Main Dashboard Overview
The main dashboard has two main widgets: the assignment status chart and the signatures needed chart.
The Assignment Status Chart: The assignment status chart provides a visual summary of your workload through color-coded progress bars. While these bars offer a high-level status—green for compliant, yellow for at-risk, and red for past due—they also function as interactive shortcuts. By clicking directly on any horizontal bar, the dashboard will drill down into a detailed data table at the bottom of the page. This table reveals the specific records, descriptions, and deadlines associated with that category, allowing you to identify and address pending items without leaving the home screen. For a more comprehensive view of all records within a module, you can click 'view all' on the right side of the widget.
The Signatures Needed Donut Chart: The signatures needed donut chart tracks your pending electronic approvals. It is critical to note that any signature listed within this widget is considered due today, regardless of its specific color. The color-coding within the ring serves as a priority indicator based on how long a task has remained in your queue: light blue represents new items due today, medium blue indicates items 1–3 days past due, and dark blue highlights items pending for more than 3 days. Similar to the status bars, clicking the center of this donut chart will automatically populate a data table below, providing a direct path to review and sign your pending documents immediately.
To drill down the assignment chart information, click on any color in the chart, or the 'view all' option. To open an item in the table, click on its key ID or name. Actions that can be taken for each module in the chart include:
Training: All training is completed here. Click on either the yellow or red section, or the 'view all' option. To start and complete the training, click on the 'Train Now' link. All completed/compliant training will be under the green bar of this section.
Documents: All documents that you are the author of will be listed here and the target approval and review dates can be tracked here. If you have a document that needs to be reviewed, or the target effective date is coming up, you can start the process of working on the document by drilling down the table and clicking the document's name.
Audits: All audits that have a scheduled audit date or target date that is coming due or overdue that you are the audit author or lead auditor of will be listed here. You can review all of the audit information by drilling down the data table and clicking the audit ID. If a workflow is active and you need to sign, you will need to complete that signature from the 'signatures needed' section of the dashboard.
Issues/Change Controls: All records in these modules that you are the project assignee or stage assignee of with due dates that are coming soon or past due will be listed here. To open the record, drill down the table and click on the record key ID.
Tasks: Any tasks that are opened and assigned to you will be listed here. Click on the bars or the 'view all' option to see the task list. To start and complete a task, click on the task key ID.
Navigation/Create Button
Click the 'create new' option to reveal a menu that provides quick access to essential actions. You can easily create new items, check your downloads page, and view your recently accessed content.
The ZenQMS Resource Center
The ZenQMS Resource Center provides users with easy access to product updates, the knowledge base, support, and feedback opportunities. To access this tool, click the help icon at the bottom left of your screen. You can scroll through the different options from the popup.
Settings Icon Overview
The 'Settings' option can be found at the bottom left of your screen. When clicking it, you will open a panel that has many options for you, as a super user of the account. There are four main sections listed: Administration, User Profile, Account, & Configuration. We will go over each section one by one, next.
Administration: In this section, super users can manage:
- 📃 Company Name & Address
- 🔧 API Settings
- 🔒 Email Restriction Settings
- 🔒 Password Restriction Settings
- 🔄 Account Backup Settings
- 🔒 Support Access Settings
- 📁 Logo Management
- ⚙️ Audit Category Settings
- ⚠️ Audit Observation Severity Name Settings
- ⚙️ Training Event Type Settings
Site Management
Here, super users can create and manage internal and external sites and vendors. You may need to create multiple internal sites if your company has more than one location and the users in the account are from those various locations. You can use sites for reporting purposes as well.
Configuration
Here, super user can add custom fields for audit reports & QSheets, which are part of the audits module, and training tests. Audit module workflows are configured here as well.
Personal Information
Here all users can update their profile information and update/manage their CVs. It is important to note that users can not upload other users' CVs on their behalf, even if they are a super user. If you would like admins of the account to control general users' CVs, it is recommended to create a document category dedicated to user CVs.
Password Security
Here, all users can edit their password as well as turn on two factor authorization. This section of the account is not permission based and all users can access this section.
Preferences
The primary settings to focus on are the language preference and the controlled copy section under this option. All users can select their preferred language here. It is important to note that changing the language preference will only impact the individual user making the change, not all users within the account.
Notifications
Users can customize their notification settings here. Super users have the ability to set a universal notification preference that overrides individual notification settings for all users in the account. We will go over that override option shortly.
Users
All user management is done in this section. Super users can create, invite and disable users here as well as assign a supervisor to them. Users can be added on an individual basis, or a template for multiple users can be imported in. Once they are added to the account, they can not be deleted; they can only be disabled.
Active Modules
In this section, super users can toggle on or off the modules in the account. The documents nor the training module can be turned off. This action will affect all users in the account.
AI Features
All AI settings are configured in this section.
Account Custom Fields
All account custom fields are created and managed in this section. These custom fields can be used in the documents, issue and change control modules as well as the users table.
Roles and Permissions
In this section, all user roles and role permissions are managed here. Please note that these role permissions are separate from document category permissions and training module permissions.
Notification Defaults
This is where super users can control and set all notification settings in the account for all users. You may lock these settings so that they cannot be changed by the general user.
Reports
Here, is our robust reports library. You may download the reports to either a CSV or Excel file.
API Settings
API Settings are managed here.
Single Sign On (SSO)
All SSO settings are managed here.
Audit Trail
This is where the account audit trail can be found. This table can be sorted and exported, if needed.
Billing/Subscriptions
Here is where you manage your account billing and subscription.