External Document Upload

EQMS provides a secure portal for external parties (suppliers, auditors, contractors) to upload documents without needing a full user account. This is used for collecting certificates, audit reports, quality agreements, and other compliance documentation from third parties.

How It Works

External upload uses a two-factor authentication flow:

1. An EQMS user generates a unique upload link with an associated token.
2. The external party receives the link and a 6-digit verification code via email.
3. The external party verifies their identity and uploads the requested documents.

Verification Step

When an external party opens the upload link, they are presented with a verification screen:

1. Enter the 6-digit verification code sent to their email.
2. Click Verify Code.

The code input supports:

• Individual digit entry with automatic focus advancement
• Paste support for entering all 6 digits at once
• Backspace navigation between digit fields

Caution

The verification code is required for every upload session. If the code is not received, the external party should check their email spam folder or contact the QA team.

Upload Step

After verification, the portal shows:

• Welcome message with the recipient’s name
• Purpose of the upload request (if specified)
• Uploads remaining count
• Expiry date for the upload link

Requested Documents

If specific document types were requested, they are listed with checkmarks showing which have already been uploaded.

Upload Form

For each document, the external party fills in:

Field	Required	Description
Document Type	Yes	Select from predefined types (see below)
Issuing Authority	No	e.g., FDA, BSI, TUV
Issue Date	No	When the document was issued
Expiry Date	No	When the document expires
File	Yes	The document file to upload

Supported Document Types

• GMP Certificate
• ISO 13485 Certificate
• ISO 9001 Certificate
• Audit Report
• Quality Agreement
• Supplier Questionnaire
• Manufacturing License
• Certificate of Analysis
• Stability Data
• Validation Report
• Other

Accepted File Formats

PDF, DOC, DOCX, XLS, XLSX, JPG, PNG (maximum 50 MB per file).

Previously Uploaded Files

A list of all successfully uploaded files is shown below the upload form, displaying the file name and document type for each.

Completion Step

After uploading all documents (or clicking “I’m Done Uploading”), a completion screen shows:

• Confirmation that the upload is complete
• Summary of all uploaded documents (count, types, file names)
• Option to Upload More Documents if uploads remain

The QA team is notified to review the uploaded documents.

Note

Upload links have an expiry date. Once expired, the external party can no longer access the portal. Contact the QA team to generate a new link if needed.

External Auditor Access

A separate flow exists for external auditors who need read-only access to quality records during an audit:

1. Verification — auditor enters a 6-digit code to authenticate
2. Scope Review — auditor reviews the audit scope (documents, CAPAs, deviations, audits included)
3. Storyline — auditor views a timeline of events with compliance summary and risk assessment
4. Access — auditor gains read-only access to specified resources with the ability to submit audit findings

External auditor sessions:

• Are time-limited (typically 7 days)
• Provide read-only access only
• Log all activities for audit trail purposes
• Allow auditors to submit findings and review disputes