How to add documents?

How to add documents?

There are two ways to add documents in QualityWEB 360.

Adding documents directly from the Document Catalog

  1. Go to System Settings ⚙️ by clicking in the top right corner.
  2. Go to the Document Catalog; here you will see a list of all documents currently registered. You can delete them, open each one to view its information, or edit it.
  3. To add a new one, click New.
  4. Indicate who will be the reviewer(s) and approver(s) in case of a change request, enter the code, select the process it belongs to, and all other requested information.
  5. Select the document type.
    • Document types can be edited from the dropdown lists.
  6. To upload the file, click the upload window or drag the file directly into it; QualityWEB 360 will automatically convert the file to PDF format so it cannot be modified.
    • The file must be uploaded in its original format, such as: .doc, .xls, .ppt, etc.
    • You can view the PDF conversion and edit the file, if needed, from the Preview option.
  7. Assign all the restrictions the document will have, such as reading and printing, and whether it should be available for users to download in its original format.
  8. If the document is a record, select the Document Type: Record checkbox, and additional fields will open:
    1. Record Retrieval
    2. Record Permissions
    3. Approval of Completed Records
  9. Select the users who will have access to the document in the Document Viewer.
  10. Click Save, and the document will be registered; it will be viewable in the Document Viewer and the Records Store (if applicable).

Adding documents that go through review and approval before being registered

  1. Go to the Document Control module.
  2. Click the first step of the workflow, called Submit Request, and choose the Add New Document option from the list of requests that appears.
  3. Enter all the information and upload the document following steps 4 through 9 of the previous guide.
  4. Click Submit for Review, and the document will go through the review and approval process; if the document is accepted, you'll be able to view it in the Document Viewer.
NotesRecommendations to ensure a correct conversion of your documents
In text editors, avoid pressing "Enter" repeatedly to move to a new page; use a page break instead.
In text editors, insert flowcharts as images or lock the shapes used.
In text editors, avoid inserting tables; use spreadsheets instead.
In spreadsheets, avoid relying on margins as a reference; instead, set the print area to a 1:1 scale.