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Create a New Document
Create a New Document

Instructions on how to create a new Document in Qualio

Matus avatar
Written by Matus
Updated over a week ago

Using Qualio’s built-in editor lets you create, format, and collaborate on documents in one place. Creating your documents in Qualio allows for the highest level of control over changes to your documents, a real-time suggestion mode, and traceability of your drafts with Qualio’s audit trail. Learn how to create and format new documents by reading this article and watching the screen-recording videos below.

Jump ahead to:

Before you create a document, here are some things to be aware of:

  • Every document is built from a document template. There is no “blank” document option like in Microsoft WORD or Google Docs. 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 New button, then select Document.

  • Documents Workspace: Click the Documents tab. Select Workspace, then click the New button, then select Document.

Step 1: Create a New Document

The first screen you will be brought to is the Create Document pop-up window. The document type selected will determine the document's settings based on the selected template.

  1. Give your document a Title. Note: document titles are searchable.

  2. Click the Type dropdown and choose from your list of available templates.

  3. Select either the New Document or the Upload option.

    1. New Document: Use Qualio's editor to compose your document.

    2. Upload: Upload an existing source file into Qualio instead of creating in-app. Review the limits listed below.
      ​Note: No additional content can be added to the document with this option. It will only be the file you uploaded. Check out this Best Practices article to learn more about the pros and cons of the two options.

  4. Click Create button to create your new document. This will lock the document Type and assign a Document ID which cannot be changed. All other document properties can be modified later. Properties section will be in right-side panel where you can make any additional changes to your document.

  5. Apply Tags to the document to help organize it during filtering or to restrict visibility to a specific group(s). To learn more about Tags, click here.

  6. If Upload was selected, you can upload a file from your computer by clicking Browse or via the OneDrive upload option (if the integration has been enabled). To learn about OneDrive integration, click here.

    1. In the Properties panel, click Edit and adjust the Download Permission field. This option determines who can download the uploaded source file.

      Note: All users will still be able to export the Qualio document. The Download Permission only applies to the uploaded file's download access.

  7. (Optional) Add users as Reviewers of this document. Only Quality and Normal users can review documents. Learn more about reviewing a document here.

    1. Tip: Type user names to find them more quickly.

  8. Add at least one Quality User as a Quality Approver of the document. Normal users can also be added to the Other Approvers field. Learn more about approving a document here.

    Manage Approvers

  9. Add users (trainees) who need to be trained on the document. This option will only appear if the template setting for “Training available?” equals “yes.” Assigning training can also be done later. Learn more about document Training here.

  10. Confirm or update the Review Period, which is the number of months that may lapse after a document is made 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.

  11. 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.

    1. 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.

    2. 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.

  12. Click the Save Changes button to proceed.


Upload Format Limits

  1. Only one file can be uploaded per document.

  2. 100mb limit per file.

  3. Supported file types for preview: .docx, .pdf, .png, .jpg, .pptx, .odf.

  4. Excel is currently not available/supported.

  5. CAD and other design file types cannot be previewed.

  6. Do not use the “Upload Format” option if you need this file converted to use the Qualio editor before 2024.

  7. Content of files generated from text (.docx documents and non-scanned PDFs) will be searchable in the Workspace and Library. Content of files generated from physically scanned documents cannot be indexed and therefore will not be searchable.

Step 2: Document Tab

Next you’ll click on the Document tab where you can view, add, and update the content of the document. However, depending on your selection from Step 1, when you chose either a New Document or to Upload a file, your experience will be different.

“New Document” Selection

If you selected “New Document,” you’ll see the default sections and content added from the specified document template. By default, you will be in Viewing mode. To begin editing, click the Edit button to see Editing Toolbar.

Alternatively, document authors can select Suggest at the top, which will highlight any content additions in green, deletions in red, and formatting changes in blue. Comments can also 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.

Suggesting

Elevate your content with AI-powered writing tools that simplify, enhance, and streamline document creation. These new features in the editor can help you refine and enhance the content in your documents, ensuring clarity and consistency in your writing. To learn more about Qualio AI, click 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 and add tables, links, images, and media. Click here for detailed information about the Document Editor.

Your changes will be automatically saved as you edit your document, preventing the loss of work. When you are done editing, you can simply browse to another document or feature within Qualio or close the browser window.

Multi-editor Collaboration

Qualio now makes it easier than ever to work with others on your documents! As a document owner, you can invite colleagues to contribute as editors, streamlining the authoring and updating process.

Here's how it works:

  • Add editors: Invite any normal or quality user to become an editor on your documents. Simply add them as an editor, and they'll receive an email invitation and notification to access the document.

    Manager Editors

  • Collaborate seamlessly: Editors can directly edit the document, suggest changes, or add comments, facilitating a dynamic and interactive review process. All of their actions are tracked in the document history for full transparency.

    Multi-editor Colaboration

  • Maintain control: As the document owner, you retain ultimate control. Only you can modify document properties, send it for review or approval, delete it, or retire it.

  • Training assessments: While editors can contribute to the document's content, the training assessment associated with the document remains the responsibility of the document owner.

Note: When you are added as an editor on a document, the document will appear on your dashboard and workspace.
​

The 'owner' column on the workspace will help identify who you are working with.

Owner Type

The 'type' column on the dashboard will identify 'edit' as the action available to you.

Edit Type

“Upload” Selection

If you selected the Upload option in Step 1, you can upload a file from your computer or via the OneDrive upload option. Learn about OneDrive integration here.

Once the upload is complete, a preview will be generated (if possible, see Upload Format Limits) on the Document tab. The file can be engaged in the following ways:

  • Downloaded - based on permissions granted in the Properties panel.

  • Deleted - only by the document owner.

  • Zoomed in and out.

  • Commented on - an in-line commenting is not available; comments will appear in the right margin.

File Upload

Step 3: Change Control Tab

After creating your document, you’ll be brought to the main Document content page. Next to the document tab, you'll see the Change Control tab. This tab is an important document control measure and will be presented whenever a document is revised or up-versioned. Change Control ID is automatically created and assigned to your document.

Follow your organization's Change Control policy or consult 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.

Change Control tab

Click the Edit button to update your CC content, and then click on Done Editing.

Generate Change Controls by using Qualio AI: This tool automatically summarizes the differences between two document versions, saving you time and reducing the potential for manual errors. To learn more about AI, click here.

Step 4: Training Assessment (Optional)

The final step in creating a new document is adding a Training Assessment to confirm users’ comprehension of the content. Training assessments are limited to a 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 Training Assessment tab of the document, then enter Editing mode by clicking on the Edit button. Click the button Create Training Assessment on the main Training page. Begin writing your first question and answers to create your first assessment question. Add additional questions and answers to the assessment as needed. When finished, click Done editing.

Generate Training Assessments: Quickly create training assessments based on the document content, ensuring your team is up-to-date and compliant. To learn more about Qualio AI, click here.

Next Steps

Now that you’ve created a new document, see the links and resources below for next logical steps:

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