This lesson will focus on:
Logging In For The First Time
The Resource Center
Navigation
The Main Dashboard
Documents Module: Documents Full Table
Finding Training Dossiers
General User Training: Documents & Training Modules
Logging in for the First Time
Logging into ZenQMS is a simple process! When invited into your company's account, you will receive an invitation email. Please click on the link to create a password. Create a new, permanent password and click submit to login.
The Resource Center
The ZenQMS Resource Center provides users access to our product updates and our application knowledge base. It is the place that you can submit tickets to our help desk if you need assistance. Users also have the opportunity to submit feedback to our teams for future improvements. To access the resource center, click on the question mark icon at the bottom left of your screen.
Knowledge Base: This section provides a quick way to navigate to the ZenQMS knowledge base to search for articles/videos pertaining to the application.
Product Updates: This section provides the latest ZenQMS news, including new features, release notes, beta signups (TBD when functioning), & API information.
Documentation: Reference information can be found here.
Submit an Idea: This section allows users to submit an improvement request or to vote on current requests through our product roadmap.
Submit a Ticket: This section allows users to submit a help desk ticket and view submitted tickets.
Community: This section provides event and quality lab information.
Navigation
All active modules are listed horizontally on the left side of any dashboard view in the application. The modules available for a user depends on the user's permissions and your company's settings.
Click on 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 items.
Users can work on multiple things at once; when a new page is opened, a tab is created. Users can switch back and forth between the tabs. There is a limit of 15 tabs being opened at once.
The Main Dashboard
The Main Dashboard provides essential information for your training needs. Here, you will find your assignment status chart & signatures needed widget. As a general user, this dashboard will be your primary dashboard, serving as the starting point for all assignments and any required signatures.
The Assignment Status Chart
The assignment status chart can show one, or all, of three colors. Regardless of the module in the chart, the color code status' are the same:
Yellow (at risk, coming due, or new/incomplete): Shows assignments coming due within the end of the next month and any 'new/incomplete' assignments that are newly assigned to you to train on.
Red (past due): Shows items that you have not completed by the due date and are now "past due".
Green (compliant, completed, or not due yet): Shows items that you are currently compliant on in the training module, meaning you have completed the training or the due date is later than by the end of the next month. The green status in the documents module means that all documents you are the owner of have review dates or target approval dates that are not due yet. Once any issues, change controls, audits, or tasks are completed they will be removed from the assignment chart and will not be listed in a green status in the chart.
Signatures Requested (Needed)
This widget has all signatures that are needed from you that are not related to training.The status colors clearly indicate urgency:
Light Blue: signature is due today
Medium Blue: signature is due today as it is now 1-3 days past due
Dark Blue: signature is due today as it is now 3+ days overdue
Steps to Complete a Signature:
- Click on any color of the Signatures Needed widget. You may also click on the center of the chart.
- The table will drill down under the chart. You can review the information regarding the signature needed.
- Click the approve option to open the item and sign off.
Documents Module: Documents Full Table
The documents full table lists all documents, minus archived documents, that are in the account. This includes effective, approved, draft, waiting approval, and reviewed documents.
- Search: Searches all metadata within a document.
- Table Views: Views that can be saved for easier navigation.
- Settings: Saved table views can be shared here.
- Export: Export table views.
- Advanced Filter: Advanced filtering for document searches.
- Add/Remove Columns: Add or remove columns from the table.
Finding Training Dossiers
Click on the Training Module option on the left hand side. In the view dropdown, select Trainee: Training Records.
To view your dossier, click on the dossier hyperlink next to your name in the table.
Your dossier has three sections:
- At Risk/Non-Compliant: This section shows training items that are due soon or overdue.
- Currently Assigned Files: Here, you'll find training items that are nearing their due date, those that aren't due yet, and items that are compliant.
- Everything: This sections lists all items you have trained on within ZenQMS, no matter their status.