Procedure Flow

Within the Qooling platform, users have the ability to store and organize their documentation efficiently, utilizing version control features, as exemplified in the Procedures module. This module plays a pivotal role in mitigating the risk of outdated procedures or work instructions. Qooling's Procedures module has a range of features, including version control, an integrated flowchart creator, authorization management, and access control at the department level.

Procedure categories & tags

To initiate this process, let's navigate to the Configuration module and access the Procedures tab. In this section, users can easily configure various procedure categories and use procedure tags as needed.

Fill in a ‘New Procedure’

To access the Procedures module, navigate to the designated section and select 'New Procedure'. Within this interface, users have the capability to input comprehensive details related to the procedure. Notably, users can select the ‘Procedure Type’ and apply ‘Procedure Tags’ that we previously made, to categorise the procedure. We also want to assign a name and number to the procedure, designate an owner, and select one or more approvers.

Additionally, you can set an expiration date and configure a reminder, which will be sent a specified number of days before the procedure expires. To enhance accountability, a read confirmation feature is available. This allows for the selection of individuals who can provide feedback and answer questions about the procedure. Once all the necessary information is entered, the interface will display the completed procedure as follows:

Important Note: Ensure to save your procedure.

Procedure in ‘Draft’

After saving the procedure, it will turn into a ‘draft’ as you await approval from the approver(s). In the top right corner, a box featuring various tabs such as 'Info,' 'Updates,' 'Comments,' 'Read Confirmations,' and 'Approvers' will be visible.

Upon approval, the procedure transitions to a live version, signifying a version change (0.1 to 1.0).

Whenever it’s necessary to make changes to the procedure, you can initiate the process by creating a draft. Simply click on ‘Details’ next to the procedure, and a button labeled as ‘Create Draft’ will appear. It is possible to make adjustments to the procedure, and seek approval from the approver(s). Upon their approval, the procedure will advance to version 2.0

If one or more approvers opt to reject the procedure, a pop-up window labeled ‘Reject Reason’ will appear. The approver will articulate their reasoning for rejecting the procedure, and the owner of the procedure can access this information in the top right corner of the procedure.

The owner of the procedure gains insights into areas for improvement, enabling a revision of the procedure with necessary changes. Subsequently, a ‘fresh’ approval request can be submitted. In this scenario, the approver expresses satisfaction and accepts the changes that have been made to the procedure. As a result, the procedure attains approval, and the version number is updated.

By clicking on ‘Details’ next to a procedure, you’ll open the following screen:

Notably, older versions of the procedure are archived without deletion. Qooling allows the flexibility to modify the name, version, owner, and approvers as needed.

Flowcharts

Now, let’s look at another facet of Procedures– the Flowchart. Within this section, users can access the Flowchart editor.

When you click on ‘New’, it will show the following screen, allowing you to seamlessly build a flowchart. On the right-hand side, you can drag and drop boxes into the empty space to construct the flowchart. Additionally, connecting these boxes is effortless; simply drag a line from one box to another, and the connection will be established automatically.

It is important to experiment with this, and gaining a better understanding of the flowchart editor. Once you’re acquainted with its features, you can create intricate and effective flowcharts. Allow me to demonstrate with a simple example I’ve crafted:

 Link flow chart elements to forms, procedures, risks and other items in Qooling:

Process & Procedure elements - use these elements to link and refer to other procedures in Qooling. Additionally, you can link a job description to these flowchart elements.

Decision - this element allows you to link and refer to a jobdescription.

Document - use the document element to link and refer to Forms, Registers and Risks in Qooling. Additionally, you can add link New Task and New Issue pop-ups which allows you to report Tasks and Issue directly from the document flowchart element.

Database - use the database element to link and refer to Risks and Registers same as in the document element. In addition, this element allows you to link shortcuts to the overview of all your Issues or Tasks or Audits.

Groups

Now, let’s shift our focus to Groups. Similar to how procedures can be tagged, each procedure can also be attached to one (or more) group(s). If no groups have been created, every procedure is automatically linked to the ‘Standard’ group, this group contains all users within your Qooling environment.

To create a new group, navigate to the Configuration module and select ‘Userrights’.

After completing the previous steps, proceed to the ‘Groups’ tab.

As you can see, there exists a ‘Default group’. To create a new group, click on ‘New Group’. Provide a name for the group, select the members you wish to add to this group, and then click ‘Save’.

Having successfully created a new group, return to the Procedures module. Click on ‘Details’ next to a procedure to open a screen where you can view the group(s) attached to that procedure. Here you’ll observe that the ‘Default Group’ is attached to this particular procedure. 

To modify the group or add another group to the procedure, simply click on the following:

An empty box will appear next to the group name that is not currently attached to the procedure, while a marked box will be next to the name of the attached group. You have the option to mark the box of another group, or alternatively, unmark the box next to the default group and mark the box for the new group. 

By successfully changing the attached group for a specific procedure, other procedures will remain attached to the ‘old’ default group. As you create more groups, you can effectively categorize and differentiate specific procedures. For instance, all sales procedures can be linked to a group named ‘Sales’. And when users – who are not part of this group – need access to these procedures as well, you can simply make a new group, and attach this group to the procedure as well.