Who Is This For?
System Administrators – creating and maintaining process definitions
QA Administrators – ensuring processes reflect compliant ways of working
Process Owners – owning and updating the workflows for their area
How to Do It
Step 1: Create a Process
Define a new process to standardize workflow and ownership.
Go to Settings > Processes.
Click New Process in the top bar.
Enter the Name and assign a Process Owner (or owners).
Click Save.
💡Tip: Keep names short and recognizable (e.g., “Deviation Management”, “Change Control”).
📎 Reference: Understanding Access in SimplerQMS
Step 2: Update a Process
Adjust an existing process to match current practices.
Sort by Name or Last Modified, or use the in-list search.
Click the three vertical dots next to the process and select Edit.
Modify fields as needed, then Save.
Property | Description | Note |
Process Name* | The display name shown throughout the system. | Keep consistent with SOPs/policies. |
Process Owners* | Assign one or more managers responsible for this process. | Process Owners can manage access on documents tagged with this process. Documents aren’t directly assigned to a process, but can always be found via search or views. |
Variant | Defines a specific variation of the process (e.g., Change Control, Control of Records, Document Control, Validation) to support filtering and reporting. | Use consistent naming conventions across the organization. |
Parent Process | Links this process under an existing parent process to build a process hierarchy. | Optional. Leave blank for top-level processes. |
Description | Provides a brief summary of the process scope and intent. | Keep concise to help users select the correct process. |
❗ Compliance: Ensure the listed Process Owners are current; ownership changes must be controlled according to your QMS.
Step 3: Deactivate (Archive) a Process
Archive processes that are no longer in use.
Sort or search in the list.
Click the three vertical dots and select Archive.
❗ Reminder: Archiving prevents new usage but preserves history for audit purposes. Confirm all dependent procedures or templates are updated before archiving.
Tips
💡 Use clear, scoped names so users pick the correct process during record creation.
💡 Review and update Process Owners whenever roles change to keep access governance accurate.
💡 Before archiving, search for active records referencing the process to avoid orphaned configurations.