Categories

Categories are the top level groupings under which every controlled document is filed. Filing documents under categories that mirror your quality management system is also what gives each document its structured, automatic number: you organise once, and the system numbers and files from there, rather than anyone doing it by hand.

You can create as many as required, and each category also informs the way document prefixes are generated (see Master Document Setup).

Selecting Categories opens the QMS Categories List:

• Number
  Assigned automatically. It is the root of every document's identity: each master document filed under the category takes its Prefix from this number (category 21, for example, gives prefixes like 21-01-SOP), so a document's controlled ID begins with where it is filed.

• Name
  The category's name.

• Status filter
  The list shows Active categories by default.

• List commands
  Create a category (New), Delete, change the layout (Show As), open a chart (Show Chart), Refresh, and Visualize.

Expanding a category shows its master documents inline, with their Prefix, Master Document, QMS Type, Working Status, and Assignee.

How to Create a Category

1. In the left navigation, under QMS Documents, select Categories.

2. Select + New.

3. Leave the Number as set; it is assigned automatically.

4. Enter a Name (the only required field).

5. Select Save, or Save & Close to return to the list.

After saving, the record provides additional commands (see Commands on a saved record below), a Master Documents area, and a Related tab. The Related tab collects the records connected to the category, the QMS Master Documents and Document Versions filed under it, plus related configuration such as Internal Fields Scopes, Variables, and Background Processes, giving one place to see everything associated with it.

Adding a Master Document From a Category

Because every master document belongs to a category, you can create one directly from the category record, with the category populated automatically.

How to Add a Master Document From Within a Category

1. Open the saved category.

2. In the Master Documents area, select + New QMS Master Document.

3. The Quick Create panel opens from the right, with QMS Category already set. Complete the fields:

   • Name (required)
     The document's name.

   • QMS Type (required)
     SOP, Work Instruction, or Template.

   • Prefix (required)
     Generated automatically in the pattern category number – sequence – type (for example, 21-01-SOP). It can be edited.

   • Review Required (required)
     Yes or No. Selecting Yes adds a review step to the approval process.

   • Criticality Index
     Low, Medium, or High, how often the document should be reviewed.

   • Assignee (required)
     Defaults to you.

   • Working Status
     Select an existing status, or create one with + New.

   • Notes
     Free text.

4. Select Save and Close. The new master document appears in the list.

The QMS Type field offers SOP, Work Instruction, or Template.

Criticality Index offers Low, Medium, or High.

Working Status lets you select a recent status, browse all records, or create one with + New.

Commands on a Saved Record

These commands appear along the top of an open category and behave consistently across most records in the system:

• Save / Save & Close
  Save changes, optionally returning to the list.

• New
  Create another category.

• Deactivate
  Set the category to Inactive. This is reversible, the system confirms the action first.

• Delete
  Remove the category permanently.

• Refresh
  Reload the record.

• Check Access
  Review permissions, to confirm the right people can see or act on a controlled record, and to work out why someone cannot. The User details tab shows a selected user's access and how it is obtained; the Who has access tab lists, for each permission, which users or teams hold it.

• Assign
  Reassign ownership of the record to Me or to another user or team.

• Share
  Share the record with other users or teams.

Several of these commands open a dialog.

Deactivate asks you to confirm before setting the category to Inactive.

Assign reassigns the record to Me or to another user or team.

Check Access opens in two tabs. User details shows a selected user's access and how it is obtained.

Who has access lists which users or teams hold each permission.