Manage Documents

This help article is split into four sections. Click the links below to navigate to the relevant section: 

Add a document | Edit existing document | Approve document |

Delete document |

Applies to	QMS, QMS Starter (previously known as PROFESSIONAL)
Does NOT apply to	ESSENTIALS (previously known as CORE, CORE PLUS)

 

Add a document 

 

1. Access the Documents tab, click on the Documents subtab and click Add a New Document.

 

2. A release management workflow appears. Click OK to start adding the document.

 

3. Link your document. You can either upload the document from your computer or add an internet link.

 

4. Input all other relevant document details.

Field	Description
Display name	The title that will be displayed.
Description	An introduction to the document.
External reference identifier	An identification code/number for the item. This can be used if the item is being mitigated from a different system or if a system of identifiers is required. This field is optional.
Managing Business Units	The Business Unit that needs access to this piece of content (applies only if you have Business Units implemented, see Business Unit Basics for more information)
Summary	The short description that will appear under the document title when you are browsing Documents.
Roles this is relevant to	The roles associated with the document. You can use this to filter content for specific roles.
Category	The group to which the document belongs.
Required reading (for customers with Attestation only)	Tick this box to make this item required reading for all roles to which the item is relevant.
Keywords for 'Search'	Keywords that, when searched in the web app, will make the item come up in search results.
Remove from view	Tick the box to hide the item. This will make the item only visible to users with Administrator permissions. Hidden items will:  not shown in lists not shown as a related item on any other items.  not accessible by URL (will show item not found message) not shown in any downloadable report.

 

5. Click Save to commit changes. Your new document will be saved as a draft. We recommend that if you intend to make any changes, do so when the document is in a draft state. Move to the approval stage after you have made all intended changes.

 

Edit existing document 

 

1. Access the Documents tab and click the Documents subtab. 

2. Click on the document you wish to edit and Open Details.  

Please note: If the document already has a draft version (or a version that is awaiting approval/publication) please open this version to edit NOT the older published version. 

 

3. When open, click Start Editing to activate edit mode. If the document is already marked 'Awaiting Approval' or 'Ready to Publish', open the document details and revert it to a draft.

4. A release management workflow appears. Write a summary of what you intend to change (you will be able to edit this summary later) and click OK to start editing the document.

 

5. Click Edit and make your required changes.

 

If required, you can also edit version control information. Access the Version subtab and click Edit. 

 

 

When editing Version you can add/edit:

• which user approved the document
• the date on which the document was approved
• summary of previous content changes
• the date of next review.

 

6. Click Save to commit all changes. Your document is saved as a draft. We recommend that you make all your changes when the document is in a draft state. You can move to the approval stage after you have made all intended changes.

 

Approve document 

 

1. When you are ready to approve and publish a document, click Finish All Editing.

 

2. A release management workflow appears. Write a summary about your document upload (e.g. reasons for adding the document) and click Finish All Editing.

 

3. Your document will now be marked ‘Awaiting approval’. Click Approval to view your options. You can revert the document to a draft if you want to make further changes. Click Approve when you are ready to publish your changes.

 

4. A release management workflow appears. You have the option to select who approved the item, the date on which it was approved as well as the next review date. If required, edit your summary and click Approve to move to the publishing stage.  Your document is now marked ‘Ready to Publish’.

 

Tip

If the document is part of a larger release (i.e. a release with multiple content updates), leave it marked ‘Ready to Publish’. When you are ready, you can publish it at the same time as your other content updates by accessing the Home tab and clicking Manage Changes. Please see the guide titled Publish multiple changes (in one release) for more information.

 

5. Click Publishing to view your options. You can revert the document to a draft if you want to make further changes. Click Publish Immediately when you are ready to publish your changes.

 

IMPORTANT

You cannot access older versions of the document once the latest version is published.

 

6. A release management workflow appears. If required, edit your summary and click Continue to move to the next stage.

 

7. The release notes window appears. Write official release notes about the new document or document update.You can edit the release notes later if required. 

Field	Description
Label this release	The official name of this release.
Release notes	Details about what updates you have made.
Post a news item about this when the items are published	If selected, you can post a news item on the Home tab to notify users about your content changes.
News item title	Title of the news item that will appear in the Home tab.
News message	The message that will appear under the news item title.
Include link in release summary	If selected, this option will allow you to include a link to the release notes for the item.
Email all users when this News Item is published	If selected, all web app users in your organisation (provided they have activated their account) will receive an email notification about the release at 5:30 am AEDT/AEST the following day.

8. Click Publish to officially release the document. You will receive confirmation when the item is published. It is now visible to all users. 

Delete Document 

Document deletion within release management will be subject to a workflow similar to that which determines content editing and creation. Follow the steps below to delete a document from your web app. 

 

IMPORTANT

Once approved and confirmed, all deletions are permanent.

 

1. Click the Documents tab and access the Documents subtab.

 

2. Click on the item you want to delete and click Delete. 

 

 

Tip

If the document is in a draft state (i.e. marked 'Draft', 'Awaiting Approval' or 'Ready to Publish'), clicking Delete will remove it without activating the deletion workflow.

 

IMPORTANT

You will not be able to delete a published version of a document if it has a newer copy that is: in a draft state awaiting approval marked as ‘ready to publish’ already marked for deletion.

 

3. A release management workflow appears. Give a summary of why you are deleting the document and click OK. Your item will now be marked ‘Awaiting delete approval’.

 

4. To approve the item for deletion, click on the item in the list, and click Open details.Do not double click the item, as this will download the document.

 

5. Click Approval to see your options. At this stage, you can still reverse the deletion. Click Revert (Don’t Delete) if you want to do so. If you want to proceed with the deletion click Approve Deletion. 

 

6.  Your release management workflow will appear. You also have the option to select who approved the deletion and the date on which it was approved. Edit your summary (if required) and click Approve. 

 

7. When you have approved the deletion, you can permanently delete your item. The item will be marked ‘Delete on Publish’. Click Open Details again. 

Tip

If the deletion is part of a larger release (i.e. a release with multiple content updates), leave it marked ‘Delete on Publish’. When you are ready, you can publish it at the same time as your other content updates by accessing the Home tab and clicking Manage Changes. Please see the guide titled Publish Multiple Changes (in One Release) for more information.

 

8. Click Publishing to see your options. At this stage, you can still reverse the deletion. Click Revert (Don’t Delete) if you want to do so. If you want to proceed with the deletion click Delete Immediately. 

 

9. Your release management workflow will appear. Edit your summary (if required) and click Continue.

 

10. Write release notes for the deletion. Release notes are the official overview of all your changes and updates.

Field	Description
Publishing	The official name of this release.
Release notes	Details about what updates you have made.
Post a news item about this when the items are published	If selected, you can post a news item on the Home tab to notify users about your content changes.
News item title	Title of the news item that will appear in the Home tab.
News message	The message that will appear under the news item title.
Include link in release summary	If selected, this option will allow you to include a link to the release notes for the item.
Email all users when this News Item is published	If selected, all web app users in your organisation (provided they have activated their account) will receive an email notification about the release at 5:30 am AEDT/AEST the following day.

 

10. Click Publish to permanently delete the item.