Document Sharing
When you create users, you can define if a new user can create any documents by checking that user are "Creator". You can also define users as "Approvers", "Publishers" etc. When a user is creator but not an approver, then system will force any document added by that user to be send to an Approver. Once the Approver approves the document, document is published.
Refer to the image above for details. Users like Admin & Rebecca can create, view, approver & publish the documents. Users like Edward can create & view the documents but can not publish them without sending to either Admin or Rebecca while Caroline can only view the documents which are shared with her.
Note: Document viewing/ editing permissions can be overwritten by a creator/ Editor for any individual document by giving explicit View/ Edit permission to any user/ branches/ departments/ designations etc. E.g, is Admin is creating a document and allows Richard to View or Even Edit the document, then system will allow Richard to view and edit that particular document. However, Richard will not able to create any new document on this own.
Document Sharing:
While user is creating a document, user (creator) can define with whom the document will be shared.
| Description | |
|---|---|
| Branches | All the users in selected branches will have read-only access to the document |
| Departments | All the users in selected departments will have read-only access to the document |
| Designations | All the users with selected designations will have read-only access to the document |
| Users | All the users in selected will have read-only access to the document |
Strict Sharing: When checked, users matching Branch/ Department and Designation (all three) will have an access to the document. When not checked, users belonging to any of the Branch/ Department or Designation will have an access to the document.
Document Co-authoring:
When a creator creates a document and when that document is in "Draft" mode, both the user and editors can simultaneously access the same document in Co-authoring mode. All such documents are displayed on user's dashboard. Users can click on "Collaborate" button to open the document for editing.
More Features
ONLYOFFICE Doc Editors
With ONLYOFFICE™ Editors, you have complete control on your documents without loosing any formatting unlike online web-based HTML editors.
Document Version Control
Each and Every QMS document created/ uploaded in the QMS is Version Controlled and Access Controlled and follows all the Document Management best practices.
Security
Add password to secure your PDFs while you download them. System records every downloads with issue number & timestamps along with user details.
Validation
HTML forms created are automatically version controlled, ready with required validations as well as design/ layout you choose while creating these HTML forms.
Access Control
Each of these forms are either linked with the QMS document and by default inherit access restrictions based on document access.
Approvals
Every form created, by default follows system's approval system. Users with limited roles, cannot publish any record in the system unless that record/ document is approved by HoDs or Administrators.
Lossless Migration
With ONLYOFFICE™ Editors, you can preserve all your formulas and sheets in your spreadsheets.
Upload / Create
Simply upload the existing documents/ spreadsheets/ presentations to create the document or spreadsheet.
Scheduled Data Entry
You can easily create spreadsheets, documents, formats etc and share with users within the system for scheduled data entry, eliminating efforts of printing and distributing these documents manually.
Centralized Data
Users can open these shared documents from within the system, add their data and save them onto the system without any need to download/ upload. All data is stored in a singled location and can be accessed secuerly.
Drag and Drop
To store this data in SQL format instead of Document format, you are free to build HTML forms within the system by using our Drag-and-Drop feature.
Digital Signature
Digitally sign all your QMS document while downloading them in PDF format. You can draw your signature or upload existing signature to the system.
