ZenQMS is rolling out a whole new documents module! This is an exciting time for us and we are eager to share the updated module with you! There are lots of new features and some functionality has moved. We will go over the changes here and what you should do and look for when we transition over.
Document Categories
In the old version of the module, you had to navigate to the documents full table to access the categories. Now, all document categories are under the Settings - Document Categories:
Document Permissions/User Access
User permissions related to the documents module were located through a link via the role information slider:
Now, the document permissions are located at the individual document category level, under the Roles/Permissions tab. User document visibility access is set here as well:
Custom Fields
In the old version of the module, all custom fields for documents were created under Settings - Administration - Configuration - Custom Fields. In the new module, all previously created document custom fields are moved to Settings - Account Custom Fields:
Preparing for the Transition
We have created a guide for you and your team to use to help with the transition. This is not a migration template and can not be used to update any account data. This item is designed to allow you to write down your document module information to plan for a smooth transition.
Guide Tab Breakdown
New Category Workflow Steps:
In the new module, there are 4 different approval workflow types: Approval - Major Revision, Approval - Minor Revision, Retire, and Periodic Review. When we move to the new module, all of the workflows will have the settings that are configured at your current document category levels. These workflows can be edited as needed. You may use this tab to write in the approval steps for each new workflow type. Each column has a dropdown where needed.
New Category Roles/Permissions:
We have created a more granular approach to the permissions for documents. We have listed all of the new document category permissions in the workbook. For an overview of the permissions, please see here. Please use this tab to jot down which users/roles you would like to have these permissions. It is important to note that the document permissions are based on each individual document category and are not universal permissions.
New Category PDF Export Options:
We have many new changes in this area; with the new module we are allowing users to add a data page, customize the Key ID information, customize watermarks for different states, and add the option to shrink the document to automatically fit a ZenQMS generated header. There are dropdowns in the appropriate columns for planning purposes.
Document Category Custom Fields:
With the transition, we are introducing document category specific custom fields. As mentioned previously, all current document custom fields will move to the Account Custom Fields section of the application, under Settings - Account Custom Fields. In this tab, you may jot down the custom fields that you would like to have for your document categories. There is a drop down for the type of custom field.
Next Steps
Attached below is the guide that you can use to prepare for the transition to the new documents module. We have also attached an example guide that has been completed for reference and aid. If you have any questions about the new module, please reach out to your project manager if you are in an implementation project, or reach out to the ZenQMS Help Desk at help@zenqms.com if you are an established client.
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