Module: Document

Overview

The "Document" module is the core of the Quality Manager DMS. It manages the entire lifecycle of quality documents, from their creation to their archival.

Complete lifecycle

Creation → Writing → (Optional collaboration) → Verification → Approval
→ Implementation → Revision → New version → Archive version N-1

Form

General information

• Form name: Document
• Purpose: Manage the entire lifecycle of a quality document

Form structure

The form is organized into sections.

HEADER

• Reference (calculated)
• Title*
• Step (calculated)

IDENTITY CARD

• Document type*
• Old reference
• Parent document
• Process concerned*
• Issuing department
• Application sector*
• Access*
• Convert to PDF?*
• Authorized readers*
• Purpose
• Distribution group(s)
• Will the receipt acknowledgment be subject to a questionnaire?
• Is this document subject to document training?*
• Choice of skills assessment questionnaire*
• Application date
• Next document review
• Archive date
• Validity deadline date

CONTRIBUTORS TABLE

• Document manager*
• Writer
• Verifier(s)
• Approver

REVISIONS

• Creation/revision comment*

TECHNICAL FIELDS

Hidden fields managed automatically:

• IDPreviousVersion
• QVersionDoing

Form fields

HEADER

Label	System Name	Type	Values	List	Multi	Default	Description	Visible	Modifiable	Required
Reference	Reference	Text	Calculated	—	No	—	Calculated by the system according to a given convention	All	N/A	N/A
Title *	Title	Text	Free	—	No	—	Allows document referencing	All	Writing	Writing
Step	current_activity	Text	Calculated	—	No	—	Allows displaying the document status in the workflow	All	N/A	N/A

IDENTITY CARD

Label	System Name	Type	Values	List	Multi	Default	Description	Visible	Modifiable	Required
Document type *	ApsType	Dropdown list	Value list	QDM Document Type	No	—	Automatic if comes from a creation request	All	Writing	Writing
Old reference	OldRef	Text	Free	—	No	—	Visible only if the "Old reference" field is not empty	All	Writing	N/A
Parent document	DocumentParent	Pick List	Choice from a view	—	No	—	View: QDMDocumentsPicklist + Visible only if document version is greater than 1	All	Writing	N/A
Process concerned *	Processus	Pick List	Value list	Processus	No	—	Automatic if comes from a creation request	All	Writing	Writing
Issuing department	ServiceEmetteur	Text	Directory data	—	No	Connected user's department	Allows retrieving all QDM module departments	All	Writing	N/A
Application sector *	Secteur	Pick List	Value list	Secteur	Yes	—	Automatic if comes from a creation request	All	Writing	Writing
Access *	Acces	Dropdown list	Value list	QDM Accès	No	INT	—	All	Writing	N/A
Convert to PDF? *	Pdf	Radio Button	Value list	OuiNon	No	Yes	—	All	Writing	N/A
Authorized readers *	LecteursAutorises	Text	Directory data	—	Yes	—	Allows retrieving all QDM module users and departments + Visible only if "Access" field equals "2 Custom choice"	All	Writing	N/A
Purpose	Objet	Text	Free	—	No	—	Automatic if comes from a creation request + Multiline - 4000 characters max	All	Writing	N/A
Distribution group(s)	GroupesDiffusion	Text	Directory data	—	No	—	Allows retrieving all QDM module users, departments, or distribution groups	All	Writing	N/A
Will the receipt acknowledgment be subject to a questionnaire?	Survey	Radio Button	Value list	OuiNon	No	No	—	All	Writing	N/A
Is this document subject to document training? *	Formation	Radio Button	Value list	OuiNon	No	No	—	All	Writing	N/A
Choice of skills assessment questionnaire *	SurveySelection	Text	Choice from a view	—	No	—	View SURVEYQuestionnairePicklist with filter on IdDoc + Visible only if "Will the receipt acknowledgment be subject to a questionnaire?" field equals "Yes"	All	Writing	N/A
Application date	DateApp	Date	Calendar	—	No	—	Automatically filled at approval time, unless a date has already been set	All	Writing	N/A
Next document review	DateRev	Date	Calendar	—	No	—	—	All	Writing	N/A
Archive date	DateArchive	Date	Calendar	—	No	—	—	All	Writing	N/A
Validity deadline date	DateValidity	Date	Calendar	—	No	—	—	All	Writing	N/A

CONTRIBUTORS TABLE

Label	System Name	Type	Values	List	Multi	Default	Description	Visible	Modifiable	Required
Document manager *	Ged_Gestionnaire	Text	Directory data	—	No	Connected user	Retrieves only users with "QDM - Advanced User" profile	All	Writing	Writing
Writer	Redacteur	Text	Directory data	—	No	Connected user	Allows retrieving all QDM module users	All	Writing	N/A
Verifier(s)	Verificateur	Text	Directory data	—	Yes	—	Retrieves only users with "QDMVerificateur" role	All	Writing	N/A
Approver	Approbateur	Text	Directory data	—	No	—	Retrieves only users with "QDMApprobateur" role	All	Writing	Writing

REVISIONS

Label	System Name	Type	Values	List	Multi	Default	Description	Visible	Modifiable	Required
Creation/revision comment *	QmHrObjetRevision	Text	Free	—	No	Creation	Multiline - 4000 characters max	All	Writing	Writing

TECHNICAL FIELDS

Defined in section 3.3.

System Name	Type	Default	Description	Visible
IDPreviousVersion	Text	—	Contains the ID of version N-1	Hidden
QVersionDoing	Text	"0"	Manages the upper banner label and revision button display	Hidden

Workflow

General information

• Workflow name: Document
• Purpose: Manage the validation cycle of quality documents

Characteristics

• Validation circuits configurable by document type
• Automatic activation of Microsoft Office revision mode to trace modifications
• In case of rejection, return to writer with mandatory message specifying the reason
• The document remains in "pending validation" status until validation by the last approver

Resources used

Profiles

• QDM - Advanced User
• QDM - Portal
• Administrator

Actors

• Writer
• Manager and Creator
• Distribution list
• Workflow contributor
• F-Verificateur
• F-Approbateur
• F-Ged_Gestionnaire
• F-Collaborateur
• R-QDMAdmin
• QDM_Admin
• QDM_Lecteur

Roles

• QDMApprobateur
• QDMVerificateur
• QDMAdmin
• QDMAuthor
• QDMLecteur

Workflow schema

                    ┌──────────────┐
                    │    Step 1    │
                    │   Writing    │
                    │ (Manager     │
                    │and Creator)  │
                    └──────┬───────┘
                           │
            ┌──────────────┼──────────────┐
            │              │              │
      Send for       Send for        Cancel
      validation    collaboration    document
            │              │              │
            ▼              ▼              ▼
    ┌──────────────┐  ┌──────────────┐  [END:
    │    Step 3    │  │    Step 2    │  Cancellation
    │ Verification │  │Collaborative │  + Action
    │ (Verifier)   │  │    Step      │  QM_QD_MA]
    └──────┬───────┘  │(Collaborator)│
           │          └──────┬───────┘
      ┌────┴────┐            │
      │         │            │
   Accept    Reject     End collaborative
      │         │           step
      │         │            │
      │         └─────┬──────┘
      │               │
      ▼               ▼
  ┌──────────────┐  [Return to
  │    Step 4    │   Writing]
  │   Approval   │
  │ (Approver)   │
  └──────┬───────┘
         │
    ┌────┴────┐
    │         │
 Accept    Reject
    │         │
    ▼         ▼
  [END:    [Return to
Distribution Writing]
+ Action
QM_QD_MA]

Detailed steps

Step 1: Writing

Property	Value
Description	This step allows writing the document
Contributors	Manager and Creator
Readers	R-QDMAdmin
Modifiable fields	As defined in Document F2 tab
Reminder	Yes, every month to the document manager (F-Ged_Gestionnaire)

Validation rules

Button	Required fields	Comment	Description
Send for validation	As defined in Document F2 tab	Yes	Allows sending the document for validation
Send to collaborative step	As defined in Document F2 tab	No	Allows sending the document for collaboration
Cancel document	As defined in Document F2 tab	Yes and mandatory	Allows canceling the document submission

Outgoing transitions

Link	Condition	Notification	Additional action
Writing → Verification	By default	Yes to F-Verificateur	Office update
Writing → Collaborative step	Send to collaborative step button	Yes to F-Collaborateur	Office update + Revision mode + Change workflow contributor
Writing → Workflow completed	Cancel document button + Confirm cancellation request	No	Office update + Revision history update + Action QM_QD_MA + Validity = I and QVersionDoing = 3
Writing → Approval	Send for validation button AND "Verifier(s)" field is empty	Yes to F-Approbateur	Office update

Step 2: Collaborative step

Property	Value
Description	This step allows revising the document collaboratively
Contributors	Manager and Creator and F-Collaborateur
Readers	R-QDMAdmin
Modifiable fields	As defined in Document F2 tab
Reminder	No

Collaborative features

• Collaborative workspace (Team-Connect) to allow multiple people to exchange and work on the same document
• Advanced integration with Microsoft Office to work directly on documents from Avanteam
• Documents are automatically stored in the Avanteam DMS
• Microsoft Office revision mode automatically activated to trace all modifications

Validation rules (Step 2)

Button	Required fields	Comment	Description
Report my contribution	As defined in Document F2 tab	Yes	Allows reporting the contribution
End of collaborative step	As defined in Document F2 tab	Yes	Allows ending the collaboration

Outgoing transitions (Step 2)

Link	Condition	Notification	Additional action
Collaborative step → Writing	By default	Yes to F-Ged_Gestionnaire	Normal mode
Collaborative step → Collaborative step	Report my contribution button	Yes to F-Ged_Gestionnaire	None

Step 3: Verification

Property	Value
Description	This step allows verifying the document
Contributors	F-Verificateur
Readers	R-QDMAdmin
Modifiable fields	As defined in Document F2 tab
Reminder	Yes, every month to verifiers (F-Verificateur)

Validation rules (Step 3)

Button	Required fields	Comment	Description
Accept	As defined in Document F2 tab	Yes	Allows accepting the document submission
Reject	As defined in Document F2 tab	Yes and mandatory	Allows rejecting the document submission

Outgoing transitions (Step 3)

Link	Condition	Notification	Additional action
Verification → Writing	Reject button	Yes to F-Ged_Gestionnaire	Office update
Verification → Approval	All verifiers have pressed the Accept button	Yes to F-Approbateur	Office update

Step 4: Approval

Property	Value
Description	This step allows distributing the document
Contributors	F-Approbateur
Readers	R-QDMAdmin
Modifiable fields	As defined in Document F2 tab
Reminder	Yes every month to the approver (F-Approbateur)

Validation rules (Step 4)

Button	Required fields	Comment	Description
Accept	As defined in Document F2 tab	Yes	Allows accepting the document distribution
Reject	As defined in Document F2 tab	Yes and mandatory	Allows rejecting the document distribution

Outgoing transitions (Step 4)

Link	Condition	Notification	Additional action
Approval → Writing	Reject button	Yes to F-Ged_Gestionnaire	Office update
Approval → Workflow completed	Accept button	No	Office update + Application date calculation + Action QM_QD_MA (Implementation) + Distribution with or without PDF according to parameter

Distribution mechanism

• Upon approval, an automatic message is sent to the people or groups designated by the writer
• The message informs of the creation or update of the document with mention of modifications
• The approved document joins all applicable documents accessible to all authorized readers
• Automatic conversion to PDF format if the parameter is activated
• Complete traceability of distributions with receipt acknowledgment management

End Event: Cancellation

Triggered when selecting "Cancel document" at step 1.

Property	Value
Description	Terminates the document following a cancellation at step 1
Modification rights	R-QDMAdmin
Read rights	Manager and Creator and QDM_Lecteur

End Event: Distribution

Triggered when selecting "Accept" at step 4.

Property	Value
Description	Terminates the document following an approval at step 4
Modification rights	R-QDMAdmin
Read rights	Manager and Creator, QDM_Lecteur, Workflow contributor and Distribution list

Views

The system offers a full-text search engine accessible at any time.

Search features

• Filtering by any type of metadata (title, process, type, etc.)
• Content search within documents (attachments)
• Combinable filters
• Customizable sorting
• Save favorite searches
• Excel export of results

Types of available views

• My current documents
• Documents to validate
• Applicable documents
• Archived documents
• Documents by process
• Documents by type

Dependencies

Structural dependencies

Workflow actions

• Office update
• Revision history update
• Action QM_QD_MA (Implementation) — Required
• Revision mode
• Normal mode
• Change workflow contributor
• Application date calculation
• Distribution with/without PDF

Required value lists

• QDM Document Type
• Processus
• Secteur
• QDM Accès
• OuiNon

Required views

• QDMDocumentsPicklist
• SURVEYQuestionnairePicklist

Required components

• Revision history (RevisionHistoric) — Detail table
• Quality module — Standard component

Field inheritance

From Creation request to Document

The following fields are automatically filled if the document comes from a creation request:

• Document type (ApsType)
• Manager (Ged_Gestionnaire)
• Process concerned (Processus)
• Application sector (Secteur)
• Purpose (Objet)

From Document to Revision request

According to FPA-2017-000002, inheritance must be configured to allow creating a revision request from a document (see section 6.5.1).

PDF Publishing

Conversion mechanism

• Automatic conversion to PDF format at end of workflow if the "Convert to PDF?" parameter is enabled
• The PDF file is generated from the source document (Word, Excel, etc.)
• The PDF is stored in the DMS and distributed to authorized readers

Template management

• "Group" templates accessible to all writers
• "Business" templates accessible only to writers from that business area
• Office templates allow automatic bookmark updates from metadata

Modification request / Comments

Functionality

• Any reader can submit a modification request/comment on a document to the writer and functional administrator
• The comment format is free text
• The application automatically adds the sender's identification and comment submission date

Processing

• The writer and administrator can publish or take into account the comment
• Complete traceability of requests

Project Feedback

Empty section — To be completed based on field experience feedback.

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Navigation

• ← Creation Request Module
• Back to summary
• Revision Request Module →