Management of new standards

New ISO 9001:2015 and ISO 14001:2015 have been launched. Those using ATIVA-Document as your business management system can easily create new standards in the program. We've written a quick reference guide so you can easily create new standards and link your existing documents to these new standards.

The following requires login as a system administrator.

To introduce a new standard. Follow the instructions below.

  1. Start system administration.
  2. Click the Standard tab.
  3. If a new base folder/root folder is to be created, select from the menu File-> New (root folder) or if a new subfolder is to be made, select the folder to be a subfolder, and then click the button New subfolder.
  4. Enter the name of the folder, e.g. ISO 9001:2015 and an optional description.
  5. Press Save to create the folder.
  6. To edit a folder, double-click on it.
  7. The Coupling not available option determines whether coupling documents or users to the current folder is to be permitted. You may not want certain documents to be coupled to base folders, but rather that these are controlled via the folder's subfolders.

When the entire new standard is structured according to the above, you can start coupling documents to it. One tip is to leave the old standard as it is, with its document couplings intact, until all documents are recoupled. If desired, once all documents are recoupled, the documents can be decoupled from the previous standard, which can then be deleted.

Below are two methods for coupling documents to the new standard.

Method A
Here the starting point is the standard's chapter.

  1. Select the Standard tab in System administation.
  2. Mark the desired chapter in the standard in the left column. All records in the database will appear in the list on the right side.
  3. You can now add documents to the selected chapter in the new standard by marking them.
  4. Press Save to update the corrected standard.

Repeat the process as above for each chapter. This tool is also useful for decoupling documents from the older standard that you may want to remove.

Method B
Here, the starting point is each document in the structures.

  1. Right-click the desired document/title and launch the Extended Document Information tool.
  2. Select the Standard tab.
  3. Select your new standard and double-click on it. This will then be marked, indicating that your document is connected. If the standard has a red cross over it, it is locked and the document cannot be linked to it.
  4. Click save.

Repeat the process above for each document that you want to move to the new standard.
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