Overview
In the Document Management Systems documents go through the Document process and progress through the following steps.
Step 1. Raise a document – this is when a created document is first placed into the Document Management System.
Step 2. Undergo approval – the document is reviewed and changes are made as necessary, then it is reviewed again and prepared for approval.
Step 3. Approved – the document is submitted and has been approved and finally,
Step 4. Issued – the approved document is issued as a sanctioned organisational document in line with their Document procedures.
The USER will need to have permission and an internal employee password utilise the feature. This password is different to the password used to logon to OPTO.
To view all the documents within the document management system, open the QUALITY tab and click on the ‘Documents’ icon to open the Document Search window. Enter your internal employee password and click on the Refresh icon (circled), a list of all the documents in the Document Management system will be displayed in the window.
To access the menu list for a document in this window, right mouse click on the “Doc ID” code in the far-left hand column of the document record you wish to edit. (See below)
Select “View Document ‘XY####’” on the list to open the document.
Right mouse click on the Doc ID number and select “View Change Request” from the list to view the ‘Document Tracking” window. Click in the “Responsible Position” click on the arrow to display the drop-down list and select the position responsible for reviewing this document press <TAB> to display the position and the name and then type in the “Due By Date”. Enter a Reason for change of Document in the appropriate field.
To progress with the approval process,
Open the “Awaiting Approval” tab and enter more information, suggestions, or actions in regards to this document. Enter your employee number in the “Awaiting Approval” field, or select an employee from the drop-down list and then click OK. Press <TAB>, the date field will fill automatically or enter a date and click on the Confirm button.
To progress to the Undergo Approval process,
Click on the “Undergo Approval” tab and enter the review actions and change information for the document. Click in the “Undergo Approval” field and enter your employee number or select name from drop-down list for the person responsibile to review the changes made to the document and click OK. Then press <TAB>, the date field will fill automatically, click on Confirm.
The employee responsible for approving the draft document may complete the “Approved by” field and click OK. Press <TAB>, >, the date field will fill automatically, click on the Confirm button. Once the ‘Approved By’ has been confirmed the “Issued” tab becomes accessible.
To Issue the document the USER must have permission to complete this next step as it is password protected. Open the “Issued” tab and click in “Issued By” field, a message pop-up will prompt the USER to enter their password, enter password and click OK.
Click in the ‘Issued By’ field again and enter your internal password, press <TAB> to generate the date and click on Confirm. . Once a document has been issued it is released and implemented as sanctioned organisational document.
Click on the ‘Doc ID’ hyperlink to open the Document Management window. The “Access” tab in is for assigning access to the employees in regards to the viewing and approval process. Their names and level of access are entered manually on this tab. This information can be entered at any time during the process. Select Yes when prompted to save the changes.
The “Reviews” tab is for tracking the employees involved in the approval process, the Date, Reason for the Review and the names of the people involved are recorded on this tab. This information is entered during the change request and approval process.
Opto Software Pty Ltd Revised: 27/02/25
