessary fields for your form:

Example 3:

Once you save your template, you will now be able to select it from the "Type" drop-down when creating a new document. For more information on the difference between templates and documents and how they interact, please click here. Document ID is automatically generated based on the prefix that was inputted in the template Basic Information.

Fill out the form directly within Qualio (red text in screenshot was added after document creation)

Send for review/approval to necessary individuals.

Note: For forms similar to the training record above that require individuals to sign off on forms/affirming that they completed classroom-style training, add these employees who participated as trainees on the document in order to capture their electronic signatures. For more information on selecting trainees, click here.

Form Choice Pros and Cons

Form Choice

Description

Pros

Cons

Attach to SOP

Form will be attached to its relevant SOP (or designated document)

  • Easy to find forms that are associated with specific documents

  • Can download directly into format that form is uploaded in (Word, Excel, etc.)

  • Attachments will not append Qualio headers or footers

  • Completed forms will need to be uploaded into Qualio separately to be stored

  • Version will have to be manually checked/updated in the source document

  • Cannot complete the form directly within Qualio

  • Unable to smart link to the form from other documents

Form Template (Attachment)

A standard document template named "Form" will be created. Instead of the forms being uploaded to a specific document, they will be standalone

See Example 1 above

  • Forms will be designated their own document ID in Qualio

  • Can smart link to a specific form within documents

  • Can apply tags/restrict access

  • Can assign training (if needed)

  • Can download directly into format that form is uploaded in (Word, Excel, etc.)

  • Easier version control when form updates are needed

  • Attachments will not append Qualio headers or footers

  • Completed forms will need to be uploaded into Qualio separately to be stored

  • Version will have to be manually checked/updated in the source document

  • Cannot complete the form directly within Qualio

Form Template (Image)

As above, a document template named "Form" will be created. Images of the form will be uploaded as an image into a text section- Forms will be designated their own document ID in Qualio

See Example 2 above

  • Forms will be designated their own document ID in Qualio

  • Can smart link to a specific form within documents

  • Can apply tags/restrict access

  • Can assign training (if needed)

  • No need for manual version updating

  • Qualio headers and footers are appended automatically

  • Cannot complete the form directly within Qualio

  • Completed forms will need to be scanned and uploaded into Qualio separately to be stored

Document template

A document template is created for the specific form with its own unique prefix

See Example 3 above

  • User can populate forms as-needed and complete directly within Qualio

  • Completed forms can be sent for review and approval

  • Completed forms can be smart linked within other Qualio documents

  • Only Normal and Quality users have the ability to create and complete documents in-app

  • Could end up with a lot of document templates to choose from on initial document creation screen

Event template

An event template is created for the specific form with its own unique prefix

  • Can have multiple approval/sign-off processes within one event

  • Basic, Normal, and Quality users can all work directly within Qualio

  • Action items/tasks can be assigned to any user within the Organization (as long as they have a Qualio account set up)

  • Completed forms can be smart linked within other Qualio documents

  • Each content step in an event can be sent for review and/or approval

  • With the addition of steps, there could be an increase in complexity of processes (we can offer a sandbox so you can work out your design prior to implementing in your live environment)

  • Cannot send events for training

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