Creating Template Documents

Purpose

As a Document Owner, create template documents on the Controlled Documents tab in QMS.

CQ Template documents provide predefined structure and required components for controlled documents, including File Templates, Training Policies, Periodic Review Policies, Document Approval Policies, and Referencing 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, CQ Forms, CQ Laboratory Issues, CQ Process, CQ EHS

Product: QualityQuest, SafetyQuest

Function: Controlled Documents - Template 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. Select Template Document in the Record Type list. Then click Next.

3. Specify this information:

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

   • Revision
     Leave the default value.

   • Title
     Specify the template title.

   • Document Category
     Select a document category, if applicable.

   • Document Ownership
     Specify the document owner, if applicable.

   • Default Approver Matrix
     Select the default approval matrix to be assigned to documents created from this template, 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.

   • Approval Matrix
     Select the approval matrix to be used for this template, if applicable.

4. Click Save.

Expected Outcome

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

• The Template Document Stage is set to Draft.

• The Template 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 Controlled Documents

• Cloning Controlled Documents