Structure and find documents

A controlled document is only useful if you can find it again – and find the right, current version. In QM this is one of the most important points. teamspace gives you four levers: a clear structure, subject-based file classes, searchable metadata and search.

1. A clear directory structure

Store QM documents in their own, meaningful directory tree – not scattered across project folders.

One root directory, e.g. QM or Manual.
Below it, topic folders (e.g. Processes, Work instructions, Templates, Status reports).
Meaningful file names rather than “final_v2_new”.

→ Basics: Working in the file manager

2. File classes: the subject meaning

Through file classes you give a document its subject meaning (e.g. work instruction, process description, status report). This is more than a folder: you can filter by it and check for completeness (“Which process is still missing its approved work instruction?”).

→ In detail: File classes and required files

File class configuration: table with name, base type/directory name, selectable and active types – example entries Employment contracts, References and certificates, Staff appraisals and agreements (base type HR) — File classes give documents a subject meaning – the basis for filtering and checking for completeness

3. Maintain metadata

In the detail manager under Properties → the Properties section, you enter a description and keywords. This metadata helps the search – especially when the file name alone is not enough.

4. Use search

Through search you find documents by full text and metadata. Combine search terms with the file class to narrow down quickly to the right document type. As all lists always show the current version, you automatically land on the valid version (you reach older ones via the Versions tab, see Manage versions).

5. Links instead of copies

If the same document is relevant in several places (e.g. a work instruction in several projects), use systemic links instead of copies: the document exists once but appears in many places – always in the current version. That way there are no contradictory copies.

Common questions & needs

You want to …	How to
Find a document quickly	Combine search with a keyword + file class.
Show only work instructions	Filter by the file class work instruction.
Check whether a document is missing	Use file classes as “required files” (File classes).
Always hit the current version	Lists automatically show the current version.
Show a document in several places	Create a systemic link instead of a copy.