Creating a quality document
Learn how to create a document in QDM.
Creation steps
Creating a document in Quality Document Manager follows a structured process ensuring quality and traceability.
Prerequisites
- Have at least a Quality Document Manager reader license
- Have prepared the document content (Word, Excel, PDF file, etc.)
- Know the type of document to create (Procedure, Operating mode, Form, etc.)
Creation procedure
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Access the creation module
- From the portal, click on [+ New document]
- Or via the main menu: Create > Document
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Select the document type
- Choose from available types: Procedure, Operating mode, Form, Annex, etc.
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Fill out the creation form (see next section)
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Attach the source file
- Click on [Add] from the Office documents section or drag and drop your file
- Accepted formats: DOCX, XLSX, PDF, PPTX, etc.
- Click on the arrow next to [Add] from the Office documents section to add a document based on a predefined office template.
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Save as draft
- Click on [Save] to save without submitting
- You can resume editing later
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Submit for validation
- Click on [Send for validation] when the document is ready
- The document enters the validation workflow
Creation form
The creation form includes several mandatory and optional sections.
General information
| Field | Mandatory | Description |
|---|---|---|
| Reference | Conditional | Unique document code. Can be generated automatically according to configuration (see Automatic codification) |
| Title | Yes | Short and explicit document title |
| Object | Yes | Detailed description of content and objective |
| Type | Yes | Document classification (Procedure, Operating mode, etc.) |
| Version | Automatic | First version = 0 (draft) or 1 according to configuration |
Automatic codification
If your organization has enabled automatic codification, the reference is generated automatically according to predefined rules.
Rule examples:
- By document type:
BPF-2024-001,AN-PROD-042 - With automatic chronological numbering
- With registration year
- By business or process
Guarantees:
- Reference uniqueness (no duplicates possible)
- Automatic incrementation
- Reference visible immediately after type selection
Classification and access
| Field | Description |
|---|---|
| Process | Concerned business process (Production, Quality, HR, etc.) |
| Service | Document owner service |
| Application domain | Document application scope |
| Access | Confidentiality level: Internal (all) / Customized (designated users) |
Document actors
| Field | Role |
|---|---|
| Editor | Person who writes the document (you by default) |
| Approver | Person who validates the technical content |
| Reviewer | Person who verifies compliance (optional according to configuration) |
| Manager | Responsible for document management over time |
Customizable metadata
According to your organization, additional fields may appear:
- Regulatory registration numbers (FDA, etc.)
- Specific internal classifications
- Links to external systems
- Business traceability information
These fields appear in a dedicated section of the form.
Attachments and links
- Source file: Main document (mandatory)
- Annexes: Complementary documents (optional)
- Linked documents: Cross-references to other QDM documents
Best practices
Before creation
- Check existing: Search if a similar document already exists
- Use templates: If available, use your organization's corporate templates
- Prepare information: Have all elements at hand (approvers, processes, etc.)
Content writing
- Clear and concise title: Maximum 100 characters, explicit about content
- Detailed object: Clearly explain the document's purpose (who, what, where, when, how)
- Structure: Use titles, subtitles, bullet points to facilitate reading
- Illustrations: Add screenshots, diagrams if necessary
Actor selection
- Approver: Choose a person with technical expertise
- Manager: Designate the person responsible for future updates
- Avoid absences: Check validator availability before submission
Security and compliance
- Confidentiality: Correctly assess the required access level
- Sensitive data: Do not put passwords or sensitive information in the content
- Compliance: Respect applicable regulatory requirements (ISO, FDA, etc.)
Save
- Save regularly: Use [Save] frequently in draft mode
- Check before submission: Review all fields before clicking [Submit]
- Communication: Notify approvers that a document will be submitted to them
After creation
Once the document is submitted:
- Automatic notification: Approvers receive a notification
- Follow-up: You can track progress in My documents
- Workflow: The document goes through configured validation steps
- Publication: After validation, the document is automatically published and distributed according to settings
Special cases
Documents without attached file
Certain types of documents may not require a file (e.g.: Links to external documentation). Consult your administrator for configuration.
Multi-file documents
For documents composed of several files, use the Office Template field to attach complementary files.
Existing document migration
To mass import existing documents, contact your administrator. Avanteam has import tools via Excel or CSV index files.
See also: