Load your quality system
When your organisation moves to InnoQualis from another quality system, or from paper and spreadsheets, someone on your team loads the existing quality system into the new workspace. The quality system checklist guides that work module by module: what to bring, in what order, where each item goes, and how far you have got.
Who can use the checklist
Section titled “Who can use the checklist”Admins and members of the QA team can open the checklist and change the status of its steps. Other roles cannot see it.
The checklist is shared by the whole workspace. Several people can work through it, and anyone can leave and come back later: progress is saved as you go.
Open the checklist
Section titled “Open the checklist”You can open the checklist in three ways:
- On the dashboard, in the Load your quality system card, select Open the checklist. The card shows how many steps are done or skipped.
- On the dashboard, in the header, select Quality system checklist. This link stays until every step is done or skipped, even after the card is dismissed.
- On the left sidebar, select Admin, open Workspace Settings, and select Load your existing quality system (Admins only). This link is always there.
Work through the steps
Section titled “Work through the steps”Each step shows:
- its status: Not started, In progress, Skipped or Done;
- counts of what is already in the workspace for that module;
- a short list of what to bring;
- one link to the screen where the records go.
When everything for a step is loaded, select Mark complete. If you have nothing to load for a step, select Skip. To work on a completed or skipped step again, select Reopen.
A step whose status you have not set shows as In progress as soon as its module holds any records. The counts are read from the modules themselves, so they always match what has been loaded.
The steps, in order:
| Step | What to bring | Where it goes |
|---|---|---|
| 1. Documents | Your current approved SOPs, work instructions, forms and policies as PDF or DOCX, with the previous document number and revision of each | Documents → Upload, then through your approval workflow |
| 2. Users and groups | Your staff list, job functions and departments | Admin → Users & Groups (Admins only) |
| 3. Training | Your training matrix: which roles and groups train on which documents | Training → Bulk assign (Admins); the training matrix to check the result |
| 4. Open deviations | Deviations that are still open | Deviations → New deviation |
| 5. Open CAPAs | CAPAs that are still open, linked to their deviations where they exist | CAPA → New CAPA |
| 6. Equipment | Your equipment register, with calibration intervals and next due dates | Equipment → Add equipment |
| 7. Suppliers | Your approved supplier list, with each supplier’s qualification status | Suppliers → New supplier |
Load documents first: deviations, CAPAs and training refer to them, and training can only be assigned on a document that has been through the approval workflow.
Members of the QA team see “ask your administrator” on the users and groups step, because that tab is for Admins.
Documents approved in your previous system
Section titled “Documents approved in your previous system”Each document you upload goes through this workspace’s approval workflow. Its approval here records a real act: releasing this copy for use in this system, today. To make clear the procedure was not first approved today, record the original approval (the previous system, the date and the revision) in the document’s Description field. Put the previous document number in the title or the Description field, because the system gives each document its own number.
Load open deviations and CAPAs only
Section titled “Load open deviations and CAPAs only”Load only deviations and CAPAs that are still open. Keep the closed ones in your previous system’s archive and reference that archive from your quality manual. Recreating closed records here would give them new audit trails and new signatures that never happened in this system, which would misrepresent the record (21 CFR Part 11 §11.10(e)).
Where a deviation form has fields for the original dates, such as the date it was detected and reported, enter the original dates there.
Training history stays in your previous system
Section titled “Training history stays in your previous system”Past training completions cannot be loaded. A completion is recorded only by the trainee’s own electronic signature, dated when it is given. Keep the training records from your previous system in its archive, and assign your training matrix here from now on.
Modules on a higher plan
Section titled “Modules on a higher plan”Equipment and suppliers are on the Growth plan. On the Compliance plan they are not steps: they appear once, at the bottom of the checklist, as Available on Growth. After an upgrade they appear as steps.
If your Compliance trial has ended without a subscription, the deviations and CAPA steps stay on the checklist with a notice in place of their link. You can still mark them complete or skip them.
Finish or dismiss
Section titled “Finish or dismiss”The checklist is complete when every step is done or skipped. The dashboard card and header link then disappear. If a step is added later, for example after an upgrade, the checklist opens again.
An Admin can also dismiss the card early by selecting Dismiss on it. Dismissing hides the card for everyone in the workspace; the header link and the Workspace Settings link stay.
The Data Import tab
Section titled “The Data Import tab”The Data Import admin tab can import structured records from CSV, Excel and JSON files. It has not been validated against exports from other quality systems, so it is not part of this checklist, and every record it imports must be reviewed. See Data Import & Export.