My Records are the Records created by users who have signed in the system based on the Forms have been approved by the appropriate person and the status is Released.
3.1.1 Create New Record From My Records
Step 1: Create new Record
Navigate to the QMS tab in your 1factory dashboard. Click on the Records tile.
Step 2: Create New Records
Click My Records and then New Record to initiate the record creation process. Select the appropriate Form you would like to use for your Record from the dropdown menu. Note that only Record Type that have had their role permissions assigned during form configurations, and have been approved and are in Released status will appear in the dropdown menu, ensuring compliance with your document control procedures. After making your selection, click the Go button.
3.1.2 Download and Upload the Form
Step 1: Download the blank Form
On the left vertical menu, click the FORM download icon to download the blank Form template.
Step 2: Upload the completed Form
After downloading the Form template, open the file and complete all required fields with the necessary information. Once all information has been filled out, navigate to the left vertical menu and click the UPLOAD icon to upload the completed Form as your Record file.
3.1.3 Document Management
The Document Management feature provides centralized control for managing the Record document lifecycle from creation to release. This ensures proper workflow management and compliance with quality management system requirements.
Key management capabilities include:
- Status Control - Manage document status transitions (Open, Approval, Closed)
- Approval Routing - Route documents through the defined approval workflow
The management interface provides a centralized location for document administrators to control all aspects of the process document lifecycle while maintaining audit trails and compliance documentation.
Step 1: Request Approval
Navigate to the Manage tab, select Approval as the status, and choose the appropriate Approver from the dropdown menu. Click the Save button to submit the Record for approval.
Step 2: Check the Status
Once the Record has been approved, the status will automatically change from Approval to Closed.
Step 3: Download a Record
The download RECORD feature allows you to generate your Record document for offline use, printing, or external distribution. On the left vertical menu, click the RECORD download icon to open the export feature. Your exported file will appear in the top right corner of the screen.
3.1.4 Document History
The History feature provides a complete audit trail of all changes and activities related to your Record document. This maintains compliance with regulatory requirements and supports quality management system traceability.
Key history tracking capabilities include:
- Revision History - Complete record of all document versions and changes
- User Activity - Track who made changes, when, and what was modified
- Status Changes - Log all status transitions (Open, Approval, Closed, etc.)
- Approval Records - Maintain records of all approval decisions and comments
- Access Logs - Monitor document viewing and editing activities
- Upload/Download File - Monitor Record up/download