1.3 Migrating Documents – 1factory, Inc.

Migrating your existing QMS documents into 1factory is a structured process that preserves traceability while establishing the foundation for controlled document management. The migration workflow consists of three stages:

Metadata Import: Create document placeholders by importing a structured Excel file for each document type
File Import: Upload the actual document files (PDFs and attachments) via bulk ZIP import
Bulk Release: Release all migrated documents in a single action once files are uploaded

Documents in 1factory are organized into several lists accessible from the QMS tab via the Documents or Mfg. Documents tile.

Note: If your organization is building a new QMS from scratch within 1factory, skip this section and proceed to Section 2.0.

1.3.1 Metadata Import

The metadata import creates placeholder documents for each of your QMS documents, establishing document numbers, titles, ownership, and workflow configuration before any file content is uploaded. A pre-formatted Excel template is available for each document type.

For each document type, complete the template and import it using the Excel Import button at the bottom of the left-hand sidebar in the respective document list. The supported document types, their core fields, and available configuration columns are described below.

Note: All data input into the template must be aligned with your QMS configurations and settings established in Sections 1.1 and 1.2.

1.3.1 Metadata Import

Note: All data input into the template must be aligned with your QMS configurations and settings established in Sections 1.1 and 1.2.

QMS Standards (Template: Standard_upload.xlsx)

Stores all external standards and customer requirements your QMS must comply with, such as ISO 9001:2015, AS9100D, or a customer's Supplier Quality Manual.

No.: Auto-assigned in 1factory format (STD-1, STD-2...) or your own prefix based on organization settings.
Standard No. & Rev.: The document number and revision as issued by the standards body.
Title: Name of the external document.
Issuing Org.: Organization that owns the standard (e.g., SAE for AS9100D).
Owner: QMS Role responsible for ensuring requirements are met.
Revision: Current revision at time of migration.
Type: Categorization of the standard using your configured List of Values (e.g., Regulatory, Customer).
Applicable Orgs: Specifies which organizations within a multi-org or federated QMS hierarchy this document is applicable to.
Approver Roles: Defines the QMS roles required to approve a document revision before it can be officially released.
Access Roles: Restricts document visibility to designated QMS roles, ensuring only authorized personnel can view or interact with the document.
Training Roles: Identifies the QMS roles that must complete training upon document release or revision.
Training Interval: Sets the recurring period (in months) at which assigned roles must complete retraining on this document.
Training Completion Time: Number of days allowed for personnel to complete their assigned training after the document is released or a retraining cycle is triggered.
Training Type: Defines the method used to complete training: Self Assessment, Quiz, or External Certificate.
Release Notes: Free-text field to summarize the changes made in the current revision compared to the previous version.
Review Period: Sets the interval (in months) at which the document owner must review and reaffirm the document remains accurate and current.
Last Review Date: Records the most recent date the document was reviewed or reaffirmed, used to calculate the next scheduled review.

Mfg. Standards (Template: Mfg_Standard_upload.xlsx)

Stores manufacturing-level external standards and customer requirements applicable to production operations. Mfg. Standards support the same fields as QMS Standards above, including Type for categorizing the standard using your configured List of Values (e.g., Regulatory, Customer).

Procedures (Template: Procedure_upload.xlsx)

Stores internal SOPs, policies, and manuals that define how your QMS operates and demonstrate compliance with external standards.

No.: 1factory format (QA-PR-1, MFG-PR-2...) or your own prefix.
Title: Name of the procedure.
Owner Org: The organization within the QMS that owns this procedure.
Applicable Orgs: Specifies which organizations within a multi-org or federated QMS hierarchy this document is applicable to.
Revision: Current revision at time of migration.
Business Function: Department or functional area. Must match the LOV.
Type: Categorization of the procedure using your configured List of Values.
Owner: QMS Role responsible for the procedure. Must match the LOV.
Approver Roles: Defines the QMS roles required to approve a document revision before it can be officially released.
Access Roles: Restricts document visibility to designated QMS roles, ensuring only authorized personnel can view or interact with the document.
Training Roles: Identifies the QMS roles that must complete training upon document release or revision.
Training Interval: Sets the recurring period (in months) at which assigned roles must complete retraining on this document.
Training Completion Time: Number of days allowed for personnel to complete their assigned training after the document is released or a retraining cycle is triggered.
Training Type: Defines the method used to complete training: Self Assessment, Quiz, or External Certificate.
Release Notes: Free-text field to summarize the changes made in the current revision compared to the previous version.
Review Period: Sets the interval (in months) at which the document owner must review and reaffirm the document remains accurate and current.
Last Review Date: Records the most recent date the document was reviewed or reaffirmed, used to calculate the next scheduled review.

Work Instructions (Template: Work_Instruction_upload.xlsx)

Stores all work-level instructions in a single unified list, including general work instructions, process-level instructions applicable across multiple parts or plans, and part-specific instructions tied to a single part number. Work Instructions can be cross-referenced within Procedures, creating automatic links between documents.

No.: 1factory format or your own prefix. All work instruction types share a single prefix set.
Title: Name of the work instruction.
Part Number: The part number this document is associated with. Required for part-specific work instructions; leave blank for general or process-level instructions.
Owner Org: The organization within the QMS that owns this work instruction.
Applicable Orgs: Specifies which organizations within a multi-org or federated QMS hierarchy this document is applicable to.
Revision: Current revision at time of migration.
Business Function: Department or functional area. Must match the LOV.
Type: Categorizes the work instruction using your configured List of Values (e.g., QMS, Process, Part-Specific).
Owner: QMS Role responsible for the work instruction. Must match the LOV.
Has Training: Indicates whether this work instruction has a training requirement. When set to Yes, training plan controls are enabled and the document appears in training assignment selectors. Defaults to No.
Approver Roles: Defines the QMS roles required to approve a document revision before it can be officially released.
Access Roles: Restricts document visibility to designated QMS roles, ensuring only authorized personnel can view or interact with the document.
Training Roles: Identifies the QMS roles that must complete training upon document release or revision. Only applicable when Has Training is set to Yes.
Training Interval: Sets the recurring period (in months) at which assigned roles must complete retraining on this document.
Training Completion Time: Number of days allowed for personnel to complete their assigned training after the document is released or a retraining cycle is triggered.
Training Type: Defines the method used to complete training: Self Assessment, Quiz, or External Certificate.
Release Notes: Free-text field to summarize the changes made in the current revision compared to the previous version.
Review Period: Sets the interval (in months) at which the document owner must review and reaffirm the document remains accurate and current.
Last Review Date: Records the most recent date the document was reviewed or reaffirmed, used to calculate the next scheduled review.

Forms (Template: Form_upload.xlsx)

Stores controlled form templates that serve as the foundation for creating Records. For example, a "New Supplier Audit Form" referenced by a Work Instruction becomes a Form that quality personnel fill out to generate Records.

No.: 1factory format (FRM-1, FRM-2...) or your own prefix.
Title: Name of the form.
Owner Org: The organization within the QMS that owns this form.
Applicable Orgs: Specifies which organizations within a multi-org or federated QMS hierarchy this document is applicable to.
Revision: Current revision at time of migration.
Business Function: Department or functional area. Must match the LOV.
Type: Categorization of the form using your configured List of Values.
Owner: QMS Role responsible for the form. Must match the LOV.
Approver Roles: Defines the QMS roles required to approve a document revision before it can be officially released.
Access Roles: Restricts document visibility to designated QMS roles, ensuring only authorized personnel can view or interact with the document.
Release Notes: Free-text field to summarize the changes made in the current revision compared to the previous version.
Review Period: Sets the interval (in months) at which the document owner must review and reaffirm the document remains accurate and current.
Last Review Date: Records the most recent date the document was reviewed or reaffirmed, used to calculate the next scheduled review.
Records Prefix: Defines the prefix used when numbering individual records created under this form (e.g., CAL-, NCR-, AUDIT-).
Records Creator Roles: Identifies the QMS roles permitted to create new records under this form.
Records Viewer Roles: Restricts which QMS roles can view records created under this form.
Records Approver Roles: Defines the QMS roles required to approve individual records created under this form.

Additional Configuration Columns

All templates support additional columns that allow you to pre-configure approvals, access control, training, and review schedules as part of the import, eliminating the need to set these up manually for each document afterward. These columns apply across all document types unless otherwise noted. Multiple roles are entered as pipe-separated values, meaning each role is separated by a vertical bar character, for example: Quality Manager|Engineering Lead|QMS Coordinator.

Approver Roles: List of QMS role names required to approve this document. If not set, only the Mandatory Approver Role applies.
Access Roles: List of QMS roles that can view the document. Leave blank for unrestricted access within the organization.
Training Roles: List of QMS roles required to complete training when this document is released or revised. Not applicable to Forms.
Training Interval: Retraining interval in months. If not set, no automatic retraining is scheduled.
Training Completion Time: Number of days users have to complete training after document release. If not set, no due date is applied.
Training Type: One of: Self Assessment (default), Quiz, or External Certificate. Note: quiz questions must be configured manually after import.
Release Notes: Release notes for the initial revision of the document.
Review Period: Number of months from release before a document review is due.
Last Review Date: Date the document was last reviewed in your previous QMS. When set, the next review date is calculated from this date rather than the 1factory release date, ensuring review schedules carry over accurately. If a document was never formally reviewed, use its release date from the legacy system.
Type: Optional categorization field available on all document types. Values are drawn from the List of Values configured for each document type. Leave blank if no categorization is needed.
Records Prefix (Forms only): Prefix used to number Records created from this form (e.g., "STA"). Required to enable Record creation.
Records Creator Roles (Forms only): List of roles authorized to create Records from this form.
Records Viewer Roles (Forms only): List of roles authorized to view Records created from this form.
Records Approver Roles (Forms only): List of roles required to approve Records created from this form.

Note: For organizations using Federated QMS, role names can be suffixed with the organization name in square brackets (e.g., QC Manager [1Factory Austin]) to assign roles from a specific entity within the federation.

Importing the File

Navigate to the QMS tab and open the QMS Documents tile, then select the tab for the document type you are importing (e.g., Procedures).

Click the Excel Import button at the bottom of the left-hand sidebar.

In the slideout that opens, click the green paper clip icon to attach your completed template file.

Repeat for each document type. After import, each document will appear in the list in Draft status as a placeholder, ready to receive its document file.

Note: For organizations using Federated QMS, role names can be suffixed with the organization name in square brackets (e.g., QC Manager [1Factory Austin]) to assign roles from a specific entity within the federation.

1.3.2 Bulk File Import (ZIP)

Once placeholder documents have been created via metadata import, the next step is uploading the actual document files. Rather than uploading files one at a time, 1factory supports bulk file upload via a single ZIP archive, significantly reducing the effort required to migrate large document sets.

Preparing the ZIP File

The ZIP file may contain a mix of primary document files and supporting attachments. Follow these naming conventions:

Primary document files must be named using the document's reference number (e.g., PRO-1.pdf, WI-15.pdf).
Attachment files must be named with the document reference number, followed by a space, followed by the desired attachment name (e.g., PRO-1 Source Drawing.pdf, WI-15 Reference Table.xlsx).
Only one primary file per document is permitted.
For all document types except Forms, primary files must be in PDF format.
For Forms, primary files may be PDF, Word (.doc, .docx), Excel (.xls, .xlsx, .xlsm), or PowerPoint (.ppt, .pptx, .ppsx, .potx, .pub).
Multiple attachment files per document are supported in any file format.

Important: Placeholder documents must already exist in 1factory in Draft status and must never have been previously released. The reference number in the filename must exactly match the document number in the system.

Uploading the ZIP File

Navigate to the QMS Documents or Mfg. Documents list page.

Click the Bulk File Import button in the command bar.

In the slideout, attach your ZIP file using the paper clip icon and click Go.

Upon completion, the slideout will display a summary of successfully uploaded files and any errors encountered.

Note: Only one bulk file import may run at a time per organization. If an import is already in progress, the slide out will display its status and provide an option to cancel. If your total file size exceeds the system limit, split your documents into multiple ZIP files and import them in batches.

1.3.3 Bulk Release

After uploading document files, the final migration step is releasing the imported documents to production. Rather than releasing each document individually, 1factory provides a Bulk Release tool that publishes all eligible migrated documents in a single action. This is appropriate for documents being brought over from a legacy system where they were already active, approved records and do not require re-approval to become controlled in 1factory.

Eligibility Criteria

The Bulk Release tool will only release documents that meet all of the following conditions:

The document type matches the currently selected tab (e.g., Procedures, Work Instructions).
The document is in Draft status and has never been previously released in 1factory.
The document has an external PDF file uploaded. Documents being authored natively in 1factory are excluded and should be released individually as they are completed.

Documents in Pending Approval status or without an uploaded PDF will be skipped.

Performing a Bulk Release

Navigate to the document list tab for the type you wish to release (e.g., QMS tab > Documents > Procedures).

Click the Bulk Release button in the command bar.

The slideout will display the count of documents eligible for release.

Enter release notes (required).

If eSignatures are enabled for your organization, complete the attestation: I hereby certify that by conducting this bulk release of documents, all change requirements have been fulfilled.

Click the Go button to Release, then confirm in the modal that appears.

All documents uploaded by 1.3.2 Bulk File Import the status will be changed to Green

Note: Bulk Release can be run multiple times, for example, once per document type, or in batches as PDFs are uploaded. Re-running the tool will only release newly eligible documents; already-released documents are automatically skipped.

Important: Bulk Release is available only to users assigned to the Mandatory Approver Role (or any user with Manage Document privileges if no Mandatory Approver Role is configured). Approval workflows are bypassed for bulk-released documents under the assumption that they were previously approved in the legacy system. Bulk-released documents will display an Approved status in the document list. The Approval section will not appear in the Manage slideout for the initial revision, though configured approvers will be applied to all future revisions.

1.3.4 Baseline Training Setup

When migrating into 1factory, your users likely have existing training records on many of the documents being imported. Without establishing a training baseline, 1factory would generate new training assignments for all personnel on every migrated document at the point of release, creating an unnecessary retraining burden and inaccurate compliance records.

The Baseline Training Import resolves this by allowing you to upload a record of completed training from your legacy system before documents are released. This establishes each user's current training status in 1factory, ensuring continuity of compliance records and preventing duplicate assignments.

Prerequisites

All users must already be imported into 1factory and assigned their QMS Roles. To assign roles, navigate to the Master Data tab, click the Users tile, select a user, and assign the appropriate role(s) from the QMS Roles tab in the slide-out panel.
Placeholder documents must exist in Draft status and must not yet have been released.
Training metadata (roles, intervals) must already be configured on each document, either manually or via the training columns described in Section 1.3.1.

Preparing the Training Import File

The training baseline import uses an Excel file with the following three columns:

User Email: Email address identifying the 1factory user belonging to the organization performing the import.
Document No.: Reference number of the document the user is trained on (e.g., PRO-34). Must be a document that supports training (not a Form) and must not yet have been released in 1factory.
Completed Date: Date on which training was completed in the legacy system. Interpreted in the timezone of the user performing the import.

Performing the Import

Navigate to QMS tab > All Training tile > Training Log tab.
Click the Import button in the command bar.
Attach your completed Excel file and click Open.

The system validates each row and returns errors for unrecognized users, unrecognized document numbers, released documents, or future-dated completion entries. If valid, baseline training records are created for each user, with retraining due dates calculated from the completed date and the document's configured retraining interval.

Note: Baseline training records are classified as type "Baseline" in the training log. Re-running the import will update existing baseline records. If a user's training record for a given document already exists, it will be overwritten with the values from the new file.

Important: Baseline training records establish the starting state of training compliance but do not include training certificates or assessment results. When documents are released, users with an active baseline record will not receive duplicate training assignments. Retraining will be automatically generated when their baseline records expire per the configured retraining interval.