Learn how to create and format new documents by watching the new user training video below, or continue reading this article.
Jump ahead to:
Before you create a document, here are some things to be aware of:
Every document is built from a template. No “blank” document option like in Microsoft WORD or Google Doc. Document templates define the structure and default settings of a document. Learn more about document templates here.
Only Quality and Normal users are able to create new documents.
Documents can be created from either the Dashboard or the Document Workspace.
Dashboard: Click the Create button, then select Document.
Documents Workspace: Click the Documents tab. Select Workspace, then click the Create new button.
Step 1: Properties Tab
The first screen you will be brought to is the Properties Tab. You should first select the Type of document you’d like to create from the dropdown, as this will impact the document settings based on the document template chosen.
Click the Type dropdown, and choose from your list of templates created in your organization.
Give your document a title. Note: document titles are searchable.
Apply any tags to the document to help you identify the document or to restrict visibility to a specific group(s). To learn more about Tags, click here.
(Optional) Add users as Reviewers of this document. Only Quality and Normal users can review documents. Learn more about reviewing a document here.
Add at least one Quality User as an Approver of this document. More than one Quality User can be selected, and non-Quality users can also be added as Approvers from the “Other Approvers” field. Learn more about approving a document here.
Add users that need to be trained on the document. This option will only appear if the template setting for “Training available?” equals “yes”. This can be done at a later time too. Learn more about document Training here.
Confirm or update the Review Period which is the number of months that may lapse after making a document effective before it needs to be reviewed. The template you select for this document determines the default value, but it can be changed. Learn more about Periodic Reviews here.
Confirm or update if the document should automatically be made effective upon approval. The template you select for this document determines the default value, but it can be changed.
Yes: Once a document is approved, it will automatically be made effective on the approval date and available to your users in the Documents Library.
No: Select this option if training is required after Approval but before a document can be made effective (manually), or for any other delay situations.
Click the Next button to proceed. This will lock the document Type and assign a Document ID which cannot be changed. All other document properties can be modified later.
Step 2: Change Control Tab
After the Properties tab, you’ll be brought to the Change Control tab. This tab is an important document control measure and will be presented whenever a document is revised or up-versioned. However, during initial document creation, you may decide to skip this tab. Follow your organization's Change Control policy or talk to your Quality Team for guidance.
The Change Control tab structure and content is based on your organization’s Change Control (CC) template which can be modified in the Organization Settings.
To learn more about change control records, view this article.
Click the Save & exit button to continue.
Step 3: Document Tab
Next you’ll be brought to the Document tab where you can view default sections and content added from the specified document template.
To begin editing, click the green Viewing button and select Editing from the dropdown.
Alternatively, document authors can select Suggesting from the drop down, which will highlight any content additions in green and deletions in red, and formatting changes in blue. Also, comments can be added by highlighting text and clicking the comment icon to the right of the text. Learn more about collaboration features like Suggesting and adding Comments here.
Section titles (headers) are pre-populated by the selected template and cannot be modified, however, section default content, such as instructions, can be modified from the template during document creation and editing.
Similar to the look and feel of other web-document editors, you can format text, add tables, links, images, and media. Click here for detailed information about the Document Editor.
As you edit your document, your changes will be automatically saved, preventing the loss of work. So when you are done editing, there is no save button; you can simply browse to another document or feature within Qualio, or close the browser window.
Step 4: Training Assessment (Optional)
The final step of creating a new document is to add a Training Assessment to confirm users’ comprehension of the document content. Training assessments are limited to only multiple choice format but can have an unlimited number of questions.
Learn more about training settings, options, and best practices here.
To add a training assessment, browse to the Properties tab of the document, then enter Editing mode. Click the ghost button Add training assessment to the right of the Change Control tab. Then select the option to Add first now to create your first assessment question. Add questions and answers to the assessment. Then click Done editing.
Now that you’ve created a new document, see the links and resources below for next logical steps: