Purpose
Learn how to:
- Create and manage a Project and Labels
- Navigate SimplerQMS based on Projects and Labels by building a multi-level hierarchy
- Relate documents to Projects and Labels and display them in different views
Expected Outcome
- Users can manage Projects and Labels in SimplerQMS
- Users can create Projects and Labels and relate documents to them
Prerequisites for all
- Must be logged in to SimplerQMS
- Must be a member of one of these ‘User Groups’ to view records:
- All internal and external users
- Must be a member of one of these ‘User Groups’ to create new records
- Metadata Administrator
Prerequisites for creating Projects and Labels
- Must be a member of one of these ‘User Groups’
- Metadata Administrator
Section 1: Creating a Project
Step 1.1 – Create a Project– Metadata Administrator
To create a Project in SimplerQMS:
I. Click on the (+) Create and choose Project from the dropdown list
A Metadata Card opens.
Step 1.2 – Fill in the metadata card for Project
| Field name | Description | Note |
| Name or Title* | The name or identifier of the project. | |
| Sites* | The site(s) that the project belongs to. | |
| Responsible Person* | The person responsible for managing the project. | |
| Description* | A description of the project. |
When you have filled in the relevant fields, click Create.
If the following warning appears, click OK.
This warning appears because the Metadata Administrator must give users access to the project. This is described in “Providing user access to a project” below.
Step 1.3 – Configuring Project Visibility
The Metadata Administrator, the Responsible Person (RP) and the RP Delegate can change the Project Visibility to Private or Public using the options under the Workflow section.
Changing Project Visibility:
- Click the Project once to select it
- In the Workflow section, choose either “Set Project to Private” or “Set Project to Public”.
Note: Changes to the Project Visibility are automatically logged in the Admin log property, in the System Info section of all associated Project documents.
To assign access rights to private Projects, refer to: Knowledgebase Article: Managing Masterdata
Step 1.4 – Edit existing Project – Metadata Administrator
To change the properties of an existing project:
Click Views > 2. Main views, then double-click “Projects“.
I. The view that opens groups the projects into different categories. Use these to find the project you are looking for.
II. Double-click the category that best suits what you are looking for, in this case “All Projects”.
III. Find the Project you want to edit. As a Metadata Administrator, you can edit all metadata of the Project.
IV. You can edit the name, site, Responsible Person or description in the metadata card and click Save.
Step 1.5 – Make a Project Not Current – Archived – Metadata Administrator
If the Project is no longer current or will not continue, select the Project and in the Workflow section, click “Not Current – Archive”.
If the Project continues after it has been moved to “Not Current – Archive”, you can make it Current again:
- Click Views > 2. Main views > 8. Projects > 3. Archived Projects.
- Select the Project you want to make Current.
- Click Current in the Workflow section.
Note: When the Project is Not Current, the documents in the project can still be accessible in All Documents. However, the project can no longer be related to documents.
Providing user access to a project – Metadata Administrator
This step shows how to give users access to a project. The Metadata Administrator can give project access to any user in SimplerQMS.
- In the Browse window, under Common Views, double-click “3. Masterdata Views”.
- Double-click “Person views”.
- Then double-click the category you want to see, in this case “Persons – All”.
- Select the person(s) you want to give access to the project.
a. To give several persons access to the project at once, use Ctrl + Select to select their names. If a field shows “(varies)”, do not type in it. Otherwise, all previous project access of the selected persons will be lost.
V. In the Metadata card of the person, expand both “Employee Access Rights to Released Documents” and “Employee Access Rights to Working Copy Documents” and add the project in the Project and Project Editor Fields.
VI. Save the changes. The person now has access to all items related to the project.
Section 2: Creating a Label
Step 2.1 – Create a Label – Metadata Administrator
To create a Label in SimplerQMS:
I. Click (+) Create and choose Label from the drop-down list.
A Metadata Card will pop up.
Step 2.2 – Fill out the metadata card for the Label
| Field name | Description | Note |
| Name or Title* | The name or identifier of the label. | |
| Responsible Person* | The person responsible for the label. | |
| Description* | A description of the label, as defined by your organization. |
When you are done filling out the relevant fields, then Click Create.
You may see the same warning as before. Click OK.
Step 2.3 – Edit an existing Label
To change the properties of an existing Label:
I. Go to Views and select “3. Masterdata Views”, then double-click “Labels”.
II. Find the Label you want to edit. As a Metadata Administrator, you can edit all metadata of the Label.
III. You can edit the Name, Parent Label, Child Label, Responsible Person or Description in the metadata card and click Save.
Step 2.4 – Make an Label Not Current – Archived – Metadata Administrator
If the Label is no longer current, select the Label and in the Workflow section, click “Not Current – Archive”.
If the Label will be used again after it has been moved to “Not Current – Archive”, you can make it Current again. Select the Label and click Current in the Workflow section.
Section 3: Relating a Quality Document to Projects and Labels – Initiator
Step 3.1 – Relate to Labels
When you create a Quality Document, the Label field is shown on the metadata card. Select the Label you want to link your document to.
Step 3.2 – Relate to Projects
To relate a record to a Project, choose the option “Related to Project” in the Relation(s) field, then select the Project you want to relate your record to.
Note: By using the Related to Project and Label fields consistently on documents, you can create a multi-level file structure in SimplerQMS.
Note: You an also create a Label or Project directly while creating a record, by clicking on the Add Value button while in edit mode: 
Section 4: Using Projects and Labels for Navigation
Step 4.1 – View all Project related records – Person with Project Access
All persons with access to a project can view the documents related to it, using the project-specific views.
I. Click Views > 2. Main views. In Main views, double-click Projects.
II. Double-click “ALL PROJECT DOCUMENTS”
a. For more specific information, use one of the sub-views. The most useful view in this case is “1.1 By Project”.
b. All documents related to projects appear in this view, grouped by project.
This view works best for projects with few related documents. For larger projects, other views may filter the documents better.
III. In the same Projects view, you can also find All Projects, grouped in different ways. This is useful if you want to find all records related to a project. Select the view that would best suit your needs.
IV. You can open the workspace of a project in two ways:
Option 1: Click the project you want to see, then click Open workspace next to the Create button at the top of the view.
Option 2: Right-click the project you want to see, then click Open Workspace.
Both options open the same workspace view for the selected project.
The Workspace view starts empty, so you need to add a tab for each type of related record you want to see for the project.
To add a tab:
- Click Add tab using one of these options:
- Option 1: Click the Add tab button in the middle of the workspace. This button is only shown when no tabs have been added yet. To add more tabs, use Option 2.
- Option 2: Click the three-dot menu (⋮) on the right side of the view, then click Add tab.
2. Select the record type you want to see from the list (for example, Documents). You can use the search field at the top of the list to find the record type faster.
This will open a view at the bottom of your screen which will include all related records to the chosen project.
3. Optional: Click Add filter to narrow down the records shown in the tab.
- Select the Point of view:
- Towards workspace object – shows records that refer to the project (for example, documents that have this project selected in their metadata).
- From workspace object – shows records that the project refers to (for example, documents selected in the project’s own metadata).
5. Click Save.
The new tab appears in the workspace and lists all related records of the chosen type. Repate steps 1 to 5 for each record type you need for the project.
If a tab shows no records, try switching the Point of view, because the relationship may be set in the other direction.
Note: A saved tab is added to all objects of the same type. For example, once you add a Documents tab in one project workspace, it also appears in the workspace of every other project.
Once a tab has been added, you can change or remove it if needed.
1. Click the three-dot menu (⋮) next to the tab name (for example, Documents).
2. Select one of the following options:
- Edit: change the tab settings, such as the record type, filters or Point of view.
- Rename: change the name of the tab.
- Hide: hide the tab from the workspace without deleting it.
- Delete: remove the tab from the workspace.
Step 4.2 – View all Label related documents
As with projects, you can also find all documents related to Labels.
I. In Main views > All Documents, you can choose a view that groups your documents by the label they are related to.
II. You can also open the workspace of a label, in the same way as for a project (see Step 4.1).
