Registry Maintenance and Document Matrix Synchronizer

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User Companion document on Registry Maintenance and Operation of Document Matrix Synchronizer Menus in Document Management Module

1.Document Management Module

The document management module is a module that provides the document management process in accordance with the standards. It ensures that the management systems documentation is prepared, controlled, approved, revised, published and distributed to the relevant personnel in electronic environment by passing through the approval process on the QDMS system, and that all documentation is archived and the cancellation process is carried out. It allows the personnel to access the documents within the scope of the folders / documents they are authorized and to act on the documents.

1.2.Integrated Management System/ Document Operations

1.2.1.Define a Folder

Menu Name: Integrated Management System/ Document Operations/ Folder Identification

It is the menu where the folders where the documents in Qdms will be managed are created and organized. When defining a folder on the Folder Definition screen, it is necessary to first decide on the folder tree structure. A folder tree structure is created according to the organizational structure, processes, document types, management systems, departments or the structure that the company deems appropriate.

To explain the working logic of the Registry Maintenance and Matrix Synchronizer menus in this help document, first define a main folder in the Folder Identification menu. The use of these menus from the folder defined in the system can be used in the narration. The folder named "0-Integrated Management System" on the Folder Definition screen is defined in the system. Under this folder, the folder structure used by the company is installed. To add a new folder to the Folder Definition screen, while the "0-Integrated Management System" folder is selected, click ! Clicking the (New) button opens the Folder Identification/ New Record screen. The folder structure of the company can be defined in the desired detail in the system in the form of tree breaking.

On the Folder Identification / New Record screen that opens, the "0-Integrated Management System" folder is selected in the Linked Folder box. So; 0-Under the Integrated Management System folder, the process of creating a main folder for the Bimser Company begins. The subfolder operation of the Bimser Main folder is performed and the subfolders of Bimser Pharmaceuticals and Medical Products, Bimser Food and Bimser Chemistry, which are defined as examples, are defined.

1.1.System Infrastructure Definitions/ Document Operations

1.1.1.Document Record Maintenance

Menu Name: System Infrastructure Definitions/ Document Operations/ Document Registry Maintenance

It is a menu where small changes can be made to the document that do not require Revision. For example; such as document preparation date, punctuation errors in the document. With the document record maintenance feature, it is ensured that the documents are revised without receiving a revision number. This menu is used if something is wanted to be changed in the document but is not asked to receive a revision number. In terms of its implementation in the document, the record maintenance feature is an important feature. Sometimes, when preparing a document, the person who prepared the document may make a spelling mistake. Or it may be a wrong field that they forget, or there may be incorrect information use such as a wrong logo. For the use of erroneous information in such a document, the document record maintenance feature is used to modify the existing document and these errors are eliminated. And in the modification made does not receive a revision number. Normally, when a change is made to the document, the revision number increases by 1 in the system. The document is revised. However, you do not need to make revisions to make changes for minor operations, only the system administrator can apply the registry maintenance feature by modifying the document using the registry maintenance menu. To apply this feature, click SAT>Document Operations```>```Document Record Maintenance menu.

On the Document Registration -Maintenance screen that opens, two tabs appear. These tabs are the document list and the document search tabs. The Document Search tab is clicked. In the document search tab of the screen that opens, different search criteria appear. Document Type options include Form and document options. In order to perform the Registration-maintenance feature on the document, the Document option is checked in the relevant check box in the options in the Document Type field.

In the Folder field to which the registry maintenance operation will be performed on the documents in which the folder is connected (add) button to select the folder in the Select document folder list.

After the selection of the folder to which it is connected is made(Search) button and the documents in the Main Folder to be maintained are listed in the Documents list tab, if any.

If our document is located in a subfolder, the show subfolders of the folder to which it is connected is also checked in the check box.

Thus the Registry will be maintained in the documents contained in the subfolder (Search) button to list the Documents.

In the Document Record Maintenance -Document Determination menu, the Document List contains information about the Document code, Document name and Revision No. Document Registration Maintenance -In the document determination menu, the document to be informed by performing registration maintenance is selected in the document list and after the document is selected(next) button is clicked.

On the Document Record Maintenance screen that opens, you will see a similar screen as in the Document Preparation - Revision screens. Document Preparation -We can make changes on the Document Record maintenance screen on the fields you want as well as the operations we do on the fields on the revision screens.

If no changes will be made in the document, we can edit the document by changing the information in the Document information tab on the Document Record Maintenance screen if the information of the fields such as the name of the document, the type of document or the owner of the document is incorrect. For example, changes can be made by selecting the document type in the Document Type list with the Document Record Maintenance menu in the Document Type field.

If there is an error related to the Revision Information tab in the Document Record Maintenance menu and the fields such as Revision, Revision reason, Revision date and approval date, or if we want to change it, we can edit it by changing it with the record maintenance feature.

In this way, by modifying all the fields, such as reference documents, we can apply the record maintenance feature by modifying the fields in all tabs, just like a preparer. If you have come to the Document tab in the Document Record maintenance menu and made changes in the document, that is, if you have changed the content of the document, you can upload the document whose content has been changed in this tab.

From the "Document File Upload (Turkish)" field ! The document is imported with the (Attach File) button.

If you check the Replace existing document file information check box on the first tab in the Document Record maintenance menu, you will ensure that the revision number you have made in the system, revision date, approval date, document name, short codes, information contained in the template, approvers, checkers and any information you have made in them will be changed in the template. If you used a template in the system, Replace existing document file information check box is checked, it changes this information in the system.

First, with the Record Maintenance feature, if there are incorrect or desired fields on the document on the Document Record Maintenance screen, they are changed and (Save) button to apply the recording maintenance feature on the document or 2. If you have made changes to the content of the document by not making changes to any field in your document, you can save the document in the Document tab (Add document) button to upload the document you have modified the content of the document and click on the Document information tab! You can apply the recording maintenance feature by clicking the (save) button. The revision number of the document does not increase and does not appear as Revision of the Document. In its current form, users continue to use it.

1.1.2.Document Matrix Synchronizer

Menu Name: System Infrastructure Definitions/ Document Operations/ Document Matrix Synchronizer

In the Document Management Module, matrix synchronization and folder information synchronization operations are performed.

1.1.2.1.Synchronizing matrix

When changes are made to the authorization, distribution, approval, controlled copy matrices in a folder, or when changes are made in the fields of document responsibles, control, author, revised, reviewed, document type, document type, destruction responsible for linked to the folder, matrix synchronization is required to reflect this change in subfolders and documents. The purpose of this menu is; Changes were made to the parent folder. There are 10 documents or 1000 documents in the Main Folder. You want the documents in the main folder to be exactly the same as the documents in the subfolder. For example, you want the approval matrix to be the same by ensuring that the authority matrix is the same, or you want the approval matrix to be the same by ensuring that the approver is the same. Instead of going one by one and making changes to the documents, we make Document Matrix Synchronization and reflect the change to subfolders and documents with this menu.

First, the Synchronize matrix and Synchronize folder information options check the matrix synchronization option because matrix synchronization will occur.

In the Select folder area, the Folder to synchronize the matrix with is selected in the Folder list defined in the system.

In the matrix sync menu, the Folder selection is then selected from the List options to Subfolders and documents option.

After the list subfolders and documents option is checked! Clicking the ( Search ) button lists subfolders and documents. If changes are to be made to all of the listed documents and folders, the select all check box is checked. If the selection is to be made individually, the selection is made by checking the check box next to the relevant folder or document.

After the documents and folders are listed, the fields to be changed are the fields to be selected for related information! With the select button, the check boxes are marked in the fields to be marked with the check box.

The matrix tile to be modified, such as Authorization-Distribution-Approval-Controlled Copy-Vision Matrix, is selected. Afterward! Actions performed with the (sync matrix) button are recorded.

If you want the changes to be reflected in the ```<...\>``` variables in the document file, the "Document File Information Change" check box is checked. When performing document matrix synchronization, it should be kept in mind that matrix synchronization cannot be performed for documents that are in the revision process.

1.1.2.1.Sync Folder Information

With the Folder information synchronization option in the matrix synchronization menu, the folder information defined in the system in the folder settings in the folder is reflected in the subfolders, not in the documents. With the matrix sync menu, you perform both the process of synchronizing document information by folder or the process of comparing folder information to each other. With the Synchronize folder information option, you check the check boxes in the fields in the folder settings so that the information about these fields is the same in the subfolder of the folder information defined in the system. First, in the Matrix Synchronizer menu, the Synchronize Matrix and Synchronize Folder Information options check the Synchronize folder information option because the Synchronize folder information will be performed.

In the Select folder area, Folder information is selected in the Folder list defined in the system for the Folder to synchronize with.

In the process of selecting the folder, the check boxes related to the fields of the information in the folder settings are checked if the information of the subfolders of the folder is desired to be reflected in the fields. For example:As in the screenshot, the fields such as Review, Review period, Form Folder, Authority matrix should not be changed... Reflecting information.

(Search) button to list the subfolders. If changes are to be made to all of the listed subfolders, the select all check box is checked. If the selection is to be made individually, the selection is also made by checking the check box next to the relevant folder.

After selecting the information in the Folder Settings on the Matrix Synchronizer screen, for the reflection of the information in the folder into subfolders By clicking the (Matrix synchronization ) button, the folder information synchronization recording process is performed.