FAQs for "Document Management"
1. How do I remove an unwanted new revision, or one that was accidentally created?
A:
Here are the steps you need to follow:
First fully approve the unwanted revision
Using the revision dropdown, navigate to your previous revision
Click on the "Revert to this version" button appearing in the yellow banner
2. How can I approve a Document?
A:
There are a few steps of preparation involved before a document can be approved:
Be sure that you have configured and applied your Approval Matrix (see FAQ: “How to Create an Approval Matrix”)
Ensure your Document has been fully set up (see FAQ: “Adding A New Document”)
Once setup is complete and you are an authorized approver, you can process your approval within the document.
If you have a 4-stage approval process, you will see a thumbprint icon at each stage where you can click and sign:
Initial Draft
Final Draft
Approved – Not Effective
Approved – Effective
Once all 4 stages are approved, the Document becomes effective.
3. How can I reverse a Document that has been approved?
A:
Navigate to the Documents module and select the Document from the list.
Open the Document to view the stages at the top of the page.
Go to the most recently approved stage, click the thumb icon at the bottom right, then select Revert Stage.
Enter a password and reason code to revert to the previous stage.
These steps can be taken at any stage of the approval process.
4. What happens when you archive a Document?
A:
You can archive a Document directly from the list view page of the Documents module by using the archive button at the far right.
Once archived, the Document is moved to the Archive module, accessible from the bottom of the Document Module list view page.
5. Why can't I see the document I'm looking for?
A:
Often this is due to your permission access level. First, validate your access level with an Admin.
This is the same first step recommended if you have trouble accessing anything in Isolocity.
6. Why can't a user sign off on a document/CAPA/planning report?
A:
They likely do not have Owner access to the applicable record and need to be added as an owner. Reach out to a System Admin or record owner to be added.
7. Does the document validity statement refer to the concept of printing/downloading a document or the document itself?
A:
The document validity statement controls documents that may be printed and used within the facility.
8. When a new version of a document is created, is the previous version automatically archived and found in the archived section?
A:
No, the previous version is not automatically archived. It remains in the document record with a banner stating it is Obsolete and includes a link to the current revision.
9. When the previous version is made obsolete, are we still able to access those obsolete versions?
A:
Yes, Admin-level users and document owners can access obsolete versions.
Employee-level users can only access the current approved version.
10. I accidentally started a new revision of a document, how can I undo it?
A:
Approve all stages for the unwanted revision.
Using the dropdown, navigate to the previous revision.
Click Revert to this Revision.
This process must be done by a System Admin or Document Owner.
11. Why am I unable to view a document?
A:
Your organization may have enabled a setting that restricts access to only owners, subscribers, and members of the employee group.
If this setting should not apply, reach out to your System Admin to disable it in Team Settings and the Documents Module settings.
If it should apply, ask your Admin to add you as an owner, subscriber, or employee group member.
12. How can I revert a signature in Documents, Planning, or CAPA?
A:
Click on the lock icon beside your e-signature. You’ll be prompted to re-enter your password and a reason code.
Note: You can only revert your own signature, not another team member’s.
13. How do I ensure that my previous Document numbers don’t get changed when moving to Isolocity?
A:
When creating a Document, go to the ID section.
Click the pencil icon to enter your own document number.
Click the green checkmark to save your data.
14. An authorized signer in the approval matrix can’t access the document—why?
A:
This usually happens if the only owners, subscribers, and employee group members can view documents setting is enabled.
If it should not be enabled, ask your System Admin to disable it.
If it should be enabled, ask your System Admin to add the signer as an owner, subscriber, or employee group member for the document.
15. How do I add Subscribers to a document that is already approved?
A: To add subscribers to a document that is already approved. An "Admin" user will need to click on the "re-open document" button located at the bottom left of the page in order to enable editing again. After adding subscribers and making other necessary changes, click "Save" to save your changes and lock the document once again.
16. I have a doc that says "This document is under your revision. Other members will not be able to edit while you are reviewing." How do I move past this and save?
A: To clear this message, change the "Is the document being edited?" toggle in the document to "No." This will remove the warning message and allow the next user to edit the document.
17. Document doesn't have a cover sheet?
A: Cover pages are only generated for PDF documents once all e-signatures for approval have been obtained. If no cover page has been generated, click the "re-generate PDF" button to refresh the PDF and apply the cover page.
18. How do I upload a new SOP list?
A: See Knowledge Base Article "Adding A New Document."
19. How do you archive a Non-conformance?
A: "Admin" level users can archive a report by clicking the red "Archive Report" button at the bottom left of the report. If the report is closed, it must be re-opened first.
20. Is it possible to apply a watermark to printed or downloaded documents?
A: No, this functionality is not available in Isolocity.
21. Why can't I add a Change Control to a Document?
A: Only a Document Owner can add a Change Control Report (CCR) to a document. As a Document Owner, you can initiate a CCR during revisioning or associate an existing CCR to the document.
22. How do I delete an attachment from a document?
A: To delete an attachment, you must be an "Owner" of the document or an "Admin" user. Click the "Trash" icon beside the attachment to remove it. Some restrictions may apply if another signer has already approved the same review stage.
23. Can I add a document file to a document that has been approved in the system?
A: An "Admin" user can re-open an approved document using the "Re-open Document" button at the bottom left. You can then edit the document and upload attachments. Click "Save" to apply the changes.
24. How can I change a document owner?
A: Document Owners or "Admin" level users can change ownership by adding a new owner with the "+" icon and removing the current owner using the "x" icon below their profile.
25. How do I delete a document?
A: "Admin" users can delete a document by archiving it first. After archiving, a red "Archive Document" button will appear at the bottom left of the page. Clicking this button will delete the document from your Document module. To retrieve a deleted document, contact support@isolocity.com with as much detail as possible.
26. How do I use the New Revision feature in a document?
A: Document Owners or "Admin" users can create a new revision by clicking the "New Revision" button at the top of an approved document. Depending on your organization’s settings, this option may be limited to "Admin" level users.