Released Document Commenting

Purpose

Learn how to:

• Collaborate effectively on documents by adding, editing, and managing comments directly within SimplerQMS.
• Track and manage feedback for future document updates.

Expected Outcome

• Users are equipped to use the comment dashboard in SimplerQMS

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
  • All Contributors

Section 1: Workflow Overview

The flowchart below outlines the Released Document Commenting feature of SimplerQMS.

The Released Document Commenting feature allows all users, including Read and Sign, to add comments on Released Documents through a Comment Dashboard. After creation, the initiators can edit or withdraw their comments. Comment visibility is controlled by document permissions, ensuring that classified or project, or site-specific comments remain hidden from unauthorized users. Document Authors can accept, reject, or postpone comments during the next update of the document. If comments remain unresolved or postponed, they are automatically set to be reevaluated when a new major version of the document is created.

Section 2: Accessing the Comment Dashboard – Comment Initiator

Locate the released document in SimplerQMS. The comment dashboard will appear automatically.

Section 3: Adding, Editing and Withdrawing a Comment

Step 3.1 – Adding a Comment – Comment Initiator

To add a comment:  

I. Enter the comment in the comment field.

a. Specifying the the ‘Page’ and ‘Section’ is not required, but can provide valuable context for the Document Author when processing the comment

II. Click “Add Comment”. Once added, a pop-up box appears indicating that the comment has been created successfully.

Step 3.2 – Editing a Comment – Comment Initiator

As the initiator of the comment, you can edit your own comments while they are still pending. To do so:

I. To edit a comment, find the comment in the comment dashboard and click “Edit”.

II. The selected comment will be loaded into the comment form. Make changes and click “Save changes” to apply or “Cancel” to discard.

Step 3.3 – Withdrawing a Comment – Comment Initiator

Option 1: From the Detail Listing

To withdraw a comment, locate the comment in the detail listing and click on ‘Withdraw’ under the state transition.

Option 2: Using Search Box

Search for the comment using the search box. Select the comment from the search results and click “Withdraw” under the state transition.

Section 4: Managing Comments – Document Author

Comments can be approved, rejected, or postponed by authors on the document’s Working Copy once the document has been routed for an update. Comments should primarily be processed through the Comment Dashboard, located on the Right Pane under the Help tab.

An orange banner will appear at the top of the document’s metadata card if there are unprocessed comments.

Step 4.1 – Approving a Comment

When you approve a comment, the comment is linked to the specific version of the document where it was implemented. To approve a comment:

Locate the comment on the comment dashboard and click ‘Approve’.

Step 4.2 – Rejecting a Comment

Rejecting a comment indicates that the comment is not deemed appropriate or relevant to the document. To reject a comment:

Locate the comment from the comment dashboard and click ‘Reject.

Step 4.3 – Postponing a Comment

Postponed comments are carried over to the next major version of the document, giving the author another opportunity to review and address them at a later date. To postpone a comment:

Locate the comment from the comment dashboard and click ‘Postpone’.