Create and publish new process
- Administration
- Model administration
- Process editing
Tip
We recommend carefully checking the content pre-loaded into your QMS prior to creating a new policy to ensure that information is not duplicated and/or contradictory. If a content item (e.g. Policy or Process) already exists on the same topic, you might consider updating the existing item instead. If you would prefer to create a new Policy, make sure you archive the existing one. Refer to Hide Items page for more information.
Add new process
Field | Description |
|---|---|
Process name | The title of the process. This is the only compulsory section of the process details. |
Description | The introduction of the process. This will appear as the process start point. It may be helpful to include key definitions and/or applicability information in this section. |
External reference identifier | An identification code/number for the item. This can be used if the item is being migrated from a different system or if a system of identifiers is required. This field is optional. |
Relevant documents | Documents that are related to the process. (note, the Documents must already be loaded into the QMS. Refer to Manage Documents page for more information) |
Managing Business Unit | The Business Unit that manages this piece of content (applies only if you have Business Units implemented and wish to have visibility of the process restricted to users affiliated with the Business Unit) |
Governing policies | Policies or policy sections related to the process. |
Governing regulations | Regulations related to the process. |
Related risks | Risks related to the process (only applicable for QMS with risks and controls enabled) |
Related controls | Controls related to the process (only applicable for QMS with risks and controls enabled). |
Summary | This is the short description that appears in the browsing menu. |
Roles this is relevant to | The work roles and people to which the process is related (e.g. Support Worker) (note this only needs to be updated if you intend to set the process as required reading for those roles. Refer to Assign Required Reading page for more information) |
Category | The group to which the process belongs. (note, the QMS content is loaded to be categorised according the Aged Care Quality Standards, ARVAS standards and/or NDIS Standards. Refer to Manage Categories page for more information) |
Required reading | Tick this box to make this item required reading for all roles to which the item is relevant. |
Keywords for 'Search' | Keywords that, when searched in the QMS, will make the item come up in search results (note all text within the body of the process will be searched through as part of the search function so this section can be used to include abbreviations or other terms which are not found in the process itself) |
Remove from view | Tick the box to hide the item. This will make the item only visible to users with Administrator permissions. Hidden items will:
Refer to Hide Items for more information. |
Tip
You can format the text, add images, special characters, external links, and link items from QMS. See section “Editing Tools” at the end of article.
Tip
If you assign a role to a process, only users that have been assigned this role in the web app will be able to see it in the Browse menu. All other users can still see it in the list view.
Add new process step
Important
Processes always need to start with a step not a gateway point.
If you are opening the draft process to continue editing from a previous, the step-by-step view will open. If this is the view seen, click edit sequence to open the process sequence editing view.
Field | Description |
|---|---|
Type | You can make this section either a step or a gateway point. Please note: the first step cannot be a gateway point. This is a compulsory field. |
Name | The title of the step. |
Description | Detailed instructions for completing the step. |
Performed by | The Role that will be responsible for performing this step. This is an compulsory field. |
Interacting with | Secondary roles that are involved in executing the step |
Documents used in step | Documents that are relevant to this step. |
Governing policies | Policies that link to the process step. |
Governing regulations | Regulations that link to the process step. |
Related risks | Risks related to the process (only applicable for QMS with risks and controls enabled) |
Related controls | Controls related to the process (only applicable for QMS with risks and controls enabled) |
Tip
You can format the text, add images, special characters, external links, and link items from QMS. See section “Editing Tools” at the end of article.
Add and connect new gateway point
Tip
You can also connect a gateway point to the end of the process if required.
Approve and publish new process
Once you have made all additions to the new process, including all steps and gateways, you need to approve and publish the process before it is visible to all QMS users in your organisation.
Field | Description |
|---|---|
Label this release | The official name of this release. |
Release notes | Details about what updates were made. |
Post a news item about this when the items are published | If selected, you can post a news item on the Home tab to notify users about your content changes. |
News item title | Title of the news item that will appear in the Home tab. |
News message | The message that appears under the news item title. |
Include link in release summary | If selected, this option will allow you to include a link to the release notes for the item. |
Email all users when this News Item is published | If selected, all QMS users in your organisation (provided they have activated their account) will receive an email notification about the release at 5:30am AEDT/AEST the following day. |
Editing Tools
You can format the text by using following options.
When you click on Insert. It gives you different options to add.
Insert Image
You can add an image from your device.
Insert Special characters
You can add any special character.
Link to Item
You can add any item (document, policy, process) from the QMS
External Link
You can add any other external reference link.
