Webinar Recording
Live Q&A Sessions
Q: Is is now possible to add training groups before document approval?
A: This is not something that will be included in this release, but has been logged as an improvement.
Q: Is the new '# of days from approval' set at an individual document level or the category level - or both?
A: This is set at the document level.
Q: Will track change be possible?
A: All track changes that are added when the document is in draft review will remain until the document moves from a draft state.
Q: WIll you have to go through the draft review process or can the document go straight to the approval workflow like now?
A: Draft review is optional.
Q: Will there be any changes to allow an annotated PDF to be printed or downloaded, or possibility download redlines as a word document? It's often useful to accept other people comments then retype them on the Word document.
A: We have an improvement logged to be able to download the original to your local and to maintain the collab editing function.
Q: If more than 1 reviewer was added to a draft review and then later on you realise one of them is not required to review, how do you remove that reviewer from assignment?
A: The draft review will need to be cancelled and started again.
Q: Can we launch a draft review workflow multiple times?
A: Yes, you can launch a draft review more than once. We recommend fully completing a draft review workflow with all users reviewing, prior to launching another workflow as best practice.
Q: Can the minor revision workflow be deactivated for our company use?
A: No, these will not be something you can turn off. You would want to instruct your users in your WIs.
Q: Will the draft reviewers remain in the audit trail after the document is routed for approval flow?
A: Yes, this will remain in the audit trail.
Q: When users are reading a document or SOP and find things that need to be updated with a new revision or at the point of periodic review, will they create a draft of the document and go through this draft review process to annotate, or will that be a separate type of workflow/process?
A: We have a suggested edit function for this purpose. Anyone who has access/visibility to the document will be able to suggest edits and the author will get notice and can review the suggestions and determine whether its a major or minor revision that is needed.
Q: Can the collaborative editing of a document revision be saved and linked/attached to a document change control?
A: Once a collaborative editing session has ended, that revision will become the most current for that document. If you are using a separate document change control configuration through the Change Control Module, you would need to show this by linking them together in the application.
Q: If several authors are added, does the document lock when an author downloads the document for revision?
A: The document does not lock if an author downloads the original file for revision regardless of the number of authors.
Q: Can ZenQMS send a reminder email prior to documents being late for those employees that infrequently access the software?
A: Yes, this is on our roadmap to send emails prior to the periodic review due date.
Q: In the minor upversion the version # will not be changed?
A: The version number would, for example, go from 2.0 to 2.1 with a minor revision.
Q: So any user can launch a review, and then determine an item to be 'not current' and then create a DRAFT for a document?
A: Authors, admins, and users who have the “edit” access to the category will be able to review and create a new draft for a document.
Q: Is there a change in the workflow if you select the option 'item is current'?
A: The "item is current" workflow will now allow you to follow a "periodic review" workflow which can be set at the category level.
Q: Is a tracked changes version retained anywhere after the document is approved?
A: Once the document becomes approved or effective, the track changes will no longer be available.
Q: is there an approval workflow for batch uploads?
A: The person completing the batch upload is the only signature needed. No approval workflow steps needed.
Q: Can you still add the document to a syllabus for a training course if the "training document" toggle is off?
A: Yes!
Q: What's the difference between 'immediate retraining required' and ' training required' in the metadata?
A: 'Immediate Training Required' will automatically assign users to retrain on a newly upversioned document. 'Training Required' defines this documents visibility to the training icon tab in the sidebar.
Q: Can the retraining and review intervals be changed during creation at the document level?
A: The retraining and review intervals can still be adjusted individually at the document level when creating the document.
Q: Will our existing document versions be updated as well?
A: Your current document version will have a decimal added, so a document that is v3 will become 3.0.
Q: For the approval workflow, can we add additional reviewers and QA still be the last approver?
A: Yes. This can be set at the category level. When you are setting up your approval steps, you can mark a signature step as “always last”. When you add ad hoc signatures, the “always last” step, will be last.
Q: Will comments on a document in active workflow appear on the effective document?
A: All comments that are added during an approval workflow signature, can be seen under the workflow/signatures icon and will be stay in this section once the document is effective.
Q: Which permissions can view the annotations on an effective doc?
A: It would be Authors, Admins, and anybody with the Editor access to the document; they’ll be able to see them from the “Review / Suggest Edits” tool from the right hand side tool bar.
Q: Are the approval workflow steps able to happen in parallel or is it always in order?
A: They can be in parallel. This setting is configured at the category level.
Q: Can we add attachments at any time? Like even after approval?
A: Yes!
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