Momentum QMS Help

Fields

Field Explanation

Title

• Must be filled before submitting to the next step. 
• Define a short description of a document.
• A free text field for a short description of a document.

Document Type

• Must be filled before submitting to the next step.
• Define the type of the document.
• Allow selection from a dropdown field with the following out-of-the-box options: Contract, Drawing, Form, Job Description, Policy, Procedure, Record, Regulation, Specification, Work Instruction

Number

• Must be filled before submitting to the next step.  
• Define the unique document number which identifies the document. 
• The system automatically generates with the following format: DOC-XXXXX where XXXXX is the next sequential number.  

Revision

• Define the revision number if a document is being up-versioned. 
• Automatically generated with the starting number being one and incremented each time the document is up-versioned.

Created Date

• Define the created date of a document. 
• Allow selection from a calendar, by default set to the current date.

Next Review Date

• Define the next review date after the document is approved.
• If the Next Review Date is specified, an email reminder shall be sent to the ‘Author’ of the document when the Review is due. 

• Automatically set to the two years from the current date (for a new record) but allows selection from a calendar.

Author

• Define the author of the document.
• Allow selection from all available users in the system and by default set with the currently logged in user.

Effective Date

• Define the date the document goes into effect.
• Allow selection from a calendar.

Approvers

• Define the document approvers.
• Allow selection from all users in the system.
• The Approval task shall be assigned to these users by default.

Reviewers

• Define the document reviewers.
• Allow selection from all users in the system. The Review task shall be assigned to these users by default. 

Notification List

• Define the list of users who receive a notification when a document is approved.
• Allow selection from all users in the system. 

Document Category

• Define a logical group of a document for categorization.
• Allow selection from a list of options:

4 Context of the organization: 4.1 Understanding the organization and its context

4 Context of the organization: 4.2 Understanding the needs and expectations of interested parties

4 Context of the organization: 4.3 Determining the scope of the quality management system

4 Context of the organization: 4.4 Quality management system and its processes

5 Leadership: 5.1 Leadership and commitment

5 Leadership: 5.2 Policy

5 Leadership: 5.3 Organizational roles, responsibilities and authorities

6 Planning: 6.1 Actions to address risks and opportunities

6 Planning: 6.2 Quality objectives and planning to achieve them

6 Planning: 6.3 Planning of changes

7 Support: 7.1 Resources

7 Support: 7.1.1 General

7 Support: 7.1.2 People

7 Support: 7.1.3 Infrastructure

7 Support: 7.1.4 Environment for the operation of processes

7 Support: 7.1.5 Monitoring and measuring resources

7 Support: 7.1.6 Organizational knowledge

7 Support: 7.2 Competence

7 Support: 7.3 Awareness

7 Support: 7.4 Communication

7 Support: 7.5 Documented information

8 Operation: 8.1 Operational planning and control

8 Operation: 8.2 Requirements for products and services

8 Operation: 8.3 Design and development of products and services

8 Operation: 8.4 Control of externally provided processes, products and services

8 Operation: 8.5 Production and service provision

8 Operation: 8.6 Release of products and services

8 Operation: 8.7 Control of nonconforming outputs

9 Performance evaluation: 9.1 Monitoring, measurement, analysis and evaluation

9 Performance evaluation: 9.2 Internal audit

9 Performance evaluation: 9.3 Management review

10 Improvement: 10.1 General

10 Improvement: 10.2 Nonconformity and corrective action

10 Improvement: 10.3 Continual improvement

Department

• Define the department the document belongs.
• Allow selection from a list of options:  Administration, Customer Service, Sales, Quality, IT, Human Resources, Marketing, Manufacturing.

Field

Field Explanation

Draft Document

• Define the document to be attached. 
• Allow the ability to attach a file.
• If the attached file is in word or excel format, additional fields will appear. 

Field

Field Explanation

Convert to PDF after Approval

• Define if the attached document will be converted to PDF.
• If checked, the document will be converted to PDF after approval.

Add Signatory Page to PDF after approval?

• Define if the signatory page will be added to the approved pdf document. 
• If checked and document is approved, a signatory page will be added to the approved pdf file.

PDF expiry

• Define the expiry date of the pdf version of the document.

PDF Preview

• Define the generated PDF version from the word document.
• PDF version will be generated after saving. 

Field

Field Explanation

DOCUMENT-CHECKOUT

• When clicked, The system created a new Review Log and copied the Draft Document into the Attachment field. Only one user may checkout a document at one time.

Field

Field Explanation

Reviewer

• Define the reviewer of the document.
• Read-only and set to the current user.

Attachment

• Automatically set to a copy of the Draft Document.

Comment

• Define the comment during the review step.
• Editable to the current user if the document is currently checked out to the current user.
  
  

Checkout Date

• Define the date and time when the document was checked out.
• Automatically set to the date and time when the document was checked out by the reviewer.

Checked out?

• Define the current status of the review log.
• Will be checked during the checkout process and unchecked when the reviewer checked in.

Check in Date

• Define the check in date.
• Set to the date and time when the reviewer checked in the document.

Field

Field Explanation

Location

• Define the location to distribute the hard/printed copy of the document.
• Allows free text entry (for each Hard Copy Location).

Number of Copies

• Define the number of copies to be distributed. 
• Allows entry of numbers (for each Hard Copy Location).

Distribution Date

• Define the distribution date of the hard/printed copy of the document.
• Allows entry of numbers (for each Hard Copy Location).

Field

Field Explanation

Related Documents

• Define the supporting document for the current document.
• Allows free text entry (for each Hard Copy Location).

Field

Field Explanation

Is Training Required?

• Define if training is set for the current document.
• Allows a user to set or unset whether training is required.

• If the field is checked, an additional field will appear. 

Field 

Field Explanation

Training required for

• Define the users/groups that have to do the training.
• Displayed if ‘Is Training Required?’ is set.

• Allows the selection from all users in the system.
  
  

Type of Assessment

• Define the type of assessment.
• Displayed if ‘Is Training Required?’ is set.

• Allows selection from the following options: Acknowledgement, Exam

CREATE EXAM

• When clicked, an exam will be created. 
• Displayed if ‘Is Training Required?’ is set.

Field

Field Explanation

Approved Document

• Define the approved record. 
• PDF version will be generated if the draft attachment in the draft task is docx, doc or excel. 

Field

Field Explanation

New Suggestion

• When clicked, a new suggestion document is displayed in a dialog.

Field

Field Explanation

Enable Public Access

• Checkbox field, if enabled will allow the approve document to be downloadable without requiring a user to login
• Contact support for the URL formatting.