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Ageing Australia Quality Management System Support Portal
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Manage document

Updated

Add a document

Step 1

Access the Documents tab, click on the Documents subtab and click Add a New Document.

Step 2

A release management workflow appears. Click OK to start adding the document.

Step 3

Link your document. You can either upload the document from your computer or add an internet link.

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Step 4

Input all relevant document details.

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Field

Description

Display name

This is shown as the title of the document.

Description

Overview of the document such as background and/or purpose. 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 mitigated from a different system or if a system of identifiers is required. This field is optional.

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 Policy restricted to users affiliated with the Business Unit)

Summary

The short description that appears in the Browse subtab.

Roles this is relevant to

The work roles and people to which the document is related (e.g. Support Worker) (note this only needs to be updated if you intend to set the Policy as required reading for those roles. Refer to Assign Required Reading page for more information)

Category

The group to which the document belongs.  

Required reading (for customers with Attestation only)

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.

Remove from view

Tick the box to hide the item. This will make the item only visible to users with Administrator permissions. Hidden items are:

  • not shown in lists
  • not shown as a related item on any other items.
  • not accessible by URL (will show item not found message)
  • not shown in most downloadable reports.

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.

Step 5

Click Save to commit changes. Your new document will be saved as a draft. We recommend that if you intend to make any changes, do so when the document is in a draft state. Move to the approval stage after you have made all intended changes.

Edit existing document

Step 1

Access the Documents tab and click the Documents sub tab.

Step 2

Click on the document you wish to edit and Open Details.  Do not double click the document, as this will download it to your device. 

Please note: If the document already has a draft version (or a version that is awaiting approval/publication) please open this version to edit NOT the older published version. 

Step 3

When open, click Start Editing to activate edit mode. If the document is already marked 'Awaiting Approval' or 'Ready to Publish', open the document details and revert it to a draft.

Step 4

A release management workflow appears. Write a summary of what you intend to change (you will be able to edit this summary later) and click OK to start editing the document.

Step 5

Click Edit and make your required changes.

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Step 6

Click Save to commit the changes. Your document is saved as a draft. We recommend that you make all your changes when the document is in a draft state. You can move to the approval stage after you have made all intended changes.

Approve document

Step 1

When you are finished editing, click Send for review.

Step 2

A release management workflow appears. Write a summary about your document upload (e.g. reasons for adding the document) and click Send for review.

Step 3

Your document will now be marked ‘Awaiting approval’. Click Approval to view your options. You can revert the document to a draft if you want to make further changes. Click Approve when you are ready to publish your changes.

Step 4

A release management workflow appears. If required, edit your summary and click Approve to move to the publishing stage.

Step 5

Your document is now marked ‘Ready to Publish’.

Tip

If the document is part of a larger release (i.e. a release with multiple content updates), leave it marked ‘Ready to Publish’. When you are ready, you can publish it at the same time as your other content updates by accessing the Home tab and clicking Manage Changes. Please see the guide Publish multiple items (in one release) for more information.

Step 6

Click Publishing to view your options. You can revert the document to a draft if you want to make further changes. Click Publish Immediately when you are ready to publish your changes.

Important

You cannot access older versions of the document once the latest version is published.

Step 7

A release management workflow appears. If required, edit your summary and click Continue to move to the next stage.

Step 8

The release notes window appears. Write official release notes about the new document or document update. You can edit these later if required. 

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Field

Description

Label this release

The official name of this release.

Release notes

Details about what updates you have 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.

Step 9

Click Publish to officially release the document. You will receive confirmation when the item is published. It is now visible to all users. 

Delete Document


Document deletion within release management will be subject to a workflow similar to that which determines content editing and creation. Follow the steps below to delete a document from your web app. 

Important

Once approved and confirmed, all deletions are permanent. You will also not be able to edit any change summaries/release notes once the deletion is published.

Step 1

Click the Documents tab and access the Documents subtab.

Step 2

Click on the item you want to delete and click Delete. 

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Tip

If the document is in a draft state (i.e. marked ‘Draft’, ‘Awaiting Approval’ or ‘Ready to Publish’), clicking Delete will remove it, without activating the deletion workflow.

Important

You will not be able to delete a published version of a document if it has a newer copy that is:

  • In a draft state
  • Awaiting approval
  • Marked as ‘ready to publish’
  • Already marked for deletion.

Step 3

A release management workflow appears. Give a summary of why you are deleting the document and click OK. Your item will now be marked ‘Awaiting delete approval’.

Step 4

To approve the item for deletion, click on the item in the list, and click Open details. Do not double click the item, as this will download the document.

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Step 5

Click Approval to see your options. At this stage, you can still reverse the deletion. Click Revert (Don’t Delete) if you want to do so. If you want to proceed with the deletion click Approve Deletion. 

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Step 6

Your release management workflow will appear. Edit your summary (if required) and click Approve. 

Step 7

When you have approved the deletion, you can permanently delete your item. The item will be marked ‘Delete on Publish’. Click Open Details again. 

Tip

If the deletion is part of a larger release (i.e. a release with multiple content updates), leave it marked ‘Delete on Publish’. When you are ready, you can publish it at the same time as your other content updates, by accessing the Home tab and clicking Manage Changes. Please see the guide Publish Multiple Changes (in One Release) for more information.

Step 8

Click Publishing to see your options. At this stage, you can still reverse the deletion. Click Revert (Don’t Delete) if you want to do so. If you want to proceed with the deletion click Delete Immediately. 

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Step 9

Your release management workflow will appear. Edit your summary (if required) and click Continue.

Step 10

Write release notes for the deletion. Release notes are the official overview of all your changes and updates. You can edit these notes later if required. 

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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.

Step 11

Click Publish to permanently delete the item.

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.

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