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
Completing a Task
Completing an Issue/Change Control
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 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 icon at the lower right hand corner:
1. Product Updates: This section provides the latest ZenQMS news, including new features, release notes, beta signups (TBD when functioning), & API information.
2. Knowledge Base: This section provides a quick way to navigate to the ZenQMS Knowledge Base to search for articles/videos pertaining to the application.
3. Support: This section allows users to explore help resources, including submitting a help desk ticket, view submitted tickets, Quality Labs & Community Events.
4. Feedback: This section allows users to submit an improvement request or to vote on current requests through our product roadmap.
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.
The green plus button is a quick action feature where users can create new items, access quick links, and/or see recently viewed items.
Users can work on multiple things at once; when a new page is opened, a tab if created. Users can switch back and forth between the tabs. There is a limit of 15 tabs being opened at once.
The Main Dashboard
1. The Training Pie Chart: The pie chart allows you to view the training status information (including all non-compliant and compliant training records) by item in one table.
2. ZenQMS Modules: The module icons listed are the active modules in your account.
3. View Selection: This dropdown changes the dashboard view, depending on permissions.
4. The Activity List: The activity list lists all action items for the user, including signatures needed and overdue review items. These actions have nothing to do with training items and is not related to the training pie chart.
5. The Plus Button: The green plus button is a quick action feature where users can create new items, access quick links, and/or see recently viewed items.
6. Your Name: You can log out here.
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.
Search
The full table search feature allows users to search document metadata:
Table Views
Users can create saved table views after customizing their full table. All saved table views will be listed here for easy access. To switch through saved tables views, click on the saved view name. These views can be private, or can be shared with the whole company:
Settings
Table views are created and shared here. A user can customize their full table and have views for easy access. These views can be private or can be shared with the whole company:
- Create New View: After the full table has been customized, the table view is saved here.
- Whole Company: If a user would like to share the saved table view with the whole company, they can do so here.
- Make View Private: This is the default setting, as all table views created are private until shared.
If a view is shared with the whole company, users can find the saved table view under the table views dropdown. If a table view is shared with the whole company, there will be a world icon next to the table view name:
Export
Table views can be exported into a CSV or Excel file. Once the full table is filtered, the full table can be exported by clicking the export icon:
Advanced Filter
The advanced filter for the full table is found here. Users can use the filter options to drill down a more comprehensive search:
Add/Remove Columns
Full Table columns can be added or removed here:
Finding Training Dossiers
Click on the Training Module icon on the left hand side. Click on the dropdown titled My Training Dashboard and select Trainee: Training Records:
To view your dossier, click on the dossier hyperlink next to your name in the table:
You can sort within the column or you can utilize the links at the top to see all training items that are:
-At-Risk/Non-Compliant,
-Currently Assigned Files, or
-Everything
Issues/Change Control Modules
Completing a Task
Depending on the user's notification settings, when a task is assigned to them for completion, they will get an email notification similar to the example shown below:
Users can click the task hyperlinked Key ID to access it in the account. Users can also see all tasks that are assigned to them by clicking into the tasks module:
If navigating to the tasks module, you will land on your tasks main dashboard. To see your tasks, please click on the bar(s) shown to drill down the screen to access your tasks:
When you open the task, you will see your name as the task assignee, the task due date, the task details, a place to add links and attachments, and a section to add a response on the task as the assignee. Fill in the information and click "complete task" when finished:
You will need to sign off on the task for completion acknowledgement to complete the task. You may add additional approvers to review and sign off on your task completion if needed:
Completing an Issue/Change Control
Depending on the user's notification settings, when an issue/change control record is assigned to them for completion, they will get an email notification similar to the example shown below:
Users can click the issue/change control record hyperlinked Key ID to access it in the account. Users can also see all issue/change control records that are assigned to them by clicking into either module:
If navigating to the issues or change control module, you will land on your issues or change controls main dashboard. To see the record/stages assigned to you, please click on the bar(s) shown to drill down the screen to access your assignments:
When you open the record, at the top, you will see the details of the entire record. For stage assignments that need to be completed by you, you will see your name as the stage assignee. Other stage information listed includes the stage due date, the stage details, and a place to add links and attachments. Every company's records are unique to their needs. There may be sections that you will need to fill in and all required information must be entered in the stage before completing it. Fill in the information, choose which stage the record will be routed to next via the blue buttons at the bottom of the stag and click it.
You will need to sign for completion acknowledgement to complete the stage. There may be additional approval steps that are listed in your account. If so, please select a user to complete each approval step. You may add additional approvers to review and sign off on your task completion if needed. Lastly, choose the user that will assigned to the next step, if applicable:
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