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Manage comments

Updated

This guide provides basic instructions for using the comments feature and include basic instructions for how to: 

  • submit a comment
  • reply to a comment
  • close comment
  • view comment dashboard
  • view archived comments. 

You can also view the Comments Training Video.

QMS users with the appropriate level of access can manage comments. The table below explains the powers of the different access levels in managing comments. 

User access level

Powers related to managing comments

Administrator

Model Administrator

Policy Editing and Process Editing

All comments across all items.

Process Editor

Only comments made on policies.

Process Editor

Only comments made on processes.

Process Viewing (view only)

No comments can be viewed or managed. But comments can be submitted.

Submit a comment

Any user in the organisation can submit a comment on the following QMS items: 

  • Processes 
  • Policies
  • Documents
  • Work instructions 
  • Regulations
  • Obligations
  • Risks and controls. 

Step 1

Navigate to the relevant item. Read and review the content.

Step 2

Click Comments.  

Step 3

Click New Comment.

Step 4

Write your comment and click Save.

Step 5

Once the confirmation window appears, click OK.

Step 6

Click Comments to close the window. Your comment is now saved and submitted.

Tip

You can edit or delete a comment after posting it, by navigating to the comment and clicking … (3 dots)

Reply to a comment

A system Administrator and editors can reply to comments. When replying, you can:

  • answer questions from other users
  • provide additional context
  • request clarification
  • share relevant updates.

Step 1

Open the relevant item and click Comments.

Step 2

Click Reply.

Step 3

Write your reply and click Reply. Your reply will be visible under the original comment.

Tip

You can edit or delete a comment after posting it, by navigating to the comment and clicking … (3 dots)

Close a comment

System Administrators can close a comment. A comment may be closed, for example, if you have completed the actions recommended within the comment.

Once a comment is closed it will be marked as Done.

Step 1

Open the relevant item and click Comments.

Step 2

Click on the tick icon next on the relevant comment to mark it as Done.

Step 3

The comment will appear in the Done subtab.

Tip

You can edit or delete a comment after posting it, by navigating to the comment and clicking … (3 dots)

View comment dashboard

Administrators can access and view comments in two ways:

  • Direct item access: Clicking on an item will show comments for that item.
  • Comments dashboard: To see all items with active comments:
    • Go to Home > Manage Changes > Comments
    • Double-click any item to open it and view the comments.

This dashboard provides a centralised way to track and respond to discussions across multiple items.

View archived comments

Users can view comments left on previous versions of a QMS content item. 

Step 1

To view comments from previous publishing cycles, click on the Version tab of the item.

Step 2

Scroll to the version history and click View Change Details.

Step 3

The Change Details window shows a variety of information, including all resolved comments.

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