User`s Manual for niix ISO DMS
Contents
1. Click Audit Log Check User Filter search by entering specific user login ID family name or given name and etc Select the period of activities you want to retrieve by selecting From and To date Click Search to obtain result To Delete any activities check the specific activity then click Submit and OK to complete 3 6 2 Audit Log based on Document Description To view the system activities based on document Steps to view Audit Log based on Document At Admin page Click Audit Log Check Document Filter search by entering specific document name document number etc Select the period of activities you want to retrieve by selecting From and To date Click Search to obtain result To Delete any activities check the specific activity then click Submit and OK to complete 12 User Manual s for niix ISO DMS 3 7 Send For Review Description All the draft document that has not yet been reviewed will be stored here Only the creator of the document can retrieve their own draft document from Send for Review Document Search Send For Review Admin Document Name O Document No rr Send For Review _ Department Please Select S Send For Approval Category Please Select Pending Review Search Clear Pending Approval Search Result Document No Document Name Department Name Notes 1 Document creator can only see their own draft document at Send For Review page 2 Creator can2. User s Manual for nix ISO DMS This document is the user s guide for the niix ISO DMS It describes the various features of the system and shows what the user will see on the screen the responses to be entered and the results produced Further enables the user to understand how to use the niix ISO DMS User s Manual Revision 3 70 EN DK J HK Comp Software Standards M Sdn Bhd User Manual s for niix ISO DMS Table of Contents Re RE Ae E KEE 3 DSW SFIS 5 EE 4 POM EE 5 e E e ng eg de 6 ee SEIN IS INL EE 7 OI IG 8 Wa e a ace E 9 3 4 System KI gl 10 Fa I SOO EE 11 OAU E 12 3 6 1 Audit L g passed ON USET secre sna n a E E EAEE ES 12 3 6 2 Audit Log based on DOCUMENL secccccssssetecscnssesccsenssesccscassesecssussescessasseescssaasesecseageess 12 E De SENG FOT TEE 13 is Ao AFO POV EE 14 39 Pending EE 15 3 10 Pending ele Ii ariacaiene oaei ai a AEEA EREA EEEa EE DREAN 16 d DOCU E E 17 AeA Document Master List siinsesse a E O E E E 17 2 NON DOC CIN E 18 AEC DOCU 1 EE 20 AA REVISE DOCUMENT EE 21 Aa Delete DOCUMENT eenegen 22 Rea negt E e EE 23 4 6 1 Delete Document 23 4 e Ee Reen En E 24 A AC CIV SOC IG EE 24 Beet ADOC UTNE SVU US Asstt cacameccieac sadteahoretaeataastitecahoesancasmaeaeadtamsseatsaatieadinsatouse EA E A 25 ALDERE DO UE E er ne T ee eee ee er eee eee 25 D7 2 CANCE DOCUMEN E 26 4 7 3 Document Change Record E 26 4 8 Reference Document List E
3. Notes 1 To create Personal document User shall select the Personal as the document access rights when creating new document 2 Personal document can only be accessed by Creator Reviewer Approver and EA 3 Creator has the authority to assign the access rights to any other manager Administrator and executive administrator 4 Indicator will appear next to the documents indicate the document is Personal 5 Legend will appear next to the document name in the Document Report page it indicates this particular document is a Personal Document and can only be viewed by Creator Reviewer Approver and Executive Administrator 35 User Manual s for niix ISO DMS Steps to assign personal document e Click Personal Select the document which to he assigned to other user Select the user name Click Assign 8 Search Document Description nix ISO DMS offer smart search function for user to easily search document within the system by using keyword or any sequence of characters of the document name and document number which provides the flexibility for user to either broaden up or narrow down the search result Notes 1 User can search document by typing in the keyword or any sequence of characters of the document name and document number 2 The search is not case sensitive It does not matter whether you use capitals or lower case To narrow down the search please avoid using the word that is too general 4 Search res
4. photo external document and so on The benefit of this function is reduce the time to search the related supporting document within the system 2 Supporting Document can be added to another document during New document creation Edit and Revise function see details at create New Document Edit Document and Revise Document 28 User Manual s for niix ISO DMS 5 Department Page Document Bulletin Policy Document JD 001 TM Transpoort Manager has been approved Task Reminder We at Soda International are committed to operating continuously to this standard and we will maintain the necessary Quality Approvals consistent with our customer requirements The document control coordinator is responsible for assigning document numbers maintaining the master list posting new and revised documents on the network distributing hard copies of documents and revising documents 12134 19 20 21 26 27 28 Total 1 record s Announcement 29 05 2012 Kenson Sales Department to submit sales report 08 06 2012 Kenson External Audit in July 29 05 2012 Kenson Task About Internal Audit 29 05 2012 Kenson Management Review 29 05 2012 Kenson Internal Audit 29 05 2012 Kenson External Audit Schedule 29 05 2012 Kenson Internal Training on Interpersonal Communication Skill Total 2 record s Total 5 record s 5 1 Department List Description An informative page to show the list of department created in the da
5. Password are case sensitive Make sure the proper case is used or the access will be denied 3 niix ISO DMS is best view with Internet Explorer Mozilla Firefox and Google Chrome Steps to login to niix ISO DMS e At web address field of the Internet browser type in IP address of niix Software Portal to launch Login page e At Login ID box type your login ID e At Organization ID box type your organization ID e At Password box type your password e Click Login e At niix Software Portal click niix ISO DMS to access the system niix Software Portal J011 POWTEED OY HE COMP SOFTWARE STANDARDS im SOI BD User Manual s for niix ISO DMS 3 Admin Page Document JD 001 TM Transpoort Manager has s We at Soda International are committed to operating continuously to this standard and we will een approved maintain the necessary Quality Approvals consistent with our customer requirements The document control coordinator is responsible for assigning document numbers maintaining the master list posting new and revised documents on the network distributing hard copies of documents and revising documents 9 12 13 14 19 20 21 26 27 28 Total 1 record s Task Reminder i 29 05 2012 Kenson Sales Department to submit sales report 08 06 2012 Kenson External Auditin July 29 05 2012 Kenson Task About Internal Audit 29 05 2012 Kenson Management Review 29 05 2012 Kenson Internal Audit 29 05 2012 Kenson
6. The document control coordinator is responsible for assigning document numbers maintaining the 4 master list posting new and revised documents on the network distributing hard copies of 1 2 3 4 6 documents and revising documents 8 9 0 HN 12 8 15 16 17 18 19 20 22 23 24 25 26 27 29 30 31 Sun Mon Tue Wed Thu Fri Total 1 record s Task Reminder Announcement 29 05 2012 Kenson Sales Department to submit sales report 08 06 2012 Kenson External Audit in July 29 05 2012 Kenson Task About Internal Audit 29 05 2012 Kenson Management Review 29 05 2012 Kenson Internal Audit 29 05 2012 Kenson External Audit Schedule 29 05 2012 Kenson Internal Training on Interpersonal Communication Skill Total 2 record s Total 5 record s 7 1 Personal Document Description A folder to store all personal documents and documents that are only available for limited access by other users such as agreements contracts product formulas recipes etc The Personal Folder provides the author with a unified view of the document list that he she has created in niix ISO DMS The author also has the authority to assign the access rights for other users to access to the documents Document Search Personal n New Document Name gd No Edit Department Please Select l Revise Category Please Select Delete Search Clear Document Report 3 Search Result No e Document Name Status Department Name Category j No record s found ef
7. niix ISO DMS 6 Deskboard Page EECH Document Bulletin Document JD 001 TM Transpoort Manager has deeg We at Soda International are committed to operating continuously to this standard and we will July 2012 maintain the necessary Quality Approvals consistent with our customer requirements The document control coordinator is responsible for assigning document numbers maintaining the master list posting new and revised documents on the network distributing hard copies of WS 7 documents and revising documents 11 12 13 14 18 19 20 21 25 226 2r 28 Total 1 record s Task Reminder 29 05 2012 Kenson Sales Department to submit sales report 08 06 2012 Kenson External Audit in July 29 05 2012 Kenson Task About Internal Audit 29 05 2012 Kenson Management Review 29 05 2012 Kenson Internal Audit 29 05 2012 Kenson External Audit Schedule 29 05 2012 Kenson Internal Training on Interpersonal Communication Skill Total 2 record s Total 5 record s 6 1 Deskboard Description The Deskboard is served as company Digital Deskboard or platform for announcements news releases and publishes ISO related information and business activities Document Bulletin Document JD 001 TM Transpoort Manager has naih We at Soda International are committed to operating continuously to this standard and we will July 2012 maintain the necessary Quality Approvals consistent with our customer requirements The
8. retrieve the draft document and continue to create the document 3 System allows document to be sent to multiple reviewers for review Steps to Retrieve Draft Document e At Admin page and e Click Send for review e Click the selected draft document from the document list to continue to create document Steps to Send Document for Review from Send for Review page e At Admin page and e Click Send for review e Retrieve document by using the search function or select directly from the document listing in the Send for Review page e Click the Document Number of the document to be sent for review e Click Update amp Review e Select Tick the reviewer s name e Click Submit System will automatically send email notification to the reviewer s to review the document 13 User Manual s for niix ISO DMS 3 8 Send For Approval Description The entire draft document that have been reviewed but not yet send for approval will be stored here Only the creator of the document can retrieve their own draft document from Send for Approval f Document Search Send For Approval NW Aamin Document Name No H Send For Review Department Please Select v ait u connie Piease Select t Pending Review Search Clear Pending Approval z 2 Search Result No Document Name Status Department Name Category Notes 1 Document creator can only see their own document at Send For Approval page 2 Creator can retrieve th
9. the User Management f Create Document gt Select Department X ew Select Department t Edit Select Category Select Category Document Name Po E Revise No RS pene Document Expiry Date LEE Si Document Report Printable D T General Document 150 9001 2008 Doc Access C ap C Personal C Department C User Security Document Format Please Select v Attach Supporting Document Browse Upload Attach Reference Document Upload 1 Document can be created in the format of MS Word MS Excel or MS PowerPoint 2 To be able to create document user PC must have the MS Office and Java Runtime Environment JRE JRE can be downloaded at www java com 3 If creator already have softcopy document creator can copy the content from the original document then paste the content at the new document 4 The bigger the file size the longer time it will take to upload document into niix ISO DMS 5 Ifyou want to insert picture into the content of the document it is advised to save the picture in jpeg format which jpeg file size if rather smaller compare to other file format 6 Document Access allows creator to select the document whether can be accessible by all users or personal or specific department or specific security level once it has been approved 7 Document Type niix ISO DMS supports document in the format of MS Word MS Excel and MS PowerPoint Creator shall select the document forma
10. trust content from this publisher More Information The digital signature cannot be verified by a trusted source Only run if you trust the origin of the application 39
11. Click the document name e Approver can see the document details such as document name document number name of creator reviewer comments and etc e The document located on the bottom of the page It is not editable e Approver to type in comments related to the document approval Eg Approved OR Please amend document e Select YES to approve the document otherwise select NO to reject the document e Click submit and OK to complete the approval 16 User Manual s for niix ISO DMS 4 Document Page Soda International Corporation d E Document Bulletin Policy Welcome Shirley English x Personal Reports j Admin n EE ee We at Soda International are committed to operating continuously to this standard and we will been approved maintain the necessary Quality Approvals consistent with our customer requirements The document control coordinator is responsible for assigning document numbers maintaining the master list posting new and revised documents on the network distributing hard copies of documents and revising documents Total 1 record s Task Reminder 29 05 2012 Kenson Sales Department to submit sales report 29 05 2012 Kenson Task About Internal Audit 4 1 Document Master List Announcement 08 06 2012 Kenson External Audit in July 29 05 2012 Kenson Management Review 29 05 2012 Kenson Internal Audit 29 05 2012 Kenson External Audit Schedule 29 05 2012
12. E 27 AO SUPPONE DOCUMENT EE 28 Ds DE Dal UMMC E 29 GN D RT dn E EE 29 5 1 1 Create New DO e Ee d LE EE 30 5 12 Edit Department essers rsr i ena Ernan T EEA E ENEE EA E 30 5 1 3 Delete Department E 31 SE Mee 32 Di e E 32 OA AAIMO UNC EE 33 EEN KE SIRENS EE 34 PA OMe FS ee 35 Do DR Personal DOCU EE 35 Be SO ED OC UIE ie EE 36 PROPO EE 37 2A DOCUMMEN EE EE EEN 37 Ee NO IVAN R e E 38 te elt EE User Manual s for niix ISO DMS 1 niix ISO DMS niix ISO Document Management System DMSS is a proven web based document control solutions not only to improve document control at ISO certified companies such as ISO 9001 ISO 14001 ISO TS 16949 ISO 13485 ISO 17025 ISO 22000 OSHAS 18001 ISO 27001 etc but also widely implemented at organizations seeking to improve overall general documentation management It provides countless advantages such as increased security and rights based access improved search ability of current and historical documents including approvals and change history reduced hard copy storage requirements shortened change process cycle time as well as automate electronic distribution of current documents and removal of obsolete documents Soda International Corporation Welcome Shirley English xl niix ISO DMS gt Home Document Pet Department Deskboard a Personal Reports wW Admin Logout y Help mmm Document Bulletin Policy Dace a N a i Kl We at Soda International are committed to ope
13. External Audit Schedule 29 05 2012 Kenson Internal Training on Interpersonal Communication Skill Total 2 record s Notes 1 The user interface of niix ISO DMS is available in English or Malay language which user can select according to their own preference User Manual s for niix ISO DMS 3 1 Company Setting Description Company Setting contains company details such as company name company logo telephone number default email notification duration contact details etc Company Logo Choose ffe No the Chosen Recommended site 96 x 96 Notificabdbon Duration f Day s VAL Link L ww D I com Contact Person Detail Name Position Contact Ko Emad Address Leet e com Sen cascai Notes 1 ONLY user with Executive Administrator security level can access to Company Setting 2 Executive Administrator can update company details except Company Name and Signup Date 3 Company details Company Name Company name displays in niix ISO DMS Signup Date Date where niix ISO DMS delivered to customer Tel No Company telephone number Fax No Company fax number Company Logo To be displayed at Login Page Recommended size is 96 x 96 Notification Duration Default duration in days given to Reviewer and Approver for document review and approval Reminder email automatically sent in daily basis after review and approval task is past due URL Link Login page s URL User can click the URL from email notifi
14. Kenson Internal Training on Interpersonal Communication Skill Total 2 record s niix ISO DMS 0 Logout iy Help Sun Mon Tue Wed Thu Fri Sat 1 8 15 22 29 2 9 16 23 30 3 10 17 24 31 H 2 13 44 18 19 20 21 25 26 27 28 Total 5 record s Description niix ISO DMS support multiple ISO Standards such as ISO 9001 TS16949 OSHAS ISO 14001 etc within one system All approved document will be automatically updated and displayed at the Document Master List Document Master List ISO 14001 2004 New Document Name not QA Department Revise Job Description Delete Assistant QA Manager Senior QA Executive Document Report QA Executives Procedure Internal Audit Procedure Notes Document No Clause Environmental Management System Requi Normative References Normative References Environmental Management System Reaqui Rev Prepared By Kenson Approved By kenson1 kenson1 kenson1 Ismail 18 05 2012 18 05 2012 18 05 2012 10 10 2011 1 Information available includes document name document number clause revision number creator approver and approval date 2 Name of Reviewer will be display at the tool tips when pointing the cursor at the creator name 17 User Manual s for niix ISO DMS 4 2 New Document Description New document can only be created by user who has document creation authority which the user security level setting is available in
15. O DMS Company Q Manual Quality Manual Admin Department Procedure 1 Warning Document will be permanently deleted and it is not retrievable 2 Only user who has authority to DELETE document can perform the action Refer to User Security Level for detail 3 If the document has more than 1 revision system will only delete the latest revision then automatically display the second latest revision in Document Master List 4 Authorized user can only delete one document at a time 5 Instead of deleting document user may consider to use the INACTIVE document feature Steps to delete document e Click Document e Click Document Status e Select document to be deleted e Click Delete e Click OK to confirm delete 25 User Manual s for niix ISO DMS 4 7 2 Cancel Document Description This function enable authorized user to cancel the document which will change the document from its existing status such as document pending for review pending for approval approved etc back to draft status Document Name gt Status Company Q Manual Quality Manual Admin Department Procedure Admin Department Procedure Admin image Sharpness ahhuvawdenn mans Gina Admin Testing Control Procedure Personal Training Procedure Thai Language Procedure Notes 1 This operation only can be performed by Executive Administrator EA and Document Owner 2 Once the document has been cancele
16. artment to another department change document category correct document name document number document expiry date supporting document reference document and clause etc 2 Document Revision Number remains unchanged after the editing is taken place 3 System does not require edited document to be sent for review and approval again Thus it is advised to ONLY give the EDIT authority to specific authorized user s Steps to edit document e Click Document e Click Edit e Select document from search list or search result e Edit any related field e At Reason box compulsory field type in the reason why you want to edit the document the text will be displayed in Document Comment history e Click Update to complete editing 20 User Manual s for niix ISO DMS 4 4 Revise Document Description Revise function is used for making major changes on document that has been approved in the system Any revise document shall be sent for review and approval again f Document Search Revise Document Document Name I New No Edit 1 Department Please Select v Category Please Select D Delete Search Clesr 4 Document Report Search Result 2 No Document Name e Status Department Name Category mut uge wanes nay Approved Admin Department Procedure Admin Department Procedure Approved Admin Department Procedure 1 While an Approved Document is being revising users will still be able to view the exi
17. ask About Internal Audit 29 05 2012 Kenson Management Review 29 05 2012 Kenson Internal Audit 29 05 2012 Kenson External Audit Schedule niix ISO DMS Logout li Help ee 4 gt Sun Mon Tue Wed Thu Fri igs 6 8 9 1 11 12 13 15 16 17 18 19 20 22 23 24 25 26 27 29 30 31 29 05 2012 Kenson Internal Training on Interpersonal Communication Skill Total 2 record s 9 1 Document Reports Total 5 record s Description niix ISO DMS offers various document reports enable management to see real time document status at one glance Reports Approved Document Report of Approved Document Approved Document By Department Report of Approved Document by department Pending Review Document Report of Pending Review Document Pending Approve Document Report of Pending Approve Document Draft Document Report of Draft Document Document History Report of all document history by date range Dynamic Report Report based on selected fields Document Category amp Status Report of Document Category amp Status Notes 1 Among reports available include e Report of Approved Document o List of document which had been approved in the system e Report of Approved Document by Department o Quantity of document which had been approved in each department e Report of Pending Review Document o List of document which is still pending to be reviewed by Reviewer e Report of Pending Approve Document o List of document w
18. cation to link to the Login page 4 Contact person Details System Administrator of niix ISO DMS Steps to amend Company Setting e At Admin page click Company Setting e To change company logo a Click Browse b Select the logo file to be uploaded then click Open e To change Notification Duration a Type number of day s e To change the URL Link address a Type URL address e Click Submit after amending all necessary changes to complete company setting User Manual s for niix ISO DMS 3 2 User Management Description A feature to edit existing user security level System consist 5 different User Security levels which represent difference access right to the system User Access Level can be set by default or reset through check and uncheck feature Edit User Login Id alant Family Name Alan Given Name Aan sts S OA Nenarment Department Position aa Manager IA Veparnment Email alan1 niix com Security Level Executive Administrator Document Access Level Create New Edit Revise Print All Dept Vv Print Own Dept a User Access Level Deskboard Dashboard Schedule Report Create New Edit Inactive Inactive Delete Reviewer Approver Iv E v 3 Iv v P Print All Dept Archive M Print Own Dept Archive TI KKK Q I I KI Delete Dynamic Report Personal Folder Submit Cancel Yes x Email Notification 1 ONLY user with Executive Administrator se
19. curity level has full access to User Management 2 Login ID Used as one of the authentications to login to niix Software Portal then further access to niix ISO DMS 3 System consists of 5 default Security Level as follow Executive Administrator Full access to every feature in niix ISO DMS Administrator Full access to every feature except delete function Manager Full access to every feature except delete function and authority limit to own department ONLY Supervisor Authority to view all document and print own department document General Authority to view document ONLY 4 Security Level can be manually assigns through Check and Uncheck feature and the assign authority is limit to own department ONLY 5 Document Access Level Create New Privilege to create new document Edit Privilege to edit approved document Revise Privilege to revise approved document Inactive Privilege to inactive approved document Delete Privilege to delete draft and approved document Delete Report Privilege for Executive Administrator to delete Document Change Record and Audit Log Reviewer Privilege to be Reviewer Approver Privilege to be Approver Print All Dept Privilege to print document from all department Print Own Dept Privilege to print document from own department only Print All Dept Archive Privilege to print archive document from all department Print Own Dept Archive Privilege to prin
20. d the document will remain back to existing revision Steps to Cancel Document e Click Document e Click Document Status e Click Cancel and the document to be cancelled e Type the reasons to cancel the document e Click Submit and OK to confirm 4 7 3 Document Change Record Description Display complete history of each document revision and process start from creation review and approval comments etc Document Name Company Q Manual Quality Manual Admin Department Procedure Admin Department Procedure Approved Admin image Sharpness Approved VI Yuvan Thuan inau Approved Admin Testing Control Procedure Approved Personal Training Procedure Approved Bai Notes 1 Reviewer comments Approver comments Reason of Edit Reason of Changes Reason of Cancel document will be display in the Document Change Record section 26 User Manual s for niix ISO DMS Steps to view Document Change Record e Click Document e Click Document Status e Click View at the selected document 4 8 Reference Document List Description Display all the documents that consist of Reference Document and the cross reference between one document and another Reference For Reference Doc No ee CO Manual Supporting Doc List Quality Manual QA Executive Admin Department Procedure Admin Image Sharpness Admin Testing Control Procedure Personal Training Procedure Circuit Board Inspection 4h JAY Anil PCB Board Admin D
21. department listing sequent Search Result Department ID gt Department Name Admin Department Admin Department sche Company Production Department Steps to Edit Department Click Department Click Edit Find department using search function or select from generated department list Click on department to edit Change either department ID department name or priority Click Submit to complete 30 User Manual s for niix ISO DMS 5 1 3 Delete Department Description This is the function used for deleting unintended used department from niix ISO DMS aigo Ladydi sa T i ke ze es Ve Kant mer r rch L Department ID New p Department Name Edit 1 Delete Search Gear Back Search Result Department ID s Department Name Admin Dep artment Admin Department Company Company 2 Production Department QA Department QA Department Notes 1 Warning Document will be permanently deleted and it is not retrievable and this will delete all document revision 2 The department can only be deleted if there is no user and no document is attached to the selected department 3 This operation only can be performed by Executive Administrator EA Steps to delete department e Click Department e Click Delete e Find department using search function or select from generated department list e Click department to be deleted e Click Submit and OK to confirm delete 31 User Manual s for
22. document control coordinator is responsible for assigning document numbers maintaining the master list posting new and revised documents on the network distributing hard copies of a e 7 documents and revising documents 12 13 14 IS 2 Si Total 1 record s Task Reminde 29 05 2012 Kenson Sales Department to submit sales report 29 05 2012 Kenson Task About Internal Audit Notes 1 Deskboard consist of two functions named Announcement and Task Reminder Total 2 record s Announcement 08 06 2012 Kenson External Audit in July 29 05 2012 Kenson Management Review 29 05 2012 Kenson Internal Audit 29 05 2012 Kenson External Audit Schedule 29 05 2012 Kenson Internal Training on Interpersonal Communication Skill Total 5 record s 32 User Manual s for niix ISO DMS 6 2 Announcement Description niix ISO DMS can support unlimited number of Announcement within the system which can be viewed by all users Announcement Title From Date To Date Users of nix ISO Document Management System DMS 22 12 2009 24 12 2010 nix ISO Document Management System DMS 01 12 2009 31 12 2010 e e Task Reminder 2 announcements found displaying all announcements Add Delete Back Notes 1 Email notification will be sent to all users and announcement message will be display at the main page 2 Announcement will be automatically removed from home page upon expiry date Steps to add annou
23. e document and continue to send the document to approver for approval 3 Creator can retrieve document send for approval from either Document Bulletin or Send for Approval page Steps to send document for approval e Retrieve document from either Document Bulletin or Send for approval e Click on the document e Author will be able to see comment made by reviewers and also the time and date the comment being made e Select approver of the document System only allows one approver to approve the document at each time e Click Submit to proceed The page will become dim and user shall wait for the process to complete e Approver will receive email notification to take action on approving the document 14 User Manual s for niix ISO DMS 3 9 Pending Review Description Indicate the document that is pending for reviewer to review the document and the due date given to the reviewer to review the document Clause No records found 1 Reviewer can retrieve their Pending Review Document from Pending Review or Document Bulletin 2 Document creator can see who has not yet review the document and also the due date given to the reviewer to review the document 3 System will automatically send email notification to Reviewer in daily basis when the document in past due Steps to review document e At Pending Review or Document Bulletin page e Click the document name e Reviewer can see the document details such a
24. epartment Procedure Admin Testing Control Procedure Quality Manual Thai Language Procedure Personal Training Procedure 1 niix ISO DMS support document cross referencing between approved documents to another document in the event the document is related between one and another 2 This is an easy way to tie through all related documents within the system 3 Reference Document can be linked to another document during New document creation Edit and Revise function see details at create New Document Edit Document and Revise Document 27 User Manual s for niix ISO DMS 4 9 Supporting Document List Description Display all documents that consist of Supporting Document and the detail of the supporting document itself Document Report Document Status Reference Doc List IOL H vi ates d dt dch PN SW e ef Notes Supporting Doc Lis isos Document Name Company Q Manual Quality Manual Production Department wi Circuit Board Inspection 43 GET PCB Board Procedure international Production Procedure QA Department Job Desc QA Executive Supporting Document attachment seating jpg how the titanic sank short flv attachment seating jpg procedure 36 40 ppt instruction design amp development i pro 002 attachment construction bmp sample doc chinese doc 1 System allowed user to upload any supporting document related to document activity such as drawing video clip
25. escription This is the function to activate the inactive document so that users can access the particular document again ary ality Manual Quality Management System Johnson Barthol Steve Hutchinso Monica Lewinsky T Quality Marval Quality Management System Hong Shin David David Quaticy Manual Quality Management System Meng Steve Hutchinso Hong Shin Notes 1 Only user who has authority to INACTIVE document can perform the action Refer to User Security Level for detail Steps to activate document e Click Document e Click Document Report e Tick document to be activated e Click Active to complete the process 24 User Manual s for niix ISO DMS 4 7 Document Status Description A comprehensive list showing the status of each document in niix ISO DMS such as document in the status of draft pending for review pending for approval approved and etc Document Status ISO 9001 2008 Document Name gt Status Company QManual Quality Manual Admin Department Procedure Admin Department Procedure Admin image Sharpness whhuviaed enn dwayne Admin Testing Control Procedure Personal Training Procedure Thai Language Procedure Notes 1 This page also includes other features such as Delete Document Cancel Document and View Document Comment History 4 7 1 Delete Document Description This is the function used for deleting unintended used approved document from niix IS
26. hich is still pending to be approved by Approver e Report of Draft Document o List of document which had been created but yet to be sent for review 37 User Manual s for niix ISO DMS e Report of Document History o Show the activities related to each document e Report of Document Category amp Status o Display the quantity of document in related to document category and status e Dynamic Report o A report enable user to retrieve related document information according to personal preference 9 2 Dynamic Reports Dynamic Report Standard All Standards D From Date 05 06 2012 Fal To Date 05 07 2012 Ea Available Fields Selected Fields ISO Standards gt gt lt lt Move Up Move Down Review Tue Date Search Clear Steps to generate Dynamic Report e Select the preferred ISO standard e Identify the time frame of report via From and To date e Select related document information to be retrieved and click Submit 38 User Manual s for niix ISO DMS Appendix Java Pop up For First Time User e For the first time when you use nix ISO DMS system a JAVA window may pop up as shown below user shall o Click Always trust content from this publisher o Click Run Warning Security The application s digital signature cannot be verified Do you want to run the application Name dmsapplet Publisher NOT VERIFIED hkcomp From http flocalhost 8080 4 Always
27. iewer optional e Select Reviewer s e Click Submit System will automatically send email notification to Reviewer 21 User Manual s for niix ISO DMS 4 5 Delete Document Description This is the function used for deleting unintended used approved document from niix ISO DMS No fy Department Please Select sl Category Please Select e Search Clear Search Result Document Name e Status Department Name GEWEIT Approved Admin Department Admin Department Procedure Approved Admin Department 1 Warning Document will be permanently deleted and it is not retrievable 2 Only user who has authority to DELETE the document can perform the action Refer to User Security Level for detail 3 Document can be deleted from Delete page Document Report page and Document Status page 4 If the document has more than 1 revision system will only delete the latest revision then automatically display the second latest revision in Document Master List 5 Authorized user can only delete one document at a time 6 Instead of deleting document user may consider to use the INACTIVE document feature Inactive document can only be access by authorized user Steps to delete document e Click Document e Click Delete e User can choose to search the document with the search function provided in the delete document page or select from the document list that is generated once user click the Delete button e Click document
28. ing all reminders e Click Deskboard e Click Task Reminder e Type task reminder title From Date 20 12 2010 20 12 2010 15 12 2010 Access Personal Public Personal e Type task reminder content in the dynamic text box Available feature include font bold italic underline etc e Set the availability reminder date From and To e Select access level which the task is assigned to e Click Submit to add reminder Steps to delete task reminder _ Task Reminder Title Quality Management System QMS minder r Greatly improve the efficiency effectiveness and productivity of the organization Announcement Disadvantage of Paper based Documentation 3 reminders found displaying all reminders e Click Deskboard e Click Task Reminder e Tick on task reminder to be deleted e Click Delete and OK to confirm the delete From Date 20 12 2010 20 12 2010 15 12 2010 Access Personal Public Personal 34 User Manual s for niix ISO DMS 7 Personal Page Soda International Corporation Welcome Shirley English z niix ISO DMS gt Home Document Cd Department Deskboard Reports ww Admin Logout lay Help RN e Document Bulletin Policy Document JD 001 TM Transpoort Manager has ES We at Soda International are committed to operating continuously to this standard and we will 4 p peen approved maintain the necessary Quality Approvals consistent with our customer requirements
29. ion and user has deleted only the latest revision system will automatically display the second latest revision in Document Master List 4 Authorized user can delete multiple documents at once 5 Instead of deleting document user may consider to use the INACTIVE document feature Steps to delete document e Click Document e Click Document Report e Tick document to be deleted e Click delete e Click OK to confirm the delete 23 User Manual s for niix ISO DMS 4 6 2 Inactive Document Description This function can be used to temporary prevent other users to access to the particular approved document Approved Document that is at Inactive status can only be accessible by Executive Administrator 5 Quality Manual Quality Management System Steve Hutchinso Monica Lewinsky Osie itina Quality Management System David David I guatity Manusi Quality Management System Steve Hurchinse Hong Shin 1 Only user who has authority to INACTIVE document can perform the action Refer to User Security Level for detail 2 Legend will appear next to the document name in the Document Report page it indicates this particular document is at Inactive status 3 Inactive document can be activated again at any time later Steps to inactive document e Click Document e Click Document Report e Tick document user want to inactivate e Click Inactive to complete the process 4 6 3 Active Document D
30. n the Authorized User Steps to Edit User e Click User Management e Click Edit e You can search specific user through the Login ID Family Name Given Name Department Name Job Position or Security Level OR select the user from the generated list e Upon selecting user make necessary changes User Manual s for niix ISO DMS 3 3 Quality Policy Description To display the ISO Policy such as Quality Policy Environmental Policy etc of the company Created Date 28 Oct 2010 28 Oct 2010 2 policies found displaying all policies Notes 1 This function only can be performed by Executive Admin EA 2 Existing Quality Policy cannot be edited Steps to Revise Quality Policy e At Admin page e Click Quality Policy e Click Revise to create new Quality Policy e At the dynamic text field type your quality policy Function such as bold underline italic is available in the text field e Click Submit to complete e New Quality Policy will appear at home page Steps to Delete Quality Policy WARNING Deleted Quality Policy is not retrievable e At Admin e Click Quality Policy e Tick any quality policy to be deleted e Click delete and OK to confirm delete Quality Policy Created Date 28 Oct 2010 4 OM 28 Oct 2010 2 policies found displaying all policies Delete Back User Manual s for niix ISO DMS 3 4 System Setting Description To setup scheduler of reminding user to change user
31. ncement e Click Deskboard e By default it will bring user to announcement page Click Add e Type announcement title e Type announcement content in the dynamic text box Available feature include font bold italic underline etc e Set the availability announcement date From and To e Click Submit to add announcement Steps to delete announcement From Date To Date nix tOO Document Management System OMS 22 12 2009 24 12 2010 1 UT GAS 01 12 2009 31 12 2010 Ei Users of r 2 announcements found displaying all announcements aaa j Csee seex ul Managemen System e Click Deskboard e Click Announcement e Tick on announcement to be deleted e Click Delete and OK to confirm delete 33 User Manual s for niix ISO DMS 6 3 Task Reminder Description A space to publish tasks related to other employees and acts as a reminder for other employees to take action on the tasks accordingly In addition this feature will also to improve communication within the company Notes 1 Email notification will be sent to all users and task reminder message will be display at the main page 2 Task Reminder will be automatically removed from home page upon expiry date Steps to Add Task Reminder Task Reminder Title Quality Management System QMS Greatly improve the efficiency effectiveness and productivity of the organization Disadvantage of Paper based Documentation 3 reminders found display
32. rating continuously to this standard and we will 4 maintain the necessary Quality Approvals consistent with our customer requirements The document control coordinator is responsible for assigning document numbers maintaining the gt master list posting new and revised documents on the network distributing hard copies of 5 documents and revising documents 8 9 10 11 12 13 been approved Sun Mon Tue Wed Thu Fri 1 2 3 4 6 15 16 17 18 19 20 22 23 24 25 26 27 29 30 31 Total 1 record s Task Reminder Announcement 29 05 2012 Kenson Sales Department to submit sales report 08 06 2012 Kenson External Audit in July 29 05 2012 Kenson Task About Internal Audit 29 05 2012 Kenson Management Review 29 05 2012 Kenson Internal Audit 29 05 2012 Kenson External Audit Schedule 29 05 2012 Kenson Internal Training on Interpersonal Communication Skill Total 2 record s Total 5 record s User Manual s for niix ISO DMS 2 Single Sign On SSO Description niix Software Solution offers the Single Sign On SSO feature which enables authorized user to access various niix Software Solutions via the niix Software Portal without requiring the user to re entering username and password for each and individual software solution niix Software Portal Username Organization Password LOGIN 1 Login ID Organization ID and Password serve as the authentications to login to niix Software Solution 2 Login ID Organization ID and
33. rt Select type of report At Reminder Send By select either by Daily Weekly or Monthly Users selection can be filtered by User Security Level such as Executive Admin Admin etc Upon selecting all desired users click Submit 11 User Manual s for niix ISO DMS 3 6 Audit Log Description A comprehensive record to keep track of who has accessed niix ISO DMS what changes were made by whom and when and subsequent review of the system activity Administration Company Setting Create and edit company details and logo setting 1 User Management Create edit and delete user account reset password and security level Send For Review Policy Create edit and delete quality policy System Setting Password reminder setting Send For Approval Schedule Report Schedule report setting Audit Log Record of user activities Pending Review Pending Approval This function can only be performed by Executive Administrator EA Audit Log can be retrieved based on User or Document It is useful for security purpose as it permits subsequent review of the system activity such as create edit revise delete access print of document activities related to announcement and task reminder department user management and etc Authorized user can delete the activities from Audit Log 3 6 1 Audit Log based on User Description To view the system activities based on user Steps to view Audit Log based on User At Admin page
34. s document name document number name of creator and etc e The document located on the bottom of the page It is not editable e Reviewer to type the comments related to the document review Eg Agreed OR Please amend document e Select YES to agree the document otherwise select NO to reject the document e Click Submit and OK to complete the review e Author will be notified via email notification for further action 15 User Manual s for niix ISO DMS 3 10 Pending Approval Description All the document that is pending for Approver to approve will be stored here Approver can retrieve their own Pending Approver Document from here No records found DI i Notes 1 Approver can retrieve their own Pending Approval Document at Pending Approva Document Bulletin 2 Document creator can see who has not yet approved the document and also the due date given to the approver to approve the document 3 System will automatically send email notification to Approver in daily basis when the document in past due d If document is approved system will automatically send email notification to all user update document master list and update department list and related activities 5 If document is rejected system will automatically send email notification to creator to continue amend the document or Steps to approve document e At Pending Approval or Document Bulletin page e
35. sting revision of the document 2 Reason for Change Revise it is mandatory filed This is to help reviewer and approver to know the reason of revising and changing the document 3 There are two options when revising the document Revise and Save to Draft 4 When the document has been Revised and Approved system will automatically e List the latest revision document in the Document Master List e Update document revision number for example from Revision 1 to Revision 2 e Display the latest revision document when user clicks to view the document e Old revision document is archived at Document History under the individual document and is still traceable Steps to revise document e Click Document e Click Revise e Select document from search list or search result e At Reason of Changes Revise compulsory field type the reason why you want to revise the document the text will be displayed in Document Comment history e Click Revise to proceed e Make necessary changes to the department selection category document name supporting document reference document etc e Click Update to proceed to revise document content e Update document content accordingly e Once done click save or CTRL S at the MS Office e Close the MS Office NOT the niix ISO DMS browser e Click Save button and wait until it finish e Click View to display the document before send for review optional e Put the revise due date for rev
36. system login password System Setting User Password Change Reminder Activate Reminder Send By l Weekly Sunday sl Monthly Select Monthday From Hour 12 00 EN Submit Clear Back Notes 1 This function is optional System Administrator can decide whether or not to utilize this function Steps to schedule password change reminder e At Admin page Click System Setting Check Activate box Select reminder schedule either by weekly monthly and time to send reminder email 10 User Manual s for niix ISO DMS 3 5 Schedule Report Description Setup scheduler to automatically generate and send standard report to selected users Schedule Report Approved Document Reminder Send By Please Select Approved Document By Dept Pending Review Document Filter By E Administrator T Administrator Manager l Supervisor General User Pending Approve Document Draft Document Available Users Selected Users Notes 1 2 H Submit Clear Back Report can be scheduled to automatically generate and send to selected users via email either Daily Weekly or Monthly Among the auto generate reports include e Report of Approved Document e Report of Approved Document By Department e Report of Pending Review Document e Report of Pending Approve Document e Report of Draft Document Steps to schedule report and select users At Admin page Click Schedule Repo
37. t accordingly 8 Attach Supporting file niix ISO DMS supports any attachment document that is in any format such as PDF video clip voice and etc 9 Attach Reference Document Any approved document in niix ISO DMS can be attached to any other documents Steps to create new document e Click Document e Click New e Select Department that is responsible for the document creation e Select the correct category such as Quality Manual Procedure Work Instruction Form and etc e Type document name e Type document number e Document Expiry Date optional is to remind the creator about the next expiry date of the document System will send email notification to creator 30 day prior to document expire e Document Printable check the box if the document is allowed to be printed by authorized user 18 User Manual s for niix ISO DMS e Select the related ISO standard for the document creation e Select related ISO clause Clause displayed according to the selected ISO standards If the selection is ISO 9001 system will display ISO 9001 clause requirement e Select Document Access Whether the document is to be viewed by all users personal selected department or security level e Select file document format MS Word Excel or PowerPoint e Attach Supporting Document optional the file can be in any format e Click Browse e Navigate to the file user want to attach e Click open e Click upload button e Reference Document optional can a
38. t archive document from own department only User Manual s for niix ISO DMS 6 User Access Level e Edit Privilege to edit other users security level e Deskboard Privilege to create Announcement and Task Reminder e Dashboard Report Privilege to access document report in dashboard e Schedule Report Privilege to setup standard report schedule e Dynamic Report Privilege to generate dynamic report 7 Personal Folder e Authority to create and store confidential document such as recipe product formula etc e Personal Document can only be accessed by Author Reviewer Approver and Executive Administrator e Author can assign personal document access rights to Manager Administrator and Executive Administrator 8 Email Notification Indicate whether the particular user is allowed to receive email notification from system related to document activities task announcement etc 3 2 1 Edit User Description A feature to edit existing user access level personal folder email notification etc User Search Login Id Family Name Given Name Department Select Department Position Security Level Select Security Level Search Clear Back Search Result Login Id Given Name Family Name Department Position Security Level Notes 1 User cannot be edited while the account owner is using the system 2 Authorize User can only edit other users which the security level is equal or lower tha
39. tabase Users can also retrieve the information of how many documents have been created under a particular department and whether the document is categorized under Quality Manual Procedure Work Instruction Form and etc niix ISO DMS allow user to create unlimited number of department Q Manual JobDesc Procedure Form Ext Doc Gen Doc Memo Total Admin Department Production Department QA Department Total Q Manual jobDesc Procedure WI Form Ext Doc Gen Doc Memo itor Company Admin Department Production Department QA Department 1 Authorized user can create multiple departments in the niix ISO DMS 2 Department name listing in Document Master List Document Report Document Status Department List can be set accordingly If no listing priority is selected system will list department name in alphabetically order 29 User Manual s for niix ISO DMS 5 1 1 Create New Department Description A feature for Executive Administrator to create new department where the system can support unlimited number of departments Create Department Department ID Company Department Name Company Priority Listing Steps to Create New Department Click Department Click New Type department ID Type department name Set the priority for the department listing Click submit to create new department 5 1 2 Edit Department Description Edit existing department details such as department name department ID and
40. to be deleted e Click Submit and OK to confirm 22 User Manual s for niix ISO DMS 4 6 Document Report Description More comprehensive compared to Document Master List it lists all approved document inclusive every document revisions latest and archives with feature to Delete Inactive and Activate document Reviewed By Company Q Manual quality Manual Quality Management Johnson Barthol Steve Hutchinso Monica Lewinsky 19 11 20 System Quality Manual Quality Management Hong Shin David David 19 11 20 System F Quality Manual Quality Management Heng Steve Hutchinso Hong Shin 24 11 20 Delete Inactive Active Admin Department Procedure 1 The Document Report allow user to view the all approved document including latest and archive document 2 Authorized user has the right to Delete and Inactive the approved document and Activate the inactive document 4 6 1 Delete Document Description Any unintended used document can be deleted from niix ISO DMS F quality Mansal Quality Management System Steve Hutchinso Monica Lewinsky Li Guine Mencel Quality Management System 2 David Dawid Quality Management System Steve Hutchinso Hong Shin 1 Warning Document will be permanently deleted and it is not retrievable 2 Only user who has authority to DELETE document can perform the action Refer to User Security Level for detail 3 If the document has more than 1 revis
41. ttach any approved document e Click upload e Click search e Tick desire document e Click upload e Click Create Document button to create document e Blank document will appear according to document format selected early on e Type the document content OR can copy document content from other document then paste at the new document e Click Save or CTRL S at the MS Office e Close the MS Office NOT the browser e Click Save button at the niix ISO DMS browser and wait until it finish e Click View to display the document before send for review e Select document review due date optional e Select Reviewer s e Click on Submit System will automatically send email notification to Reviewer 19 User Manual s for niix ISO DMS 4 3 Edit Document Description EDIT function is used for making minor correction on document that has been approved in the system such as spelling error transfer document from one department to another etc Document Name No Department Please Select D Category Please Select D Search Clear EK Search Result No Document Name gt Status Department Name Category AD 010 wihuvhuthann damien binay Approved Admin Department Procedure sAD 001 Admin Department Procedure Approved _ Admin Department _ Pn SA Ns d 1 Edit function is advised to be used for making minor correction on the document that has been approved in the system such as spelling error transfer the document from one dep
42. ult will show complete document list including draft document and approved document that its document name or document number match the keyword 5 From the search result user can click the document name to view the content of the approved document 6 Content of the draft document is not viewable Go Steps to search document e At the Search box type in the keyword or any sequence of characters of the document name and document number o Click Ba e System will list down the complete list of document that matches the input e To view the content of the approved document click the document name 36 User Manual s for niix ISO DMS 9 Reports Soda International Corporation Welcome Shirley English z 7 Home Document Cd Department Deskboard 8 Personal wW Admin Document Bulletin Policy Document JD 001 TM Transpoort Manager has been approved We at Soda International are committed to operating continuously to this standard and we will maintain the necessary Quality Approvals consistent with our customer requirements The document contro coordinator is responsible for assigning document numbers maintaining the master list posting new and revised documents on the network distributing hard copies of documents and revising documents Total 1 record s Task Reminder Announcement 29 05 2012 Kenson Sales Department to submit sales report 08 06 2012 Kenson External Audit in July 29 05 2012 Kenson T
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