QualityOne Vaults allow you to generate related documents from a record linked and stored in the record’s document field. These related documents include generating documents using formatted output and document templates managed by your Admin. Generating documents from a record allows you to include related data associated with the record in the generated documents.
Depending on your Admin’s configuration, object, field, and section labels may appear differently than the labels mentioned in this article.
About Document Generation
You can generate documents from a record by running a user action or changing the record’s lifecycle state to trigger the entry action. When generating documents by an entry action, Vault sets the System user as the document’s creator and populates that information into the document. While Vault creates the content as the System user, Vault sets the Owner field of the content according to your Admin’s configuration. During document generation, Vault transfers field data for fields with matching names and data types from the originating record to fields on the newly created document based on the mapped fields configured in the template.
Because your document artifacts may include large amounts of data from many records, the generation job may take some time to complete. Once Vault generates documents from a record, you can find a document link in a document reference field on the record. The name of the generated document is the concatenation of the document reference field label and the record name, for example, “Internal Audit Report – AUD-000001”. As document names follow the configuration specified for the document type, your Admin can override this default file name to match your Vault’s naming schemas.
Supported Objects
Vault supports Document Generation for the following objects:
- Audit
- HSE Event
- Permit to Work
- Risk Register
- Risk Study
How to Generate Documents
Before running the action, ensure you review the following:
- All required fields contain a value.
- All applicable user fields and team members are assigned. There should be a maximum of one (1) user per field and team role.
- If the document reference field links to an existing generated document, ensure that the document is not archived.
To generate a related document for the record:
- Navigate to the appropriate record.
- Ensure all required fields contain a value.
- Trigger a document generation for the record by doing one (1) of the following:
- If configured by your Admin, move the record to the applicable lifecycle state to generate the appropriate document.
- From the All Actions menu, select Generate Document From Formatted Output or Generate Document From Template Output.
After Vault generates the document, you’ll receive a notification that document generation succeeded with a link to the record and the generated document. The record may move to a new state if configured by your Admin.