Document Change Control
Simplify your document change control process without compromising on any aspect of change control. You can build simple change control form with single or multiple documents and HTML table or create complex multi-table HTML forms. To implement change control module, first make sure to upload your change control related documents to the system. While you upload and create the documents, you can define how will you create the HTML form by using "Document Data Entry" option. You can use either Document or Data or Both as an option. We suggest to select "Both" as a standard option. After creating and adding a document. Proceed to create the HTML form.
Available Change Control Form
Since you have selected "Both" as an option, you can use your Change Control Document as a Template which users can fill-in from within the browser by opening the document while adding the CR. ONLYOFFICE Document Editors can open Word/ Pdf/ Spreedsheets from within the browser window. We will make use of this feature while building our HTML form.
While certain information can be filled directly into the Document, other information like Origin of request, request number, document to be changed, request status (Open/ Accepted/ Rejected etc) etc can be added to the HTML form. If the CR is related to a document, you can also add Document Status field (Issues/ Published/ Under Revision etc) to your form, which will directly control the original document status from the new CR form. Save the form and your Change Request functionality is ready.
Note:
When you create a new Change Request related to a document, system will load a copy of the original document in editable form when you select that document from the drop-down. System will not write back any changes to any original document at this stage. You can make the required changes into the document loaded. Mark the newly created CR as "Open" (and Document as "Under revision" if you want to lock the document).
Change Control Approval Process
FlinkISO Document Management has in-built Approval Process where you can send a record to single or multiple users for their approval or comments. You can use this feature to share your newly created Change Request record. Share the newly created CR record with your team-members, department HoDs or other stakeholders for their feedback/ comments/ approvals by using Approval Process available. Each user who is involved (selected via approval process) will receive a notification on his/ her dashboard. Use can then navigate to the CR record and view all the details. User can perform following operation:
- View/ Edit both Change Request Document and Document To Be Changed
- If multiple users are logged in are if they open a same record, users can edit these documents in collaboration
- Users can also use live Chat while they collaborate
- Users can upload their signatures (image) to these documents
- Send their comments, approval, rejection via Approval Panel
Once the entire process is complete, and if change is approved, mark the request status as "Approved" and document status as "Update Document", and save the form. In case of rejected, keep the document status as it is and close the CR by selecting Close as a status.
In case "Update Document" is checked, system will then prompt the user to update the current document which newly changed document from the CR section.
After Change Request is approved
When the change request is approved, user must change the CR's current status as Approved and "Document Status" as Update Document.. After this, user must goto the document and click "view" or "edit". It will open a final document archival and replacement step. This section will display botn Origianl Copy and Revised Copy of the document. Click "Update Document" button at the end. System will automatically update the Revision Number on submit and Archive the previous document, which can be accessed in future as read-only. New document will be available for users to view/ download etc.
In case of more complex implementation, you can use combination of Parent/ child document, parent table and linked tables etc. For example. Change Request Process can have single parent document (CR Originator) and multiple child documents like (Documents to be changed, Checklists etc). With this complex approach, you can control multiple documents and tables related to single CR. You can always contact us if you need to build such forms and we will assist you on how to.
Additional Configuration
add your business rules!
Email Triggers
Configure your newly built HTML form to send automated email triggers to all the HoDs to login to the system and add their feedback/ responses under Control Of Document : Process form. They can view and add their responsed from the Document Change Control Form's view page.
Lock Record
You can Lock the document for which you are adding a change request for from the Change Control form's Lock Record section. Document selected under "Document For Change" field will not be available for edits and Notice Dislaying "This document is locked, as there is an open change request against the document." which have added under "Message" section will be displayed at the top of the document view page.
Note:
When you create the HTML form for the first time, after saving the form, make sure to select a default field, also make sure the verify each field, verify that each drop-downs is correctly linked with your existing tables and then save the form. After this, goto any of the document and click Change Request tab. System will ask you to select the Change Request table. Select the newly created table from the drop-down, select which fields you would like to display on the Change Request tab and click save. This will link your Change Request table with QC Documents.
Available Modules
These readily available forms are created within the system without any coding. Similar to these forms, you can create your own forms & modules on-the-fly without any help from experts and with zero-coding.
Audit Management
Add Audit Schedules, Audit Checklists, Audit Findings, Assign findings to users with target dates.
Audit Management
Change Control
Have complete control on your documents & processes. Lock documents which are under review.
Change Control
Management Review
Schedule management review meetings, send email alerts to invitees, assign agendas and more.
Management Review
Customer Complaints
Record every Customer Complaint and assign them with target dates to users, send email alerts.
Customer Complaints
Corrective Actions
Create and track Corrective Actions performed. Use drag and drop to create the Custom Forms.
Corrective Actions
Employee Training
Add training details of employees or departments. Keep track of all the Trainings and Evaluations.
Employee Training
Device-Equipment
Use ready forms and add Devices/ Equipment list along with Manufacturer and Supplier Details.
Device-Equipment
Calibrations
Add Devices/ Equipment to the system. Define your Calibration Method and add Calibration Details as per defined.
Calibration
You can customize all these existing modules & forms without any coding. You can add/ remove fields, change field locations, resize them, hide/ show fields on index page, restrict users from editing fields etc. You can also add your own business rules, email notifications, custom alerts & tasks and much more.
More Features
ONLYOFFICE Doc Editors
With ONLYOFFICE™ Editors, you have complete control on your documents without loosing any formatting unlike online web-based HTML editors.
Document Version Control
Each and Every QMS document created/ uploaded in the QMS is Version Controlled and Access Controlled and follows all the Document Management best practices.
Security
Add password to secure your PDFs while you download them. System records every downloads with issue number & timestamps along with user details.
Validation
HTML forms created are automatically version controlled, ready with required validations as well as design/ layout you choose while creating these HTML forms.
Access Control
Each of these forms are either linked with the QMS document and by default inherit access restrictions based on document access.
Approvals
Every form created, by default follows system's approval system. Users with limited roles, cannot publish any record in the system unless that record/ document is approved by HoDs or Administrators.
Lossless Migration
With ONLYOFFICE™ Editors, you can preserve all your formulas and sheets in your spreadsheets.
Upload / Create
Simply upload the existing documents/ spreadsheets/ presentations to create the document or spreadsheet.
Scheduled Data Entry
You can easily create spreadsheets, documents, formats etc and share with users within the system for scheduled data entry, eliminating efforts of printing and distributing these documents manually.
Centralized Data
Users can open these shared documents from within the system, add their data and save them onto the system without any need to download/ upload. All data is stored in a singled location and can be accessed secuerly.
Drag and Drop
To store this data in SQL format instead of Document format, you are free to build HTML forms within the system by using our Drag-and-Drop feature.
Digital Signature
Digitally sign all your QMS document while downloading them in PDF format. You can draw your signature or upload existing signature to the system.
