Document reports
Accessing Document reports is done from the QMS reports (QMSREPORTS) application.
Tip
Navigate to the application
Option 1 (ERP+QMS user)
To open the QMS reports (QMSREPORTS) application, find Quality in the RamBase menu, then Reports.
Click QMS reports to open the QMS reports (QMSREPORTS) application.
This opens the Documents overview.
Document reports main page
It is possible to filter the document reports by time, folder and organizational unit (in report 2). Either individually or simultaneously.
Click the Time button to narrow down the search to a specific timespan.
Use the From and Includes fields to customize and search through a specific time period. The selected timespan or time period will be highlighted.
Click the X button in the right corner of the highlighted box to clear the selected filter.
Click the Folders button to filter documents by folder. In the new popup, either manually search for folders in the Search folders search bar or select the folders to be included in the search by clicking the check mark box next to the left of the folder name. Selecting the All button will select all available folders. Similarly, selecting a folder that includes subfolders, will select all the folders under that folder.
Click the black arrow next to a folder to expand the folder tree. Select or deselect folders as needed.
Click the Apply button once all the desired folders are selected.
The Folders button will now list the selected folders and be highlighted.
Click the X button in the right corner of the highlighted box to clear the selected filter.
Documents overview
The table below describes the sections in the Documents overview area of the Document reports main page. Clicking on a field in any section will redirect the user to the Document control management application with a corresponding view (filter) of the selected field.
Sections | Icon | Description |
|---|---|---|
Documents created | Displays an overview of the total amount of documents created in the current and previous year. | |
Approved documents | Displays an overview of the total amount of documents approved in the current and previous year. | |
Feedbacks | Displays an overview of the total amount of feedback given in the current and previous year. | |
All approved documents by review status |
| Displays a diagram of all approved documents by review status. |
All documents by type |
| Displays a diagram of all documents by type. Use the Document status dropdown menu to filter the document types by document status. |
1. Documents per folder
The documents per folder report provides an overview of the number of documents in each folder and the number of documents per status. This report can be filtered by Document types, Authors, Verifiers, and Approvers.
Column | Icon | Description |
|---|---|---|
Folder |
| |
Green approved | Number of documents in the folder approved within the review interval. | |
Yellow approved | Number of documents in the folder approved and approaching the review date. | |
Red approved | Number of documents in the folder approved and past the review date. | |
Expired | Percentage of expired documents in the folder. | |
Waiting for approval | Number of documents in the folder waiting for approval. | |
Waiting for verification | Number of documents in the folder waiting for verification. | |
Draft(total) | Total number of draft documents in the folder. | |
Draft(new) | Number of draft documents in the folder in version 1. |
2. Documents per author
The documents per author report provides an overview of the number of documents each author has per status. This report can be filtered by Document types, Authors, Verifiers, and Approvers.
Column | Icon | Description |
|---|---|---|
Author | Name of the author. | |
Green Approved | Number of documents approved by the author within the assigned review interval. | |
Yellow Approved | Number of documents approved by the author and approaching the assigned review date. | |
Red Approved | Number of documents that are approved by the author and past the assigned review date. | |
Expired | Percentage of documents expired. | |
Waiting for approval | Number of the author's documents waiting for approval. | |
Waiting for verification | Number of the author's documents waiting for verification. | |
Draft(total) | Total number of the author's draft documents. | |
Draft(new) | Number of the author's draft documents in version 1. |
3. Documents per status
The documents per status report displays the total amount of documents by review status (count and percentage). This report also displays document status. This report can be filtered by Document types, Authors, Verifiers, and Approvers.
Column | Icon | Description |
|---|---|---|
Review status for approved documents |
| Green - within review interval. Yellow - approaching review date. Red - past review date. |
Document status |
|
|
Count | Number of documents in the status. | |
Percent of approved | Percentage of documents approved in the status. |
Report filters
Use the dropdown menus to select the desired filters. Click the Apply button to filter the report results.
To save the filter options for later use, click the Save filter as bookmark button. In the Add Bookmark popup window, select a folder to add the bookmark to by clicking the Bookmarks button then the Add Bookmark button.
To create a new folder or sub folder, click the Bookmarks button or the name of the folder where the sub folder will go under. Click the Add Name the folder.
To save the new folder (name), click the checkmark next to the folder name. To edit the folder name, click the pencil icon. Click the Save button at the bottom of the window to add.