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Glossary of terms: EQMS Document Manager


Here are a few key terms from the EQMS Document Manager module. For further terms, either use the in site help guidance within EQMS or contact your system administrator.

Term Meaning
Action An Action is a record which will generally be raised as part of a sequence which are required to complete a process eg. Approve a Document, respond to Document Feedback, respond to an Audit Finding etc.
The Action is targeted at its Owner, who is expected to clear it or complete it through their EQMS To Do List, when it fires off the next Action or completes the process.
Active Area The main area of the EQMS screen, the rectangle beneath the top menu bar and to the right of the side menu bar, is used for presenting:
• screens
• document displays
Approve All Documents in EQMS are subject to control. Some, however, are classed as 'Controlled', with a capital 'C'. These will require a selected User to approve them before they can pass from being 'Draft 'to becoming 'Live' and available for view via Navigator. These Documents may be seen in Document Manager with the status 'Awaiting Approval'.
Approval Actions See Approve. An Approval Action is a record of the final judgement prior to the issue of a Controlled Document (whether a New or Revised Version).
Approval Path See Approve. The Approval Path, which will be defined by a Change Manager or an Approval Path Manager, consists of a  sequence of two or more Actions. When a Controlled Document is uploaded into EQMS, this sequence of Actions is launched. The last two Actions are Approve Document and Issue Document.
Change Manager An EQMS Change Manager is a User with the privilege to define Approval Paths for use with Controlled Documents, and to oversee the subsequent Document Approval processes.
Component Set This term has been used to distinguish the elements of the Navigator Tree which form the root of each branch. Subsequent elements or folders are often called Structure Components. The Tree is just a set of folders and subfolders, each with subfolders, etc ., each of which may have a linked Document.
Disapprove See Approve. If the User charged with Approving a Controlled Document decides that it is not yet fit for Approval he or she may disapprove it, and the Document Owner will be informed, so that he can take steps to send a revised draft.
Document  In EQMS a Document, with a capital 'D', is a copy of either a computer file or a URL / Web link. Where it is a copy of a computer file, it may pass through many versions – they are versions of the same Document.
Document Control Type See Document Type.
Document Metadata Document Metadata is information about the Document, as opposed to the Document itself. Some of this will exist for every Document, for eg. ID, Title, Version no., Version date, Status. The term is most often found when referring to other information supplied in User-defined fields. For example, a company might wish to classify some of its Documents by selected Country of origin. This could be selected from a User-defined field (or Metadata Type).
Document Type In EQMS a Document Type (sometimes referred to as a Document Control Type or DCT) is a set of characteristics, which might include such things as access permissions, review timetable, approval mechanism, which are shared by all the Documents of its Type. These are defined by the system's Document Managers, and can assist in document control and search.
Expanded The verb expanded is used to refer to the opening of the next level of the Navigator Tree.
Extended The verb extended is used to refer to the creation of a new folder within one already at the end of a Navigator Tree branch.
Issue The verb Issue is used for both Documents and Actions. Issue of a Document is the process of making it Live. Issue of an Action means sending it to a User for completion: every Action has the status "Awaiting Issue" until it has been issued, the status will then change to "Issued" and then "Completed" as the process is worked through.
Issue Action See Approve. The Issue Action is the last in the sequence of Actions in an Approval Path.
Link to Structure This is a Document Status. It applies to a Document when it has been uploaded, and has completed the approval process if Controlled, but has not yet been put on the Navigator Tree.  The linkage process is completed by a Document Manager.
Live Live is the term used to indicate that a Document is current.  It is also a Document Status. A Document Version passes through a number of Statuses before it becomes Live.
A Live Document, therefore, may have any of the following Statuses:
• Link to Structure
• Live
• Relink to Structure
Finally, when its life is over, or it is replaced by a later Version, it becomes Archived.
Notifications A number of events occur which lead to the system sending out Notifications. Each Notification has details of what has happened or what needs to be done. For example, when a Document becomes Live, a Notification will be sent to each of its intended readership that it has been added. When a Document has reached a certain age, a Notification will be sent to the Document Owner suggesting that it be reviewed. There are many more types of Notification. A User may request that copies of these are sent to their email as well as being sent to their To Do List. 
Owner The term "owner " generally indicates the User raising and responsible for maintaining an EQMS record.
A Document Owner will be able to update it, and will be sent feedback, review reminders etc to ensure that it is effectively managed.
An Action Owner may not have raised the Action, but will certainly be expected to complete it.
Pruned This term refers to the removal of a folder from the Navigator Tree. The effect of such pruning is to remove all its folders and subfolders further up the Tree (i.e. outward from the root).
Relink to Structure This is a Document Status. It applies to a Document which has, for whatever reason, had its link to the Navigator Tree removed. The (re)linkage process is completed by a Document Manager.
Request for Change A Request for Change (RFC) is a set of Actions raised to complete a job. Most of these will concern Controlled Documents. See Approval Path.
Tree The term "tree" is used for the structure used by EQMS to present documents stored in EQMS to its Navigator browsers.
It is a hierarchical set of folders (often referred to as components). Each folder  can be expanded up each separate branch of the tree.
A document may be linked to any folder (component). The components at the end of each branch may have a linked document, when they will be displayed as a document rather than as a folder (until of course they burst into further leaves).
The component can have viewing permissions attached which limits it to the indicated Users. This means that Users only see the bits of the tree open to them.
The tree is presented sideways on, like a Windows Explorer tree.
User The User refers to an EQMS User account. This contains all the details of a person wanting to use more than EQMS browsing facilities. It has their names, log-on name, email, contact details and any personal preferences for optional choices as to how the system may respond to that User.
Crucially, the User account no allows the system to give you privileges and permissions (and withdraw them), and to be able to filter for your items/results/choices etc.
Widget In EQMS a widget is a piece of software which displays  in the Dashboard a graph or table of information derived from the database. In most cases you can apply filters so that you see only what you want, and you can click on the elements on display to reveal the underlying data. Its display is always up-to-the-minute.
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