This article is for creating a new Document and is relevant for SOPs, Work Instructions, Forms, & Test Methods. For modifying an existing document please use this tutorial. When modifying a document that was migrated from QSI to CPro (for the first time) please refer to this set of instructions.
Click to expand each section for additional information
Log into Compliant Pro and click the "New" button in the upper left hand corner of the Toolbar.
The "New" button is a General-Purpose button that is used to create many (but not all) things within Compliant Pro. It is shown as the first button in the toolbar above the main window on most screens within the system.
1.1. Select the Org, Doc Class, Type and Layout
There are two types of CPro Organizations a) Brick-and-mortar sites and b) Virtual Organizations. The purpose of the Organization selection is to determine what site(s) a document is visible in. If you select an organization which is designated for a specific facility, the document will appear when browsing documents within that facility. If you choose a "virtual" organization like "Alpha Global" the created document will be visible at all Alpha locations.
Documents that are shared between sites may also be manually subscribed/shared with different sites by a document control administrator.
- The Organization box will default to the CPro Organization that you are currently signed into. The selected Org will be the "home" for the created document.
- Select Document Control Documents
- Select the Type of Document that you wish to create (SOP, Work Instruction, Etc)
- Select the preferred Layout of the Document. Attachment Only will only provide a single section for attaching a file (Microsoft Office, pdf, etc). [Document Type] (with sections) will provide typical document sections (Purpose, Scope, Responsibilities, etc.) that are relevant to the chosen Document type.
The "with sections" layout is preferred in most situations. This layout shows the document content directly on the screen without requiring the additional step of opening an attached file, and is compatible with mobile devices in addition to Windows PCs.
- Enter a document title at the top of the form.
- The Control Number will populate when the new document is saved for the first time.
About Control Numbers:
"Automated Number Sequencing" means that the system will automatically provide the next available number in the series
The Document prefix (in this case: WI-) is determined automatically by the Document Type Selection made in step 1.1
Categories are used for Searching and Reporting within the CPro System. For more information on searching with Categories see the Search Builder
Categories vary by Document Type, and can vary site to site, and over time. The following are typical categories seen within Document Control:
3.1. Business Unit
- Select an appropriate Business Management System standard
- Click the Chevron to confirm
3.2. Management System
- Select any/all relevant Managment System(s) / Standard(s) that are applicable.
- Click the Chevron to confirm
3.2.1. Clauses of the selected standard
Categories have the ability to drill down up to 4 levels. The availability of additional options is indicated by blue underlined text such as ISO 9001 in the screenshot above.
- Click the blue underlined text to open the drill down.
- Select relevant sections of the standard and click the chevron at the bottom of the box to confirm. (For categories with many possible choices, scroll through the list of choices. The Chevron will be at the bottom of the list)
3.3. Department
- Select any/all relevant Department(s) that the document is applicable to.
- Click the Chevron to confirm
The system will notify the document Author and Manager to check that this document is still relevant on the interval specified under Audit Schedule. Document auditing is a key feature that allows you to both reduce the number of documents in the system (when they are no longer applicable) as well as improve the quality of your documentation by reminding you to perform updates when necessary.
Release and Expiration schedule only need to be modified in rare circumstances. These settings allow you to prevent releasing a document until a certain date (or after a certain number of days). They also allow you to create a "temporary" document with a set schedule for expiration.
The following two sections contain settings that affect how each document is handled within the training module. There are two required fields in the Course Information section below (Total Training Time, and Total Training Cost).
The Course Information section appears in all documents within CPro that can be assigned as Training Requirements. These are: Documents, Courses, Certifications, and On The Job Training Requirements.
5.1. Special Handling on Release
- This section is not applicable for a newly created document. On modification, the default selection will "update completed trainee records" to require retraining on the new version of the document. If the box is unchecked, the system will not require employees to retrain - this is useful when making a simple change such as correcting a typo or making an update to a company logo.
5.2. Course Information
- Record of Completion Type allows you to specify when a Training Requirement is "Pass/Fail" or "Completion Only". Pass/Fail is reserved for training requirements for which there will be some sort of "Comprehension" quiz/test.
- Renewal Period allows you to specify when this training should be renewed on a frequency. Renewal period is specified in Days. Renewal Notification Period is the number of Days prior to the Renewal Period that an employee should be notified to retrain.
- Total Training Time and Cost are required fields used by the system to summary investment in the training program. They accept numerical values including zero. (The number of minutes specified cannot exceed 59 - use X hours and Y minutes for periods 1 hour and longer)
If you have selected the 'attachment only' layout then you will need to attach your document here. Click on 'Attach File' to browse for your document
6.1. Document Attachment
After locating the document on your local PC:
- Enter a title for the attached file in the box shown. CPro will display the specified title as a "Link" to the attachment on the web page.
6.2. Named Attachment
- Hit "Confirm" when done. (Hit Cancel to return to the document without saving the attachment)
- The + icon can be used to add multiple attachments - prior to clicking "Confirm".
This section allows you to track where paper copies of documents are located and what version of a document is stored in a certain location. This is only applicable in certain situations where printed documents need to be tightly controlled - such as Work Instructions posted in manufacturing areas.
Decide if hard copies of this document are to be distributed. If yes, follow separate guidance steps relating to Paper Distribution.
Detail the section changed and detail any changes made.
- Click Submission Wizard to begin the approval process.
- Click Save or Save and close if you want to continue working on the document later.
- Remember not to leave unsaved documents open in your web browser which may be lost if your browser session times out (30 mins).
9.1. Submission Wizard
- Approval will be automatically selected when it is the only option available (some CPro processes allow Submit for Review in addition to Approval)
- Allowances determine who may be an "eligible approver" by acting as filters. Only document approvers within the selected "Departments" will appear on the next screen. You can hold CTRL down on the keyboard while clicking the mouse to highlight multilple allowances.
- When there is a single Named Workflow available it will be selected automatically
- Click the Chevron to Continue.
9.2. Approver Names
- Select the desired approvers and add them into the "Selected Approvers" section by clicking the icon.
- Chevron when done.
Eligible Approvers are determined by the allowance(s) selected in the prior screen as well as the Organization where the document was created.
9.3. Confirm Submit
- Make any final comments in the reason for change section and/or notification list and hit 'Confirm Submit' to complete the process.
Document Approvers will see 'Approve or Reject' in the Document toolbar. Document approvers will be notified by email when a document is submitted for their approval. They may also use the "My Tasks" section of the Dashboard to view activities pending their action.
The Document Author (or admin) can click "Clear Process" to stop the approval process and revert back to draft status.
10.1. Password Confirmation
Click 'Approve' and enter you CPro password where prompted. Click confirm to complete the approval step.
10.2. Approved Status
The Document Status updates to Approved - Released when all specified approvals are complete.
0 Comments
Add your comment