Creating Controlled Documents

Purpose

As a Document Owner, create controlled documents on the Controlled Documents tab.

Documents created on this tab follow the defined document control framework, including version control, approval workflows, and training requirements.

Before creating a template document, confirm with your CQ Administrator which method your organization uses to introduce new documents.

Prerequisites

• Installation Package: CQ Core

• Product: QualityQuest

• Function: Controlled Documents - Controlled Document

• User Profile: Standard User

• Permissions: CQ Base User PSG, CQ Document Owner PSG

• Configurations: Document Libraries, Secondary Format Options

Steps

1. Open the Controlled Documents tab. Then click New.

2. In the Record Type list, select Controlled Document. Then click Next.

3. Specify this information:

   • Document Number
     Specify a number, for example DOC-0000001, or leave the field set to Auto to use automatic numbering.

   • Revision
     The next number in the Next Sequential Revision sequence is selected automatically.

   • Title
     Specify the document title.

   • Document Category
     Select the Document Category, if applicable. The category affects the document numbering scheme.

   • Document Ownership
     Specify the document owner, if applicable.

   • Document Libraries
     Select the document libraries that are required for Drafting, Viewing, and Distribution.

   • Template Document Primary Content
     Select the file to be used as primary content for the template.

   • Secondary Format
     Select to generate an additional read-only version, such as a PDF, if applicable. By default, Secondary Format is disabled for Template Documents.

4. Click Save.

Expected Outcome

• The Controlled Document is created and assigned a unique number.

• The Controlled Document Stage is set to Draft.

• The Controlled Document Status is set to Draft.

• The Document Owner is set to the user who created it.

Optional Configurations

• Auto Numbers for Documents

• Document Categories

• Org Units, Departments, Products, and Processes

• Content File Name Settings

• Approval Matrices for Documents

Additional Resources

ComplianceQuest

• Creating Template Documents

• Cloning Controlled Documents