The Document control management (DCM) application
Overview
Accessing the Document control management (DCM) application can be done in two ways.
Navigate to the application
Option 1: Find Quality in the RamBase menu and then click Documents to open the Document control management application.
Option 2: Click the Program field and type "DCM" and press ENTER.
Click here to read more about the user interface.
The Document control management (DCM) application is a centralized platform for creating, updating, approving, and archiving quality documents.
Folders Tab
The Folders tab displays an overview of all the folders you have permissions for in the Document control management (DCM) application.
Folders can be searched for using the Search folders search field.
To display all the documents in a folder, click the desired folder. The selection will be highlighted in orange and the documents will be displayed on the right under the Documents list.
To display all the documents in a folder and the documents in all its underlying folders (subfolders), click the desired folder and toggle on the Include underlying button. The Include underlying button can also be used to search through multiple folders at once.
Documents list
The Documents lists displays an overview of all documents, Documents can be searched for using the Enter your search criteria here field. The search function uses full-text search. This means when you enter text into the search field, the text is searched for in the document title, description, document ID, and document content. The content of file documents is also included in this search.
Click the Include archived button to include archived documents in the search and Documents list overview. The ability to archive documents is available to users who have been assigned the permission to do so.
To read more about permissions, click here.
Documents list header
Search field, filters, and column settings
The header contains multiple options to filter the list:
Active
Created by me
To approve by me
To revise by me
To verify by me
Include archived button
The default view for the documents lists displays only active documents.
Click the Include archived button to include archived documents in the search and overview of the Documents list.
Columns
Documents list columns
Column | Icon | Description |
|---|---|---|
Document type |
| Displays the document type icons. |
Id | Displays the document identifier number. | |
Version | Displays the latest document version. | |
Title | Displays the document name. Can be edited when the document is still awaiting approval. Cannot be modified once the document is approved. | |
Author | Displays the author of the current document version. | |
Status | This column displays the status of the document. Statuses include:
| |
Valid to |
| Displays the status icon and date the current document version is valid to. |
Approved at | Displays the date the document version was approved. | |
Created at | Displays the date the document version was created. | |
Sent to verification at | Displays the date the document version was sent to verification. | |
Verifier | Displays the assigned verifier of the document version. | |
Approver | Displays the assigned approver of the document version. | |
Author Successor | Displays the assigned author successor. An author successor is a user who is assigned to take over the responsibilities of the original author. This means that notifications for revisions and feedback will be sent to the new author. Changing successors is done from either the Actions column or in the case of multiselecting several documents, from the three dots above the Documents list header. When the user of the original author is deleted, the assigned author successor becomes the new author (automatically). | |
Verifier Successor | Displays the assigned verifier successor. A verifier successor is a user who is assigned to take over the responsibilities of the original verifier. This means that notifications for verification will be sent to the new verifier. Changing successors is done from the Actions column or in the case of multiselecting several documents, from the three dots above the Documents list header. When the user of the original verifier is deleted, the assigned verifier successor becomes the new verifier. | |
Approver Successor | Displays the assigned approver successor. An approver successor is a user who is assigned to take over the responsibilities of the original approver. This means that notifications for approval will be sent o the new approver. Changing successors is done from the Actions column or in the case of multiselecting several documents, from the three dots above the Documents list header. When the user of the original approver is deleted, the assigned approver successor becomes the new approver. | |
Document Properties |
| To read more about the Document properties, click here. |
Actions | Displays the action menu for the document. To read more about the Actions column, click here. |
Options in the Actions column
Option | Icon | Description |
|---|---|---|
Document properties |
| To read more about the Document properties, click here. |
Show document URL |
| Click the Copy button to copy the document URL. |
Create new version | Clicking this option will create a new draft of the document. It is also possible to change the type of document when creating a new version. However, you can only create a new version of documents you are the author of. | |
Export document |
| |
Send to verification | Type the name of the user you would like to set as the verifier or use the drop down menu to filter and search. Check the Send a reminder every: check box to send a reminder to the verifier. Use the drop down menu to set the reminder frequency. Include an optional message to send to the verifier. Click the Send button to send the document to verification. | |
Send back to author | If a document needs to be edited, verifiers and approvers can send it back to the author. Include an option message that includes feedback or comments you would like the author to address. | |
Send for approval | Type the name of the user you would like to set as the approver or use the drop down menu to filter and search. Check the Send a reminder every: check box to send a reminder to the approver. Use the drop down menu to set the reminder frequency. Include an optional message to the approver. Click the Send button to send the document for approval. | |
Send back to verifier | If a document needs to additional review before approval, the approver can send it back to the verifier. Include an optional message that includes feedback or comments you would like the verifier to address. | |
Approve | Use the Valid for drop down menu to select the length of time the document is valid. Include an optional message to send to the author of the document. Click the Approve document to approve it. The document will now be set to status 4 (valid). | |
Delete document |
| Click the Yes button to delete the document or the No button to go back to the Documents list. |
Archive |
| Click either the Yes button to archive the document or the No button to go back to the Documents list. |
Add competence profile(s) | Adding competence profiles to a document means that the document becomes a reading requirement for all users assigned to that competence profile. To add a competence profile to a document:
| |
Change successors | Update the Author successor, Verifier successor, and Approver successor fields by clicking the drop down arrow next to each field. In the new popup, search for the desired users in the Enter your search criteria here field. Once the desired users have been selected, click the Change successors button to change successors. |
Create new document
Click the Create new document button to open a corresponding popup where the following buttons are available:
Option | Description |
|---|---|
Message | A message document can be used to send information about a task. To create a message document:
Click here to read more about the document approval process. |
URL | A URL document can be used to provide external information. To create a URL document:
Click here to read more about the document approval process. |
Quiz | A quiz document can be used to follow up and review processes, training and procedures. To create a Quiz document:
To read more about the Quiz application, click here. |
File | A file document can be used to upload external information. To create a file document:
Click here to read more about the document approval process. |
Document | A document can consist of media, symbols, flow models and text.
To read more about document type documents, click here. |
Document verification and approval
After a document is created, you can send it to verification and approval. A document is first sent to verification for an initial quality check. It will either be sent to approval or sent back to the author if revisions are needed. Once the document has been verified, it is sent for approval. The document will either be approved or sent back to the verifier or the author if revisions are needed. Verification and approval of a document ensures that the content of the document is controlled and maintained.
To send a document to verification:
After creating a document, click the Create and Send to verification button.
In the new popup window, select a Verifier. Decide if there should be a reminder by enabling the Send a reminder every checkbox. Use the dropdown menu to set the number of days.
Send a message to the verifier. This is optional.
When all relevant information is provided, click the Send button to finish creating the document and send it to the verifier.
Once the document has been verified, the verifier will send the document for approval. If the document requires revision, the verifier can send the document back to the author.
To send a document for approval:
After verifying a document, click the Send for approval button.
In the new popup window, select an approver. Decide if there should be a reminder by enabling the Send a reminder every checkbox. Use the dropdown menu to set the number of days.
Include a message to the verifier. This is optional.
When all relevant information is provided, click the Send button to finish creating the document and send it to the approver.
Once the document has reached the approver, the approver will either approve the document or send the document back to the verifier or the author, depending on the revisions needed.
To approve a document:
Click the Approve document button. A new popup window will open with two sections: General data and Add to competence profile(s).
In the General data section, the author's name is displayed above the Message to author box. Add an optional message to be included with the approval notification.
Use the Valid for drop down menu to select the period of time the document is valid for.
It is also possible to select a specific date.
Click the Next button to add the document to competence profiles.
From the Add to competence profile(s) section, use the organizational unit tree on the left to search and select the desired competence profiles.
Click the competence profiles you want to add. The selection will be bolded.
Click the Add select arrow in the middle of the popup window to add your selection to the list of selected profiles shown on the right.
A profile can be removed from the list by clicking the x button to the right of the profile name.
Click the Approve button to approve the document.
Once the document has been approved, the author of the document is notified and the document is added to the selected competence profiles.
My competence profile Tab
The My competence profile tab is an overview over the list of competencies assigned to you and their statuses.
Icon | Description |
|---|---|
| The competence profile icons display the status of the competence profile. Click the My competence profile icon to view the contents of all associated competence profiles and their documents. All documents in a competence profile must be read for the competence profile to be marked as completed.
|
My competence profile list
The My competence profile list is an overview of the documents connected to your competence profile.
Column | Icon | Description |
|---|---|---|
Type |
| Displays the status of each document type in a competence profile. |
Document title |
| Displays the title of the document. |
Id | Displays the identification number and version of the document. | |
Author | Displays the name of the document's author. | |
Co-signer | Displays the name of the document's co-signer. | |
Modification date | Displays the date that the document was last modified. |