Phase #2: Document Category Settings, Documents, Category Workflows, Category Users, Custom Fields

Phase Overview

Phase #2 of the migration focuses on the Documents Module configuration. For this phase, there will likely be multiple iterations to fine tune the main tabs and new settings. This is typically the phase that takes the most time. By the end of this phase, your Sandbox environment should be nearly ready to go with the exception of training. To complete Phase #2, you should start by reviewing each section or watching each video and completing the subsequent associated task (please complete all tasks before sending the migration template) . Always complete tasks within the most up to date version of the migration template. After all of the tasks have been completed, email the update migration template with your company name and the migration Phase # in the subject line to migration@zenqms.com.

During the migration process, if you have any questions, please email migration@zenqms.com.

 

Detailed Migration

Tasks (Please complete all tasks before sending the migration template)

  1. Complete filling out the Users, Documents, and Category Settings tabs
  2. Continue to work on the User Groups and User Group Permissions tabs
    • There is a good chance that you will need to make further revisions after completing the Document Categories tabs
 

Document Category Settings

Tasks (Please complete all tasks before sending the migration template)

  1. Review the current document category settings and make any necessary changes
    • The template should be populated with placeholder values for the initial set of categories
  2. Add any additional required category settings

 

Documents

Task (Please complete all tasks before sending the migration template)

  1. Create your first 10-15 documents
  2. Upload the corresponding source files to the dropbox link in your initial migration email in a single zip folder (no nested folders please)
    • If you can upload the source files for all of your documents, feel free to upload all at once. However, please note that if files are updated, you will need to perform additional uploads to the dropbox
  3. Include a list of high-level document categories (e.g. SOP, Form, Work Instructions, etc...) in the email with the initial draft of the migration template

 

Document Category Workflows

 

Tasks (Please complete all tasks before sending the migration template)

  1. Add category workflows for any document categories that require additional approvals
  2. Review the current user group settings and make any necessary changes
    • Since approval workflows may not lend themselves to the current user group setups, you may need to add additional groups or change the current user groups assignments

Document Category Users

 

Tasks (Please complete all tasks before sending the migration template)

  1. Add category users and user groups for all document categories
  2. Review the current user group settings and make any necessary changes
    • Since visibility and edit permissions may not lend themselves to the current user group setups, you may need to add additional groups or change the current user groups assignments

 

Custom Fields

 
 
 

Tasks (Please complete all tasks before sending the migration template)

  1. Add any needed custom fields
  2. Update the Documents tab to reflect the new custom field values
    • This only applies if custom fields were added. If custom fields are added, please use the custom field abbreviation in the Documents tab

 

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