Who Is This For?
Authors / Owners – editing content, updating properties, moving workflow states
Reviewers / Approvers – verifying content and metadata before decisions
QA / Managers – checking history, traceability, and related records
How to Do It?
Step 1: Orient yourself with the Top Bar
The Top Bar shows the module and document title. Use the three-dots menu on the right for advanced options like Audit Trail.
Audit Trail: Review who did what, and when. Filter by the Version created event to review version changes.
📎 Reference: Reviewing Document History
💡 Tip: If you don’t see certain options, your permissions or the document state may restrict them.
Step 2: Review the Properties Card
The Properties card highlights key metadata and roles: Title, Tags, Process, Owner, Reviewers, Approvers, and more. It also contains primary workflow actions (e.g., move to next state) and secondary actions via the three-dots menu.
❗ Compliance reminder: Keep properties accurate before routing for review/approval; properties are part of the quality record.
📎 Reference: Exploring the User Interface
Step 3: Use the Preview & Related tabs
The main area provides quick, in-context access to content and connections.
Overview – Read a preview of the document content.
Attachments – Upload supporting files linked to the document.
Reference Items – View associated records (e.g., change requests, training plans, linked docs).
What shows in “Reference Items”?
What shows in “Reference Items”?
Other records connected to this document, such as change requests that created it, training plans referencing it, or dependent documents. Use this to understand impact and traceability.
💡 Tip: Drag-and-drop files into Attachments to add supporting evidence quickly.
📎 Reference: Searching and Filtering Records
Step 4: Use Document Actions
Use Document Actions to open, read, or edit the file as needed.
Option | Description |
Check Out / Check In | Opens the file in Word (or its associated app) for editing. |
Download | Saves a local copy for offline reference; this copy is not connected to SimplerQMS. |
Full Screen Preview | Opens a full-size in-browser view for easy reading without editing or downloading. |
❗ Compliance reminder: Avoid working from downloaded copies. Always Check Out to edit so changes remain controlled and traceable.
📎 Reference: Working with Effective Copies
Tips
💡 Use Compare Versions before approving to confirm all requested changes were addressed.
💡 If workflow actions are unavailable, check your role and the document’s state.
💡 Add clear Tags and Process values—this improves search and downstream reporting.