Records are documents, forms, or files. Records are grouped into topics. Topics are grouped into Teams. Teams and Topics are similar to folders.
A Team or Topic can be secured to ensure that its contents are only updated by an authorized group of persons. Likewise a Team or Topic can also be secured to prevent unauthorized people from reading its contents.
Documents can be grouped into categories, topics, subjects, etc. You determine how you would like your documents classified. In addition to a title, each document record has a create date, last change date, and indicates who performed the action.
Documents can have metadata for document status such as “Editing”, “Pending Approval”, “Approved”, and “Published”. Metadata can also be used to capture other data such as the recurring document review/audit date. Documents can have virtually any metadata that you would like, including selecting a value from a list such as a building or department to which the document pertains.
Versioning, retention, and disposal
Optionally, previous versions of documents can be preserved by automatically saving the current copy of a document before it is replaced. You determine whether previous versions of documents in a topic are retained or not. You can determine the length of time to keep old revisions, and/or the number of revisions to keep before the oldest is permanently deleted. A hold can be placed on any historical record to prevent it from being automatically deleted.
The system enables a team of people to work together to accomplish a task. Through workflow and automated emails, each member of the team can work on their portion of a document until it is complete.
When two people open the same form, fill in the blanks, and save the document, whose data gets saved. The first person's data or the second person's data? Does the last person to save the form erase all of the changes of the first person?
QA Documents provides field level collision detection to help resolve conflicts that can occur when more than one person saves conflicting information into the same field at the same time. Try testing what happens on other systems.
You can subscribe to and monitor entire topic lists of documents using your favorite RSS utility or subscribe to be automatically notified whenever a single document has been changed.
Virtually any file can be saved as a “document”. Microsoft Word, Excel, PowerPoint, Portable Document Format (PDF), photographs, image scans, video, audio recordings, etc.
New documents can quickly be created by using a document template. The use of document templates helps ensure a consistent look and feel to all of your documents. Document templates provide a foundation and starting point by presenting the editor with a document in the desired format. For example, the document template may contain lines, shading, drop-down selection lists, boiler plate text, fill-in form, etc. When utilizing a document template, the new document editor need only provide additional content to the template.
A document may reference other documents. Quick access to the referenced documents is provided using hyperlinks. For the person reading the document, there is no need to search for and find these referenced documents. In fact, most people would simply give up and not read the referenced document. Fortunately, through hyperlinks, the other documents are only a click away no matter where they are stored.
QAD also enables you to create a custom web page as a document. By utilizing custom web pages as documents, you eliminate the need to purchase products such as Microsoft Office. All your team needs is a web browser.
The site administrators can define and publish document templates as needed.
It is important to note that each system user that intends to interact with the file must have the necessary software to edit or view the file. For example, Adobe Reader, or Microsoft Office Reader software may need to be installed on the system user's computer. Fortunately, Forms do not have this requirement.
Forms are web pages. Forms have a layout with fields into which system users can type information. Forms also have special areas where any type of file can be attached. Forms can have advanced workflows that require certain fields be completed before advancing in the workflow. Unlike Documents, Forms do not require the system user to have any software other than a browser.