How do the multiple document ID prefixes work? Can we redefine the type of documents according to our needs?
Yes. Sometimes when you are creating a document, you want to have multiple prefixes, adding, for example, the year in which that document was created: “SOP 2022”. Also, in some cases, you might want to indicate the department as part of the prefix, so I’d add “Marketing” instead of “2022”. You can create as many prefixes as you like to note down sites or different locations. It is entirely configurable on your end.
The only thing worth considering is whether you want to enable the prefix-wise running number. This will ensure that numbers run on the prefix level. If I don’t do it, every time I create a new document and I choose the prefix or I alternate them, the running number will increase by one, so I won’t end up having, for example, “SOP Marketing 1”, “SOP Marketing 2”, or “SOP Marketing 3”, because the prefixes will skip according to the correlative number. Otherwise, if I want them to run on the prefix, I need to enable the prefix-wise running option.
May I use these forms to implement a test management system, like checking on requirements?
These forms can be used in several ways depending on your needs. It's like having a paper form but digitally and much more efficient.
When you have a paper-based form, you can mark them as mandatory, but you cannot force them to order. In this case, the system does all that work for you.
It also allows you to show a short form and, as you go along, extend the length according to the entries the user makes.
What's meant by process flowcharts?
With the Quality Process Designer tool, you can design a workflow for any quality event, e.g., deviations, non-conformities, CAPAs, Change Requests, etc. In other words, the tool allows you to completely customize the workflows according to your own processes, for example, for deviation management, where you can configure the workflow to initiate an investigation of the deviation and, upon impact assessment, decide whether or not a CAPA is required.
In Fields, how is the "Unique" attribute used?
When configuring a field with the Unique attribute, duplicate values will not be allowed.
With forms, is it possible to attach documents to a filled form?
Yes, it is possible to create an "upload file" field and add it to the form, thus allowing the upload of one or several files as attachments to the record.
Can we upload our existing form and use it as a record?
For now, it is not possible to upload an existing form and convert it into a record in the Record Management tool. However, we can import the needed fields, making the Record Creation process easier.
I can see that I can customize the fields in Records, but how about in Documents? Can I add fields to the documents too?
Yes, it is also possible to customize fields in the Document Control module and add them to the different Document Types in use.
What happens when there is more than one user in each role? How are the variables replaced? What formatting options do I need to use?
Many different variables are available in Scilife, including variables specifically intended for multiple users in each role.
When you were creating the document, a parent document was mentioned. How does that work?
Documents can be linked together by the Parent / Child functionality, thus ensuring that approved Child Documents are either automatically published when the Parent Document is Published or by ensuring that the Child document is not Published until the Parent Document reaches a specific status.
