Who Is This For?
Template Authors – writing and formatting the template content
Template Owners – overseeing authorship and readiness for review
QA / Reviewers – receiving a clean, property-driven draft
How to Do It?
Step 1: Check out and open the template in Word
Check out the template from SimplerQMS — it opens in Microsoft Word.
If the SimplerQMS Add-in isn’t visible, go to Add-ins in Word and enable SimplerQMS.
💡Tip: Use Check-in / Check-out consistently to maintain a clear audit trail.
📎 Reference: About SimplerQMS Microsoft Add-In
Step 2: Sign in to the SimplerQMS Office Add-in
Confirm the SimplerQMS Add-in appears in the top area of Word. Log in with your organizational credentials to begin authoring.
Step 3: Insert dynamic properties with the Add-in
Use Insert Property to add fields that auto-populate from system properties when documents are created from this template.
Open the SimplerQMS Office Add-in and log in.
Place your cursor where the property should appear.
Open the Insert Property dropdown and select the property name.
Click Insert. The property field appears in the selected location.
📝Note: You can use property fields for cover pages, headers/footers, document IDs, version, owner, and more.
Step 4: Verify property fields (toggle field codes)
Ensure fields are present but not visible as codes in the final template.
If a field looks empty, Right-click → Toggle Field Codes to confirm the code exists.
Toggle field codes will appear like this:
If codes are visible, Right-click → Toggle Field Codes again to hide them.
Repeat for any other visible codes, or toggle all field codes at once.
Before saving, confirm all codes are hidden so they don’t appear in the final output.
Check in your changes using the SimplerQMS Add-in.
Step 5: Send Template for Review (Skip if review is not required)
In the Properties card, select Send for Review to route to assigned reviewers.
Secondary actions (three dots icon)
Secondary actions (three dots icon)
Send for approval - Skip the review step and route the template directly to Approvers
Archive - Remove the template from active use. The record is retained read-only in the system for audit and future reference, but it cannot be edited or progressed further.
💡 If you choose Send for Approval, enter the Effective Date first, as it becomes mandatory.
💡Tip: Enable track changes before sending the template for review.
❗ Compliance Reminder: Skipping Review is allowed only if your SOP permits it. If you skip Review, set an Effective Date and verify that all mandatory properties are complete.
📎 Reference: Reviewing a Template
Step 6: Send Template for Approval
Set the Effective Date
Open the Properties card and set the Effective Date. You cannot send a template for approval without it.
📎 Reference: Modifying Template properties
Send for Approval
In the Properties card, click the secondary icons (three dots icon) and select Send for Approval to route to assigned approvers. Enter a clear Version Description (what changed and why), then click Submit.
The state changes to Approval, and the task is assigned to Approvers.
📎 Reference: Approving a Template
Secondary actions (three-dots menu)
Secondary actions (three-dots menu)
Send back to Draft – Use if significant changes are required; state becomes Draft and returns to the Author.
Route for Another Review – Sends the template back to Review for an additional cycle with Reviewers.
Templates controlled by a Change Request
Templates controlled by a Change Request
When a template is linked to a Change Request, the Effective Date field is not available on the template. The Effective Date from the Change Request is transferred to the template when the CR is closed (released).
❗ Compliance Reminder: The Effective Date must be set before sending for approval—unless the template is controlled by a Change Request.
📎 References:
Tips
💡 Use Insert Property for any field that must stay synchronized (IDs, version, owner, process, effective date).
💡 Keep styles consistent (headings, lists, tables) so reviewers can focus on content quality and compliance.
💡 Before routing, perform a quick check: field codes hidden, headers/footers correct, placeholders resolved.