There are some important things to ask yourself when you're deciding to set up your various logs in Qualio.
How will my employees be using this log?
Will there be access to computers/tablets to complete logs?
How do I want my employees to access various types of logs?
Frequency of data entry into the log
Here is a decision tree that will help guide you on our best practices for various situations:
Attachment-Only or Image Template
For an attachment template, you'll create a document template by clicking Documents → Templates → Create document template. Give your template the name and prefix you prefer (example: LOG-). Create a single section in your template, which will allow you to upload your log file directly into Qualio so your users can download it.
Once your template is effective, you can create a new Log document. Upload your log file and send for review or approval.
When should this option be used?
Your users need to be able to access and download the original file in its original format easily
Multiple attachments need to be uploaded into a single document related to a log (example: Daily, Weekly, Monthly logs for a piece of equipment could all be housed under a single LOG- document so they're easy to find)
If you want to add some easier identification, you can add a screenshot of the log with this template as well:
Upload Format
Qualio's Upload/Original File format can also be used for Logs. You would follow the same template creation process described above and select Upload when creating a new document instead of New Document.
Important Notes:
Ensure you have the correct download permissions selected, depending on who you need to access the original source file.
Excel files will not generate previews - we recommend using the Attachment/Image option above
Document Template
Just as you may do for a form or other type of document, you can build your log directly into a template in the system.
Here's an example of a monthly temperature log:
Users will be able to complete/fill out logs directly in Qualio and send them for approval. You will not need to create an extra document type to store these completed logs when using this option.
Important to consider with this option:
Only Normal and Quality users can create documents in Qualio, so users who will be completing these logs would need to fall into one of those two roles.
Storing Completed Logs
If logs are completed by hand, they will need to be uploaded into Qualio to be reviewed and approved. Typically, a template will be created to store these records, such as Quality Record (QR-) or Record (REC-). Once your template is effective, create a new document and upload the completed log as an attachment or Upload format.