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Managing Projects and Archives

Purpose

Learn how to:

  • Create and manage a project and archives
  • Navigate SimplerQMS based on projects and archives by building a multi-level hierarchy
  • Add and show documents related to project and archives in different views

Outcome and Prerequisites

Expected Outcome

  • Users are equipped to handle projects and archives in SimplerQMS
  • Be able to create projects and archives and store documents related to them

Prerequisites for all

  • Must be logged in to SimplerQMS
  • Must be a member of one of these ‘User Groups’ to view records:
    • All internal and external users
  • Must be a member of one of these ‘User Groups’ to create new records
    • Metadata Administrator

Prerequisites for creating Projects and Archives

  • Must be a member of one of these ‘User Groups’
    • Metadata Administrator

Section 1: Creating a Project

Step 1.1 – Create a Project– Metadata Administrator

There are multiple ways to create a Project in SimplerQMS:

  1. In the Create New section, on your Home Tab, click on Project

2. Click on the Create (+) next to the Home Tab and choose Project from the dropdown list

3. On the left side of the screen, expand Create and click on Project

A Metadata Card will pop up.

Step 1.2 – Fill out the metadata card for Project

Part 1: Project Information
Field nameDescriptionNote
Name or Title*Project identification 
Sites*The site that the project belongs to 
Responsible Person*A person responsible for project management 
Description*Description of the project 

When you are done filling out the relevant fields, then click Create. If the following warning box pops up, then Click OK.


This warning pops up because projects need to be given access to by the metadata administrator, which you will see in the next section.

Step 1.3 – Edit existing Project – Metadata Administrator

To change the properties of an existing project:

  1. On the Browse section select “Main Views”, then “Projects”, double click it.

2. The view that opens will help you manage projects by different categorizations. Use these to find the project you are looking for.

3. Double-click on the one that suits what you are looking for the best. In this case on All Projects.

4. Find the Project you wished to edit. As a Metadata Administrator, you have access to edit all metadata of the Project.

5. You can edit the name, site, responsible person, or description in the Metadata card and click Save.

Step 1.4 – Make a Project Not Current – Archived – Metadata Administrator

If the Project is no longer current or will not continue, Select the Project and under “State Transition” click Not Current Archive.

If the Project is going to continue after moving it to Not Current-Archive, you can still make it Current. Click Current under “State Transition”.

Note: When the Project is Not Current, the documents in the project can still be accessible in All Documents, however, for new documents, this project can no longer be available for relations.

Section 2: Providing user access to a project – Metadata Administrator

This step shows how to provide access rights to a project. Project access can be granted to all users in SimplerQMS and can be done by the Metadata Administrator.

  1. Under the Common Views on the Browse window, double click on “Masterdata views”
  2. Double click on “Person view”
  3. Then double click on the category you would like to see- in this case Persons – All
  4. Select the person(s) you would like to give access to for the project
    1. You can select multiple person(s) to grant an access to the project, Ctrl + Select names. In this case, there could be a (varies) field which you should not write into, otherwise all previous access to projects will be lost.

5. In the Metadata card of the person, expand both “Employee Access Rights to Released Documents” and “Employee Access Rights to Working Copy Documents” and add the project in the Project and Project Editor Fields.

6. Save the changes. The person should now have access to all items related to the project.

Section 3: Creating an Archive

Step 3.1 – Create an Archive – Metadata Administrator

There are multiple ways to create an Archive in SimplerQMS:

  1. In the Create New section, on your Home Tab, click on Archive

2. Click on the Create (+) next to the Home Tab and choose Archive from the dropdown list

3. On the right side of the screen, expand Create and click on Archive

A Metadata Card will pop up.

Step 3.2 – Fill out the metadata card for the Archive

Part 1: Archive Information
Field nameDescriptionNote
Name or Title*Identification of the archive 
Responsible Person*The person who is responsible for this specific archive 
Description*This is defined by your organization 

When you are done filling out the relevant fields, then Click Create.

You might encounter the same warning box from before. Just click OK.

Step 3.3 – Edit an existing Archive

To change the properties of an existing archive:

  1. On the Browse section select “Masterdata Views”, then “Archives”, double click it.

2. A view containing all archives will open up.

3. Find the Archive you wished to edit. As a Metadata Administrator, you have access to edit all metadata of the Archive.

4. You can edit the Name, Owning Archive, Responsible Person, or Description in the Metadata card and click Save.

Step 3.4 – Make an Archive Not Current – Archived – Metadata Administrator

If the Archive is no longer current, select the Archive and under “State Transition” click Not Current Archive.

If the Archive is to be used again after moving it to Not Current-Archive, you can still make it Current. Select the Archive and click Current under “State Transition”.

Section 4: Relating a Quality Document to Projects and Archives – Initiator

Step 4.1 – Relate to Archives

While creating a Quality document, the field for Archive is going to be present on the metadata card. Select the Archive you wish to link you document to.

Step 4.2 – Relate to Projects

To relate a record to a Project, choose the option “Related to Project” in the Relation(s) field, then define which Project you would like to relate your record to.

Note: By using the Related to Project and Archive fields properly on documents, you can create a multi-level file structure within SimplerQMS.

Note: An Archive or a Project can be created directly when creating a record, by clicking on the Add Value button while in edit mode:  

Section 5: Using Projects and Archives for Navigation

Documents that have been related to a Project can be viewed by all persons who have been given access to the project by using the Project specific views.

  1. From Task Menu under “Go To”, select Projects.
    1. Or you can double-click the Main Views on the Browse section, under Common Views.
      • Once you are in the Main Views, you can double-click Projects.

2. Double-click on “ALL PROJECT DOCUMENTS”

a. If you would like to see even more specific information, use on of the sub-views to do so. The most optimal view, in this case, would be 1.1 By Project

b. All documents related to Projects will appear in this section further broken down into categories by the selected Project.

This is an ideal view for projects with minimal related documents, however, other views may provide appropriate filtering of documents.

Within the same main Projects view, you can also find All Projects by different categorization. This is useful if you would like to find all related records to a project. Select the view that would best suit your needs.

Click on the Project you wish to see, then under View Extensions, click on Show Detail Listings.

This will open a view at the bottom of your screen which will include all related records to the chosen project.

Similarly, to projects, you can also find all documents related to Archives. By using Main views, then All Documents, you can choose a view that will break down your documents based on which archive they are related to.

Detail listings are also available for archives.

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