Automated Training: Training assignments automatically generated during QMS document creation and assigned to designated QMS roles.
Business Function: Departments or functional areas within your organization (e.g., Human Resources, Engineering, Quality) used to categorize and organize QMS documents.
Document No Prefix: The alphanumeric prefix used before sequential numbering in document identification (e.g., PRO- for Procedures, WI- for Work Instructions).
Document Sub-Type: An optional classification tag applied to a document within its document type, configured through the List of Values. Sub-Types allow organizations to further organize documents (e.g., classifying a Procedure as a Manual, Policy, or SOP) without changing the document type itself.
Course: A QMS document type used to deliver training content, such as a video, PDF, or slide deck, to assigned personnel. Courses are external documents only and do not support native content authoring.
Effective Date: The date on which a QMS document transitions from Pending Release to Released status and becomes active in production. When Document Effectivity is enabled, this date is set when moving a document to Pending Release and must be the current date or a future date.
External Certificate: Training documentation completed outside the 1factory system that can be uploaded as proof of competency.
Federated QMS: A quality management system structure that allows multiple organizations within an enterprise to maintain separate but connected QMS instances.
Forms: Controlled document templates that serve as the foundation for creating Records (objective evidence of quality activities).
Legacy No: A label field used to trace back to document numbers from before the transition to 1factory, providing traceability during QMS migration.
List of Values (LOV): Configurable dropdown lists that standardize data entry across the system (e.g., Business Functions, Roles, Standards Organizations, Document Sub-Types).
Manage Courses Permission: A permission that controls access to the Courses tile and list. Users without this permission cannot author or manage Courses, and only interact with them through their assigned training.
Mandatory Approver Role: A QMS role required as an approver for all changes to controlled documents within the QMS.
Mandatory Course Approver Role: The QMS role required to approve all Courses before release, configured separately from the Mandatory Approver Role used for regular documents. Organizations can assign the same role to both if they choose.
Minor Update: A document revision process that allows quick release while bypassing the standard approval workflow and Pending Release status, indicated by decimal revision numbers (e.g., A.1). The Effective Date is automatically set to the date of release.
Pending Release: A document lifecycle status between Approved and Released, available when Document Effectivity is enabled. A document in Pending Release is distributed for training but is not visible to general users as a released document and carries a PENDING - UNRELEASED watermark. The document moves to Released automatically when both the Effective Date has been reached and the Training Completion Threshold has been met.
Records: Completed documents containing actual data and results, providing objective evidence that activities were performed and requirements met.
Redline Mode: A viewing mode that tracks and visualizes changes during document revisions with color-coded highlighting.
Related Documentation: The network of cross-referenced documents linked within the QMS system.
Retraining Interval: Automatic retraining schedules triggered if a document is not revised within a specified timeframe.
Role: Organizational roles within your QMS that align with job descriptions or positions (e.g., HR Manager, Machinist) used for assigning responsibilities, approvals, and training.
Standards Organization: External parties whose requirements your QMS needs to meet (e.g., ISO, SAE, FDA, customers).
Training Completion Threshold: The percentage of assigned personnel who must complete training on a document before it can be automatically released to production. Configured in QMS Settings and only active when Document Effectivity is enabled. A value of 0 means no training completion is required before the document becomes effective on its Effective Date.