ZenQMS Migration Template Reference Guide
Each worksheet within the ZenQMS Migration Template corresponds to a different section of the application. Please review this reference guide and also consult your Project Manager regarding which sheets you need to fill out to accomplish your goals.
Each template has data validation build in to alert you to possible issues. Keeping this in mind, please do not delete rows or columns. When pasting data into fields, please always paste values instead of paste.
Each of your users in ZenQMS will need to have a unique email address to be their User ID to login. Starting with Row 2, fill in the details of each user that will be invited into ZenQMS. To assign a user to a supervisor, add the email address that is the User ID of the supervisor into Column E. IF you’d like to assign a user to be a member of a specific site, please speak with your PM to find out Site ID for each site.
Worksheet: User Groups
Within ZenQMS you can organize your users by groups. This will make assigning training, tasks, and setting permission levels much easier to groups instead of individual users. Users can be members of multiple groups. Place the name of the group in Column A and the user ID column B. If you are inviting users to multiple groups, use multiple rows entering each group name in its own row like in the example below.
Worksheet: Document Migration Template
The Document Migration Template worksheet is one of the most critical worksheets you will complete. There are many columns of data to fill out with key details to import your document’s metadata into ZenQMS.
Column A: Document Name – this needs to be unique. You cannot repeat a document name within the system.
Column B: Version – Here you will enter the current version number of the document. If you are on version 10, enter 10. If you do not use whole integers to number your document version, you will need to do so in ZenQMS. If you are version 10.5 of a document, you will need to make it version 11, or whatever whole number you’d like, to be identified in ZenQMS. If you would like to continue to use your numbering system, please consult your Project Manager to create a custom field to capture this information.
Columns C -E: Author1 (email ID) – enter the email address/User ID of the first author of the document. You may have up to three authors of a document within ZenQMS. If there are additional authors, please enter their email addresses/User IDs in the subsequent columns D and E.
Column F: Category – Each document must be attributed to a Category. Enter the appropriate category within this column. You can only have one category per document.
Column G: Category Editor – Enter the email address/User ID for the User who will be identified as managing the category in column F.
Column H: New Category – if the category listed in Column F has already been created in your Sandbox Account prior to you filling out this template, please enter ‘No’. If the category does not exist currently in the Sandbox environment, please enter ‘Yes’.
Column I: PDF Header with Document Data – You can add a header added to PDF documents with data about the document. Please note, for the header not to overlap your document content please ensure your documents have a 2.5” margin in your documents. If you’d like this header to be added, select “Insert header into attached file”. If not, select “No header will be inserted into attached file”.
Column J: Document Security – You have one of four choices to set your document security setting for the document.
- Users Can Download Original File – users will be able to download the file in it’s original file format, a PDF, or view within ZenQMS.
- Users Can Download an Unrestricted PDF – users with access to the document will be able to download a PDF version of the document or view it within ZenQMS. Only Authors and Super Users will have access to the original file format being uploaded.
- Users Can Only View Document – users with access to the document will only be able to view it within ZenQMS. They will not be able to save, right click, copy, or print the document.
- Authorized Users Can Issue a Controlled Copy – users given access to the document will be able to view it within ZenQMS but only users assigned to the document with authorization to issue Controlled Copies will be able to to do so. This document security setting must be chosen to have controlled copies issued.
Column K: Auto-create Training Records for Author/Workflow Participants - You can choose if you would like the document to have a setting for a training record to be automatically be created for the authors and workflow participants for future versions of the document to be approved. Choose ‘Yes’ or ‘No’.
Column L: Effective Date – Enter the date your document became effective.
Column M: Next Review Date – If you require your documents to be reviewed periodically, enter the future date for the author(s) of the document to review. If this is not applicable, enter ‘NEVER’.
Column N: User Retraining Interval – Enter the interval in terms of months that you’d like the system to alert the assigned users of their requirement to retrain on the document. This date is from the effective date of the document. The options for the interval are: Never, Every 3 Months, Every 6 Months, Every 9 Months, Every 12 Months, Every 24 Months, Every 36 Months, Every 48 Months, or Every 60 Months.
Column O: Document Review Interval – Enter the interval in terms of months that you’d like the system to alert the author(s) of their requirement to review the content of the document. The options for the interval are: Never, Every 3 Months, Every 6 Months, Every 9 Months, Every 12 Months, Every 24 Months, Every 36 Months, Every 48 Months, or Every 60 Months.
Columns P & Q: Document Description and Version Comments – Enter your description and details about the version of the document in the respective columns. This is searchable text within the application.
Column R: File Name – This is one of the most important columns within this spreadsheet. Please enter the EXACT file name of the document. If the cell turns red, it means that it is a duplicate and another file already has that same name.
Columns S through AL: Custom Fields – If you have discussed custom fields with your Project Manager and they are in the production account, please enter your data accordingly within each column. If you have questions about custom fields, please contact your Project Manager with ZenQMS.
Column AM: Comments – If you’d like any additional text to be add as a comment in the Document Management/Review modal, please enter it here.
Column AN: Approval Reason – Enter the approval reason into this column.
Column AO: Approval Date – If the original approval date of the document from the past does note equal the Effective Date of the document, enter the approval date here. If this is blank, then Approval Date will be set to Effective Date.
Worksheet: File Attachments Lookup
Within Column A enter all of the file names that you will be migrating into the Documents module, one per row. Do the same for files that will be attached to historical Issues and Audits you are migrating into ZenQMS in columns B and C, respectively.
Worksheet: Document Questions Template
If you will be adding Training Challenge Questions to documents, you will need to fill out this worksheet. Each row will represent an individual question on a document.
Column A: Document Name – Enter the name of the document that the question will be assigned to.
Column B: Version Number – Enter the version number of the document in column A.
Column C: Question – Enter the text of the question.
Column D: Is Multiple Choice – If this question will be a multiple choice question, enter “TRUE”. If this question will be a True or False question, enter “FALSE”.
Columns E through J: Choice – If the question is multiple choice, enter each answer choice in a column. You may have up to 6 answer choices, but you do not need to have 6 choices available. Leave the column blank if you do not have answer choice. If your question is True or False, please leave all cells within the row under columns E through J blank.
Column K: Answer – Enter the correct answer in this column. If you have a True or False question, enter either True or False. If you have a multiple choice question, enter the choice number in this column. If the answer under Choice 2 is correct, you’d enter 2.
Worksheet: Training Records
If you will be migrating historical training records for your users, you will need to fill out this worksheet.
Column A: Trainee(email ID) – enter the email address/User ID of the user the training record will be created for.
Column B: Date Completed – Enter the historical date the training was completed by the user in column A.
Column C: Document Name – Enter the Name of the Document (Not the File Name) for the training record.
Column D: Version – Enter the version number that will be listed in ZenQMS. This must be a whole number.
Column E: Signature Reason – Enter the reason for the signature indicating the completion of training. This should be generic statement that makes it clear that legacy systems hold original documents. Should be same for everyone.
This worksheet will allow you to set the permission levels of each group within ZenQMS. You will need manually create the groups within the application first. Please consult your Project Manager on creating groups for assistance or questions. Column A provides the general area the permissions in Column B will pertain to. In Row 2, enter the individual names of the groups in start in Column C. Enter the group name exactly as it appears in ZenQMS. Within each Column specify the permission you’d like to give members of that group by clicking on the cell in the row of the permission. A drop down menu will appear and if you select the “X” option from the menu (the only option available) you will be giving members of that group the permission described in Column B of that Row. If you have questions about what the permission in Column B is referring to, please contact your Project Manager.
Worksheet: Course Templates
This worksheet will be where courses are created. Courses allow you to group multiple documents together to be easily assigned out to individuals or groups of users. In Column A, enter the name of the Course. In Column B, enter a brief description of the Course you are creating. In Columns C through E, enter the email addresses/User IDs of the users who will identified as Authors or Editors of the Course.
Worksheet: Documents – Course Template
In this worksheet you will identify what documents should be assigned to the appropriate course(s) you listed in the Course Templates worksheet. Enter the name of the Course in Column A and the Document Name (not the File Name) in Column B. If a Document will be assigned to multiple Courses, use multiple rows entering each Course name in its own row.
If you will be configuring your account to contain multiple sites, you will need to complete this worksheet. If there are vendors or suppliers that you use not listed in the ZenQMS application, you can add them here.
Column A: Site Name – enter the name of the site you will be adding.
Column B: Internal/Captive – Using the dropdown menu, identify if the site should be listed as an internal site or not. If you choose ‘Yes’, no other ZenQMS users will be able to see this site when they search for a QSheet. As an internal site, only your organization can see this information. If this is a supplier or vendor you adding, make sure to list ‘No’.
Columns C through F: Address, City, State, Country – enter the location details of the site.
Column G: URL – Enter a URL for a website for the site if applicable.
Column H & I: Phone and Fax – enter contact numbers if applicable.
Column J: Site Parent ID (if existing) – enter the Site ID for the Parent Company of the new site. If you need assistance with finding this, please contact your Project Manager. If there is no parent company for the site you are creating, leave blank.
Column K: Site Parent Name – Enter the name of the Parent Site if you are creating a new Parent Company for the site.
Columns L through N: City, State, County – Enter the details of the Parent Site’s location in the respective columns.
Column O: Site Parent Type – choose from the dropdown menu the type of company your parent site would be categorized as.
Columns S through AL: Custom Fields – If you have configured the QSheet to have custom fields, enter your details in the proper columns. If you have questions about Custom Fields at the QSheet level, please contact your Project Manager