Introduction
In the QDMS Configuration section, you will find options to define or modify metadata used in the Document Profile and Governing Documents.
Options
The options available for QDMS are all related to the document profile setup and its workflow:
- Department
- Document Category
These lists are used to categorize documents within their respective department and category. The names are used to generate unique document numbers.
The workflow support lists are:
- Document Status
- Action Status
Their values control the text representation of the states a document is in at any given time. The keywords are used by the code and are not editable, but the labels used in the list and in notifications can be customized.
Department
Department definitions in the QDMS configuration have an additional field called "Code," unlike Department in BO configuration.
The list of departments created here will be available as options when creating new Document Profiles, and the department code will be used as the first part of the document number.
| Field | Description |
|---|---|
| Title | The name of the department |
| Code | Short code description of the department. |
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The goal is to make a code so obvious that you can deduce the department of the document just by looking at the document number.
Document Category
Document categories in the QDMS configuration have an additional field called "Code" unlike Documents in the BO configuration. In addition, document category has a field called Category Type. The category type indicates whether the document category is available in QDMS, DMS, or both.
ℹ️
DMS is our project document management system and is only available in certain projects.
DMS is available as an add-on on top of our standard Business Online system.
The list of categories created here will be available as options when creating new Document Profiles, and the Category Code will be used as the first part of the document number.
| Field | Description |
|---|---|
| Title | The name of the document category |
| Code | Short code description of the document category |
| Category Type | Select whether the document category is available in QDMS, DMS, or both. (DMS is our add-on Document Management Premium) |
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The goal is to make a code so obvious that you can deduce the document category of the document just by looking at the document number.
Document Status
The document status list contains a list of all the states a document can be in during its lifecycle.
| Field | Description |
|---|---|
| Status | The name of the status. This is shown per document in the Document Profile |
| Description | The long description of the status. The description is only used as a tool to elaborate on the item in the admin hub and is not used directly anywhere. |
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The meaning of these lines will not change if you change their labels. The only purpose of having these items editable is if you want to change the wording of the statuses, if your company has a different way of phrasing them.
Action Status
These statuses represent the action choices you have when approving and rejecting a confirmation or approval request.
| Field | Description |
|---|---|
| Status | The name of the action. This will be reflected in the Document Profile's list |
| Description | The long description of the status. This is only used as a tool to elaborate on the item in the admin hub and is not used directly anywhere. |
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These are very rarely modified and are mainly added for accessibility for our technical staff.
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