Creating a Draft Document
Now that we have an active document category, we are ready to start adding documents to it. To start, click on the 'create new' option at the top left of your screen. Click on create new document. On this screen you will need to add the document name, select a category the document will be in, add a target approval date (target date that the document should be effective), and toggle the training option on if users are going to train on this document. Batch uploading documents is an option as well. If a user batch uploads documents, they will bypass any workflows that are set at the category level and will become immediately approved/effective.
The document management/viewer window will open. The document view screen is divided into three sections shown below. There is the document viewer window, the metadata section, and the icon panel on the far right.
Document Viewer: A PDF rendering of your file will display here.
Metadata Section: All document information is filled in here.
Icon Panel: Icons in order as shown;
Download: Users can download various levels of the file based on permissions.
Workflows/ E-Signature History: Workflow and Signature history is captured here.
Training: Trainees and training challenge questions are added to on the item here.
Version History: Draft and published version history is captured here.
Review and Suggested Edits: Suggested edits and periodic reviews are captured here.
Controlled Copies: Authorized users can issue controlled copies here.
Chat Log: Document chat log.
Once the file is added and the information is filled in, the document is ready for draft review, if needed.
Draft Review Options
Draft reviews serve as systematic evaluations of documents, aimed at gathering feedback, ensuring accuracy, enhancing clarity, and verifying compliance with established guidelines or standards. Authors have the ability to initiate a draft review for any of their draft documents. Additionally, users assigned the 'Administration: Account Super User' role or those with the category permission 'Can Edit Any Document in this Category' are also authorized to initiate a draft review.
We have three draft review options: download and review sequentially on local device, edit online in collaboration with other reviewers, & annotate on screen.
Sequential Draft Reviews
Sequential draft reviews streamline your document lifecycle by enabling a structured, step-by-step review process for draft documents. Sequential draft reviews ensure that each designated reviewer completes their assessment in a specific, predetermined order, fostering greater control, accountability, and clarity in the document revision workflow.
When launching any draft review, this option will be autoselected. You can change the draft review type, as needed, when launching. Select the sequential draft review option and the users that are to complete the review in the order that needs to complete it. Once you are ready to launch the review, click the 'launch draft review' button.
Collaborative Editing Review
Online collaborative editing enables you and your colleagues to engage in real-time editing of documents collaboratively. It enhances the review process by allowing for immediate adjustments and collective refinement of content, ensuring a polished final product. Users can use the collaborative editing tool on files that are in Excel, PowerPoint, or Word format. Whenever a file is edited during the editing session it may take up to 5 minutes for the changes to be visible in ZenQMS. Authors, users with the category permission 'Can Edit Any Document in this Category', and those assigned to the 'Administration: Account Super User' role are authorized to initiate collaborative editing sessions on draft, draft reviewed, and/or reviewed documents.
Annotate on Screen
The on-screen annotation feature allows users to annotate PDFs directly within the application. Reviewers can add comments, highlights, and various markups directly onto the document, providing clear and visual feedback for precise communication. Reviewers will get the draft review notification on their dashboards all at once. All users that perform the document review will see all the previous mark ups done by other users. To initiate this type of draft review, click on the 'launch draft review' option on the document and select the third draft review option. Choose the reviewers you wish to include in the review process. Finally, click 'launch draft review' to proceed.
Document Approval Process
To transition a document from draft status to an approved or effective state, click the 'launch workflow' option at the document level. This action triggers the major approval workflow slider, where designated individuals can be selected to approve the document.
Once these approvals are complete, the document becomes effective on its scheduled date. As a reminder, authors, users with the category permission 'Can Edit Any Document in this Category', and those assigned to the 'Administration: Account Super User' role are authorized to launch a document for approval.
Suggesting Edits on Documents
This feature allows you to propose changes to a document without directly altering the original text. Instead of making permanent edits, your suggestions appear as comments or tracked changes that the document author can either accept or reject. Authors can see these suggestions at the document level by clicking the 'review and suggested edits' icon, giving them full control over which changes are incorporated. As a note, any user that has access to the document, can leave a suggested edit. Users can suggest edits on documents that are in an approved and/or effective state. At the document level, the user can click the suggests edit button.
The document editor window will open, allowing the user to make markups and comments. All edits and comments added in the PDF viewer will be displayed in the side panel. Once the user has finished adding their suggestions, they can click the submit button to finalize their input. Again, any suggested edits a user submits does not alter the document.
SCORM Training in Documents
SCORM training items are essential tools that guide users through their learning experiences. These items dictate user navigation after specific actions, such as clicking the 'next' button, and outline the necessary activities to complete before progressing to the next step. Designed to save users' progress, SCORM trainings allow for engagement with the material at their own pace. Users can complete the training in a step-by-step manner, and if they need to pause, their progress will be retained, enabling them to resume the lesson exactly where they left off. If you would like to learn more about this functionality, please go here.
Please note that this feature is a paid service after a certain number of 'learners' is reached. For SCORM purposes, a 'learner' is defined as a unique user who is assigned and initiates any number of courses within an annual period. For instance, if one user is assigned to three courses and initiates any of those, it will count as one learner towards the consumption tier. SCORM packages are created independently from the application. For detailed information on the types of packages we support, please refer to the link here.
⚠️ We offer our clients access to a SCORM library, available for a fee, which can be utilized for training within their accounts. These packages are pre-created and fully supported in the application. If you would like more information about our SCORM library, please contact your implementation project manager or reach out to our help desk for assistance. ⚠️