End User Manual Quality DMS Lite

End User Manual Quality DMS Lite Software

The primary differences between Lialis Quality DMS Lite and Portal Systems Shareflex Documents Control / Quality Management are outlined below:

Lialis Quality DMS Lite vs. Portal Systems Shareflex Documents Control / QM.

Workflow:
– Lialis Quality DMS Lite: Strait forward
– Portal Systems Shareflex Documents Control / QM: Complex

Number of SharePoint components:
– Lialis Quality DMS Lite: Low
– Portal Systems Shareflex Documents Control / QM: Many

Number of files / documents per record:
– Lialis Quality DMS Lite: multiple
– Portal Systems Shareflex Documents Control / QM: One

Pricing:
– Lialis Quality DMS Lite: Less expensive
– Portal Systems Shareflex Documents Control / QM: More expensive

Implementation:
– Lialis Quality DMS Lite: Easier
– Portal Systems Shareflex Documents Control / QM: Complicated

Please check out the end user manual of Portal Systems Shareflex Documents Control / Quality Management here.

Document Approval Workflow

Documents created in Quality DMS Lite follow the workflow process outlined below before they are approved. The workflow can be adjusted to suit the needs of the clients.

End User Manual Lialis Quality DMS Lite - approval workflow

Permission levels

The following roles/permission levels are utilized in Quality DMS Lite.

Role/User Permission Level SPO
Description
Reviewer Contribute / None Individual responsible for reviewing newly created documents – (Lialis Test1)
Approver Contribute / None Individual responsible for approving newly created documents after the reviewer has conducted a positive review – (Lialis Test2)
Contributor Contribute / None Individual responsible for creating or updating new documents – (Lialis Test4 and Lialis Test5)
Reader Read / None Individuals authorized to read specific documents – (Lialis Test6)
Administrator Full Control Administrators responsible for managing the application, assigning permissions, and having read and edit access to all content – (Lialis Test3)

 

Creating a new document

Lialis Test4 user creates a new document.

End User Manual Lialis Quality DMS Lite - create new record

The user (Lialis Test4) sets the document title, type, and department; additional metadata fields can be added upon request.

End User Manual Lialis Quality DMS Lite set type

When the record is created, the initial Workflow Status is set to Draft, indicating that the workflow has not started yet.

End User Manual Lialis Quality DMS Lite save

Workflow Status: Draft – Permissions

Permissions applied to the record at this stage:

Role Account Can view the record Can edit the record Record assigned
Reviewer Lialis Test 1 no no no
Approver Lialis Test 2 no no no
Contributor Lialis Test 4 yes yes yes
Contributor Lialis Test 5 no no no
Reader Lialis Test 6 no no no
Administrator Lialis Test 3 yes yes no

 

When the Create button is pressed, the Files section becomes visible.

End User Manual Lialis Quality DMS Lite time to add files

In this example, two Word documents are uploaded.

End User Manual Lialis Quality DMS Lite attached documents

Document review workflow

End User Manual Quality DMS Lite - review workflow

Initiate the workflow by clicking the ‘Submit for Review’ button.

End User Manual Lialis Quality DMS Lite submit for review

The workflow status changes to Submitted.

End User Manual Lialis Quality DMS Lite workflow review and approver persons

Workflow Status Submitted – Permissions

Permissions applied to the record at this stage:

Role Account Can view the record Can edit the record Record assigned
Reviewer Lialis Test 1 yes no yes
Approver Lialis Test 2 no no no
Contributor Lialis Test 4 yes no no
Contributor Lialis Test 5 no no no
Reader Lialis Test 6 no no no
Administrator Lialis Test 3 yes yes no

 

Workflow Status: Rework

End User Manual Quality DMS Lite - re assign

Lialis Test1, the assigned reviewer, receives an email requesting to review the record.

End User Manual Lialis Quality DMS Lite reassign email to author

The reviewer, unable to edit record metadata and attachments, reassigns the record to the requester due to missing data.

End User Manual Lialis Quality DMS Lite reassign record

The workflow status changes to Rework.

End User Manual Lialis Quality DMS Lite rework status

Workflow Status Rework – Permissions

Permissions applied to the record at this stage:

Role Account Can view the record Can edit the record Record assigned
Reviewer Lialis Test 1 no no no
Approver Lialis Test 2 no no no
Contributor Lialis Test 4 yes yes yes
Contributor Lialis Test 5 no no no
Reader Lialis Test 6 no no no
Administrator Lialis Test 3 yes yes no

 

Lialis Test4 (initial requester) receives an email indicating that the new document needs an update. The record workflow history displays the workflow log and the reason for rejection.

End User Manual Lialis Quality DMS Lite workflow log history

Lialis Test4 adds the missing information, in this example, an Excel file is included. Then Lialis Test4 opens the Workflow Task sent by email and resubmits the item for review.

End User Manual Lialis Quality DMS Lite reassign comments workflow

The workflow status changes to Submitted and restarts from the beginning, with the reviewer receiving an email containing a workflow task. The permissions applied to the record at this stage are the same as the permissions of a newly submitted record.

Workflow Status: Info requested

End User Manual Quality DMS Lite - request info

Now, the reviewer (Lialis Test1) only requires some information from the requester before submitting the item to the final approver. Although the item is assigned to the requester, the permissions are not changed. In contrast to the ‘Re-assign to Requester’ option, the reviewer still has view access to the record.

End User Manual Lialis Quality DMS Lite request info workflow form

The workflow status changes to Info requested.

End User Manual Lialis Quality DMS Lite workflow status request info

Workflow Status Info requested – Permissions

Permissions applied to the record at this stage:

Role Account Can view the record Can edit the record Record assigned
Reviewer Lialis Test 1 yes no no
Approver Lialis Test 2 no no no
Contributor Lialis Test 4 yes no yes
Contributor Lialis Test 5 no no no
Reader Lialis Test 6 no no no
Administrator Lialis Test 3 yes yes no

 

Workflow Status: Info provided

When the requester submits the requested information, the record is assigned to the reviewer, but permissions remain the same.

End User Manual Lialis Quality DMS Lite workflow provide info to user

The workflow status changes to Info provided.

Workflow Status Info provided – Permissions

Permissions applied to the record at this stage are the same as the permissions of a newly submitted record:

Role Account Can view the record Can edit the record Record assigned
Reviewer Lialis Test 1 yes no yes
Approver Lialis Test 2 no no no
Contributor Lialis Test 4 yes no no
Contributor Lialis Test 5 no no no
Reader Lialis Test 6 no no no
Administrator Lialis Test 3 yes yes no

 

Workflow Status: Submitted for Approval

End User Manual Quality DMS Lite - approved workflow

At this point, the reviewer waits until the requester is back from holiday and then submits the record for approval. A comment is not needed.

End User Manual Lialis Quality DMS Lite submit for approval workflow

The workflow status changes to Submitted for Approval.

Workflow Status Submitted for Approval – Permissions

Permissions applied to the record at this stage:

Role Account Can view the record Can edit the record Record assigned
Reviewer Lialis Test 1 no no no
Approver Lialis Test 2 yes no yes
Contributor Lialis Test 4 yes no no
Contributor Lialis Test 5 no no no
Reader Lialis Test 6 no no no
Administrator Lialis Test 3 yes yes no

 

Workflow Status: Rejected

End User Manual Quality DMS Lite - rejected workflow

The Approver (Lialis Test2) receives an email with the request to approve the document for authorized users to read. However, due to certain reasons, the approver rejects the request, providing a required comment to substantiate this choice.

End User Manual Lialis Quality DMS Lite reject workflow form

The workflow status changes to Rejected, and the workflow is completed.

The ‘Submit for review’ button is visible again in case the user wants to start a new workflow for this record.

End User Manual Lialis Quality DMS Lite submit for review

Workflow Status Rejected – Permissions

Permissions applied to the record at this stage are the same as at status Draft:

Role Account Can view the record Can edit the record Record assigned
Reviewer Lialis Test 1 no no no
Approver Lialis Test 2 no no no
Contributor Lialis Test 4 yes yes yes
Contributor Lialis Test 5 no no no
Reader Lialis Test 6 no no no
Administrator Lialis Test 3 yes yes no

Final Document Approval

End User Manual Quality DMS Lite - document approved

Workflow Status: Approved

The Approver (Lialis Test2) receives an email with the request to approve the document for authorized users to read. The record is approved:

End User Manual Lialis Quality DMS Lite doc approved workflow form

The workflow status changes to Approved, and the workflow is completed.

Transition of the approved document back to draft for revisions.

End User Manual Quality DMS Lite - take back to draft

The owner can transition the document from the approved stage back to draft for revisions by pressing the ‘Move to Draft’ button.

End User Manual Lialis Quality DMS Lite move record oput of approved status

Workflow Status Move to Draft – Permissions

Permissions applied to the record at this stage:

Role Account Can view the  record Can edit record Record assigned
Reviewer Lialis Test 1 no no no
Approver Lialis Test 2 no no no
Contributor Lialis Test 4 yes Yes no
Contributor Lialis Test 5 yes no no
Reader Lialis Test 6 yes no no
Administrator Lialis Test 3 yes no no

 

 

 

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