Qudos 3 Help

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How to add a new document to the Master Document List

From the Main Screen:

Step	Action	Result
1	Click Documents	Opens Master Document List
2	Click New button	Opens Document Details form - displaying a blank record
3	Complete fields as required.
Notes: Document filename; Click on the Browse button to select a file, then click on the Upload button. This will upload a copy of the file to a specific folder associated with Qudos 3. This folder name is defined in the Management Console. The uploaded file is considered to be the master copy from this point on. Once uploaded, Qudos 3 no longer needs to refer back to the originating file. To protect the integrity of your data, Qudos 3 will not allow the use of a filename that is the same as another listed document. It will rename subsequent files to include next available letter of the alphabet e.g. photo^A.jpg and photo^B.jpg etc. Also, as the document will be viewed in a browser environment, Qudos 3 will not allow characters in document filenames that may not work safely with your browser. It will generate a warning and request you modify the filename. More on document filenames. If the document has corporate-wide application, check the Corporate Document field. When a user is filtering the Master Document List that will over-ride the Business Unit and Location field to also display all documents marked for corporate-wide application. The default entry for Document revision number is 0. Any future revisions of the document will be incremented to 1, 2, 3 etc. If the document existed and had a revision history before being entered into Qudos 3, you may enter the document's current revision number. Any future revisions that are recorded will increment from that number. Similarly, you may enter the date of the document's most recent revision (by default, the current system date will be entered). The Notes field is entirely optional. It is displayed in the printed report for the Master Document List - which can be a useful way of seeing notes on numerous document records at the same time.
4	Click Save button	A dialog box appears to advise that 'The file has been uploaded successfully and may be viewed by clicking on the View button
5	Click OK button	Returns you to the Document Details form
6	Click Close button	Opens the Document Review form. This prompts you to schedule the document for one or more reviews in the future.
7A	To schedule the document for review, enter the number of reviews, their frequency (or interval between them), and the start date, and click the Save button Note: If you only schedule one review, the entry in the frequency field is irrelevant.	Schedules(s) the document review(s) in the Audit Schedule. If the option for automatically generating emails has been activated in your Management Console, a notification email form will pop up. You may modify the email content, and choose to send or close without sending. On clicking either button, you will also be returned to the Master Document List. The new document will appear in the list.
7B	If you do not wish to schedule the document for review, click on Close button.	You will be returned to the Master Document List. The new document will appear in the list.

Step

Action

Result

Click Documents

Opens Master Document List

Click New button

Opens Document Details form - displaying a blank record

Complete fields as required.

Notes:

Document filename; Click on the Browse button to select a file, then click on the Upload button. This will upload a copy of the file to a specific folder associated with Qudos 3. This folder name is defined in the Management Console. The uploaded file is considered to be the master copy from this point on. Once uploaded, Qudos 3 no longer needs to refer back to the originating file.

To protect the integrity of your data, Qudos 3 will not allow the use of a filename that is the same as another listed document. It will rename subsequent files to include next available letter of the alphabet e.g. photo^A.jpg and photo^B.jpg etc.

Also, as the document will be viewed in a browser environment, Qudos 3 will not allow characters in document filenames that may not work safely with your browser. It will generate a warning and request you modify the filename. More on document filenames.
If the document has corporate-wide application, check the Corporate Document field. When a user is filtering the Master Document List that will over-ride the Business Unit and Location field to also display all documents marked for corporate-wide application.
The default entry for Document revision number is 0. Any future revisions of the document will be incremented to 1, 2, 3 etc. If the document existed and had a revision history before being entered into Qudos 3, you may enter the document's current revision number. Any future revisions that are recorded will increment from that number. Similarly, you may enter the date of the document's most recent revision (by default, the current system date will be entered).
The Notes field is entirely optional. It is displayed in the printed report for the Master Document List - which can be a useful way of seeing notes on numerous document records at the same time.

Click Save button

A dialog box appears to advise that 'The file has been uploaded successfully and may be viewed by clicking on the View button

Click OK button

Returns you to the Document Details form

Click Close button

Opens the Document Review form. This prompts you to schedule the document for one or more reviews in the future.

To schedule the document for review, enter the number of reviews, their frequency (or interval between them), and the start date, and click the Save button Note: If you only schedule one review, the entry in the frequency field is irrelevant.

Schedules(s) the document review(s) in the Audit Schedule. If the option for automatically generating emails has been activated in your Management Console, a notification email form will pop up. You may modify the email content, and choose to send or close without sending. On clicking either button, you will also be returned to the Master Document List. The new document will appear in the list.

If you do not wish to schedule the document for review, click on Close button.

You will be returned to the Master Document List. The new document will appear in the list.