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
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):
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.
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:
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
Attach to SOP
Form will be attached to its relevant SOP (or designated document)
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
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
A document template is created for the specific form with its own unique prefix
See Example 3 above
An event template is created for the specific form with its own unique prefix