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Document Submission

Document Management Add Document

Document Submission Options

Documents can be submitted into the Document Management software using several options.

Documents can be added one at a time.

Documents can be added, in bulk, using the Document Import folder. After the documents have been added into the queue, each document will need the minimal set of information added.

Documents can be added, in bulk,  using an import function that imports document information from an Excel Template, that is provided with the purchase of the software. All of the document information added into the Excel template is carried over into the document when imported.

Document Information

Document Review Options

Document Management Review Type

All Documents submitted in this Document Management Software have three review options prior to release.

No review required.  This option is used to add documents and immediately release them to be available in the library. Typical uses might be Emails, Purchase Orders, Sales Orders, Customer Quality Clauses, Customer Terms a Conditions or any other document that the organization has deemed that a review is not required at time of submittal.

Dual Review Option – Requires One Reviewer and One Approver to Approve the release of the document into the Library. The Reviewer and Approver is identified at the time the Document is submitted into the Document Management Software. Typical uses might be Forms, Policies, Procedures, Work Instructions or any other document that the organization has deemed that a dual review is adequate prior to its release into the library.

Custom Review (Multiple Reviewer) Option – A list of Departments that are required to review the document prior to release can be added. The number of Departments required to review the document is unlimited. Any Employee identified within the Department, can review and approve the release of the document for their Department.  All Approvals are completed through a Password Signature process, which identifies the specific party that has approved the document. Once All Departments have approved its release, the Document Owner is automatically notified to review all comments and complete the Final Approval and subsequent Release into the Library. Typical uses might be External Specifications, Customer Specifications, Product Release Documentation or any other document that may require multiple departments or disciplines to review prior to release.

Document Release Options

Documents submitted into the library have a two release options.

Release the file in its native form.  In this case the file submitted is the file that is released and made available in the library.

Release a PDF version of the native file. In this case, the native file is submitted into the library. However, what is made available in the library, upon its release, is a PDF version of this file. Only native files in the format of Microsoft Word and Microsoft Excel have this release option. Once the native file is release, a PDF version is created from it. Both files are added into the Library, however only the PDF version is made available in the library.

Practical Usage – a large majority of  ISO and AS9100 compliant companies use Microsoft Word or Microsoft Excel to create forms, policies, procedures, and work instructions in support of their Quality Management Program. In this case, the native files being submitted for review and approval are the actual Microsoft Word or Excel files.  If this release option is chosen, the file made available in the library, and subsequently to the employees, is a PDF version of this documents. 

Document Management Release Option

Document Review

Document Management Under Review or Awaiting Release

All Documents submitted in this Document Management Software are either;

In the Awaiting Release area if the document submitted does not require a review,

or In the Under Review area, if the Document Requires Dual Review or a Custom (Multiple) Reviewers.