1. Native authoring or file upload
Create content in the available authoring environment or upload Word and PDF files with supporting material. Record document type, owner, classification, and purpose instead of storing a file without context.
Document Control | Available
AvailableKeep the right document, at the right version, in the right hands.
QSigma360 brings the document lifecycle into one controlled environment: authoring or upload, review, approval, signature, effective-date management, publication, acknowledgement, replacement, and archive. The relationship stays clear between work in progress, an approved version, its official output, and every controlled copy issued from it.
The problem and the value
Trust in a document system erodes when teams circulate similar files under different names, work from obsolete copies, or cannot prove who reviewed or read a procedure. A file stored in a shared folder is not necessarily approved, effective, or properly distributed.
QSigma360 connects content, metadata, review decisions, version status, acknowledgement, and distribution history. Users gain a dependable place to find the effective version, while quality teams preserve the rationale, authorization, history, and official outputs behind it.
Six core capabilities
2. Review, approval, and signature
Assign reviewers and approvers by role, capture comments and decisions, and record required signatures. Each action is tied to an authorized user, a timestamp, and the configured approval path.
3. Version and effective-date control
Distinguish draft, in review, approved, effective, superseded, and cancelled states. Preserve change rationale, issue and effective dates, and the relationship between the current version and its predecessors.
4. Read, acknowledge, and distribute
Route documents to relevant people or roles and track acknowledgement where the procedure requires it. Give owners visibility into incomplete reading before an effective or review date.
5. Controlled-copy management
Issue a defined copy for a purpose, location, or recipient with verification and distribution details. Track replacement or withdrawal instead of leaving printed and locally saved copies unmanaged.
6. Official outputs and archive
Generate controlled PDF outputs under system configuration, including version details and a verification method such as QR where configured. Retain the output and its history in an organized, traceable archive.
How it works
- 1Create the record: Set the type, code, owner, and metadata, then author content or upload the source file.
- 2Prepare for review: Complete content and attachments and select the required reviewers and approvers.
- 3Review and decide: Capture comments, revise where needed, and obtain approval and signature through the configured path.
- 4Issue and make effective: Confirm the version and effective date and publish the approved version to its authorized audience.
- 5Distribute and acknowledge: Assign reading, monitor acknowledgement, and manage controlled copies and official outputs.
- 6Review or supersede: Start a new version when change is required while preserving the status and history of the prior version.
Governance and integration
QSigma360 separates four objects that are often confused: the live record, containing working content and workflow; the approved version, which has completed authorization; the official output, generated from that approved version; and a controlled copy, issued for a defined recipient or location. This distinction, supported by permissions, timestamps, and activity history, strengthens traceability without treating every uploaded file as approved.
Documents also connect with training, change control, CAPA, and audits. An approved change may require a new version, while an updated procedure may require reading or training before it takes effect. General Word export is not presented as a complete capability unless it is enabled and verified in the deployed configuration; controlled PDF remains the official output described on this page.
Illustrative view — no customer data
A simplified view of the workflow
1
The problem and the value
2
Six core capabilities
3
How it works
4
Governance and integration
Frequently asked questions
Can we upload Word and PDF files?
Yes. Uploaded files can enter the controlled lifecycle according to configured file types and policies. Uploading a Word source does not mean every official document can be exported to Word; the declared controlled output is PDF.
What is the difference between an approved version and a controlled copy?
An approved version has completed its authorization workflow. A controlled copy is an issued instance of that version for a specific purpose, location, or recipient and requires distribution and replacement tracking.
Does a new version delete previous versions?
A new version should not erase history. Prior versions, statuses, and change rationale remain available to authorized users according to retention policy and permissions.
Is an in-platform signature automatically legally compliant?
The signature records an authorized user’s action in the configured workflow. Suitability for a particular legal or regulatory requirement depends on configuration, policy, and applicable jurisdiction and must be assessed by the organization.
Stop searching for the right version. Make it visible and controlled.
See how QSigma360 manages the document lifecycle from draft to official output and distribution history.