| Applies to | QMS, QMS Starter (previously known as PROFESSIONAL) |
| Does NOT apply to | ESSENTIALS (previously known as CORE, CORE PLUS) |
Add a new work instruction
1. Access the Processes tab and click Work Instructions.
2. Click Add New Work Instruction. A release management workflow appears. Write a summary of what you plan to create and click OK to start editing.
3. Fill out all relevant sections in the work instruction overview. Click Save to commit changes.
| Field | Description |
| Work Instruction name | The title of the work instruction. |
| Description | The content of the work instruction. |
| External reference identifier | An identification code/number for the item. This can be used if the item is being migrated from a different system or if a system of identifiers is required. This field is optional. |
| External source link | A hyperlink to other work instructions stored outside the web app (e.g. on a webpage or on Google Drive) |
| Related Documents | Documents and legislation related to the work instructions. |
| Summary | A short overview of the work instructions. |
| Roles this is relevant to | Roles to which this work instruction applies. |
| Category | The category to which the work instruction 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:
|
4. Add content to the work instruction. You can add a section as well as edit the section number, title and order. Write content in each section. Click Save to commit changes.
Edit existing work instruction
1. Click on the work instruction you wish to edit to open it.
Please note: If the work instruction already has a draft version (or a version that is awaiting approval/publication), please open this version to edit and not the older published version.
2. When open, click Start Editing to activate edit mode. If the work instruction is already marked 'Awaiting Approval' or 'Ready to Publish', open it and revert it to a draft. Once the work instruction is marked 'Draft' you can make your changes.
3. Your release management workflow appears. Write a summary of what you intend to change (you can edit this summary later) and click OK to start editing the work instruction.
4. Click Edit and make your required changes. You can edit the section number, title and order. Write content in each section.
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 work instruction
- the date on which the work instruction was approved
- summary of previous content changes
- the date of next review.
5. Click Save to commit all changes. Your work instructions are saved as a draft. We recommend that you make all your changes when the work instruction is in a draft state. You can move to the approval stage after you have made all intended changes.
1. When you are ready to approve and publish a work instruction, open it and click Finish All Editing.
2. Your release management workflow appears. Write a summary about your work instructions (e.g. reasons for adding the work instructions) and click Finish All Editing.
3. Your work instruction is now marked ‘Awaiting Approval’. Click Approval to view your options. You can revert the work instruction to a draft if you want to make further changes. Click Approve when you are ready to publish your changes.
4. Your release management workflow appears. If required, edit your summary. You also have the option to select who approved the item, the date on which it was approved as well as the next review date. Click Approve to move to the publishing stage.
5. Your work instruction is now marked ‘Ready to Publish’.
| Tip |
| If the work instruction 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 Hometab and clicking Manage Changes. Please see the guide titled Publish Multiple Changes (in One Release) for more information. |
6. Click Publishing to view your options.You can revert the work instruction to a draft if you want to make further changes. Click Publish Immediately when you are ready to publish your changes.
7. Your release management workflow appears. If required, edit your summary and click Continue to move to the next stage.
8. The release notes window appears. Write official release notes about the new work instruction or work instruction 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. |
9. Click Publish to officially release the work instruction. You will receive confirmation when the item is published on the system.
Delete work instruction
Deletion within release management is subject to a workflow similar to that which determines content editing and creation.
1. Access the Processes tab and click on the Work Instructions subtab.
| IMPORTANT |
You cannot be delete a published work instruction if it has a duplicate that is:
|
2. Click on the work instruction you would like to delete and then select Delete.
| Tip |
| If the work instruction is in a draft state (i.e. marked 'Draft', 'Awaiting Approval' or 'Ready to Publish'), clicking Delete removes it without activating the deletion workflow. |
Your release management workflow appears. The deletion needs to go through an approval process.
3. Write a summary of why the item is to be deleted and click OK.
The work instruction is now marked ‘Awaiting Delete Approval’. Click on the work instructionin list view to open and approve it.
4. Once the work instruction is open, click Approval. You have the option to approve the deletion or revert it (so that it is not deleted).
5. Once you click Approve Deletion, your release management workflow appears. You can edit your summary of why the item should be deleted. You also have the option to select who approved the deletion, the date on which it was approved. Click Approve.
6. The work instruction is now marked ‘Delete on Publish’.
| 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. |
7. To finalise your deletion, click Publishing. You have the option to delete immediately or to revert the deletion.
| IMPORTANT |
| You cannot recover a work instruction once it has been deleted. |
8. Click Delete Immediately and your release management workflow appears. If required, edit your summary of why the item should be deleted and click Continue.
9. A release label and notes window appears and you have the option to write official release notes about the deletion.
| 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. |
10. Click Publish to confirm deletion.