FAQ 1
Question:
How do I add a new department in the QMS software?
Answer:
1. Click on your profile picture or initials to open the dropdown menu.
2. Select 'Departments'.
3. Click on 'Create Department'.
4. Enter the department name, manager, and any additional details.
5. Click 'Create Department' to save.
FAQ 2
Question:
Can I edit a department after creating it?
Answer:
Yes, you can edit a department after creating it. Navigate to the 'Departments' section, select the department you want to edit, and update the necessary information. Click 'Save' to apply the changes.
FAQ 3
Question:
How do I delete a department?
Answer:
1. It is not possible to delete a department
2. You can however make a department Inactive
3. Navigate to your Initials
4. Select departments from the drop down menu
5. Navigate to the department you would like to make inactive & click on it.
6. Once the department is open on the screen, the first option at the top is “status”. Here you can change the department from Active to Inactive .
FAQ 4
Question:
Can I assign multiple managers to a department?
Answer:
No, you can only assign one manager to each department. However, you can add multiple authorized signers who can act on behalf of the manager in approval processes.
FAQ 5
Question:
What happens if I disable a department?
Answer:
Disabling a department will remove it from active use in the system, but it will not delete the department. You can re-enable the department at any time.
FAQ 6
Question:
How do I re-enable a disabled department?
Answer:
1. You can make a department active by first navigating to you initials
3. Then select departments from the drop down menu
4. Navigate to the department you would like to make active & click on it.
5. Once the department is open on the screen, the first option at the top is “status”. Here you can change the department from Inactive to Active.
FAQ 7
Question:
Can I change the name of a department after it's created?
Answer:
Yes, you can change the department name by editing the department details. Navigate to the 'Departments' section, select the department, and update the name field.
FAQ 8
Question:
How do I view all departments in the system?
Answer:
1. Click on your profile picture or initials to open the dropdown menu.
2. Select 'Departments' to view a list of all departments within the system.
FAQ 9
Question:
Can I export a list of departments?
Answer:
Yes,
Navigate to your initials, and then select departments from the drop down menu. At the bottom left of the main list view page you have a small arrow Icon where you can download a list of your departments
FAQ 10
Question:
What are the required fields when creating a new department?
Answer:
The required fields for creating a new department include the Department Name. All other fields are optional but recommended for better organization.
FAQ 11
Question:
How do I assign an authorized signer to a department?
Answer:
1. After creating or editing a department, click 'Add Authorized Signer'.
2. Select the user you want to designate as an authorized signer.
3. Save your changes to confirm the assignment.
FAQ 12
Question:
Can I assign a department to multiple reports?
Answer:
Yes, a department can be associated with multiple reports, particularly in modules like CAPA where departmental approval is required.
FAQ 13
Question:
What happens if I don't assign a manager to a department?
Answer:
If a department does not have an assigned manager, certain workflows that require managerial approval may be disrupted. Ensure that every department has an assigned manager.
FAQ 14
Question:
How can I see which departments have pending tasks?
Answer:
Pending tasks associated with departments can usually be viewed in the dashboard or reports section of the QMS software. Look for any indicators or filters related to department-specific tasks.
FAQ 15
Question:
Can I associate a department with a specific location?
Answer:
Yes, if your QMS software supports location-based categorization, you can associate a department with a specific location when creating or editing the department.
FAQ 16
Question:
How do I remove an authorized signer from a department?
Answer:
1. Navigate to the department details.
2. Find the authorized signer you want to remove.
3. Click 'X’ next to their name and save the changes.
FAQ 17
Question:
Can I view the history of changes made to a department?
Answer:
Yes, if audit logs are enabled, you can view the history of changes made to any department by accessing the audit log or change history section within the department details.
FAQ 18
Question:
How do I prioritize departments in the system?
Answer:
The QMS software does not support explicit prioritization of departments. However, you can manage departments effectively through careful assignment of tasks and roles.
FAQ 21
Question:
How do I filter reports by department?
Answer:
In the reports section, use the department filter to narrow down the results to tasks, actions, or items associated with a specific department.
FAQ 22
Question:
Can I assign multiple roles to users within a department?
Answer:
Yes, users can have multiple roles within a department, depending on the permissions and roles set by the administrator.
FAQ 23
Question:
What should I do if a department is no longer needed?
Answer:
If a department is no longer needed, you can make it Inactive. Making Inactive is recommended if there's a chance the department might be needed again in the future.
FAQ 24
Question:
How can I ensure that only authorized users can edit departments?
Answer:
Ensure that only users with appropriate permissions have access to edit department details. Permissions can be managed in the user roles and permissions settings.
FAQ 25
Question:
What should I do if I encounter an error when creating a department?
Answer:
If you encounter an error when creating a department, first check that all required fields are filled out correctly. If the issue persists, contact support for assistance.