ThreadWare User Guide

Quality (QMS)

QMS means Quality Management System. This is where controlled documents live - the procedures, policies and work instructions that have to be written, reviewed, approved, signed and trained on, with a record of every step.

You only see what you have been given access to

ThreadWare is built from modules - Sales, Production, Quality and so on. An administrator gives you a role in each module, for each company you work in. The menu is built from those roles. So if something in this guide is not in your menu, it has not been given to you yet. Ask your administrator, or log a support ticket. To see what you currently hold, click your initials in the top right and choose My Access & Roles.

This is not the same as Document Management

A controlled document is one where the company must be able to prove who wrote it, who approved it, which version is current, and who has been trained on it. Those live here.

General company documents - brochures, reports, minutes - live in the AI document library instead. See the Document Management guide.

Can I use it?

QMS has more roles than any other module, because a controlled document passes through several different pairs of hands.

RoleWhat you can do
Controlled Copy Reader Read controlled documents and acknowledge training. The role most people need.
QMS Author Write documents and raise change proposals.
QMS ReviewerReview documents.
Training Verifier Confirm that people have genuinely been trained, not just clicked a button.
QMS ApproverApprove documents.
Quality Officer Quality office functions and change proposals.
Quality Manager Quality management, and routing change proposals.
CEO (QMS signatory)Executive sign-off.
QMS Admin QMS administration, document take-on and configuration.

Where to find it

Menu ▸ Quality (QMS)

Underneath the standard items, the menu also lists the actual documents you have access to, grouped by type - so you can go straight to the procedure you need without going through the register.

Menu itemWhat it is
Document Register Every controlled document, with its number, revision, status and owner. The main list.
Change Proposals Requests to change a document, and where each one has got to.
My Acknowledgements Documents you have been asked to read and confirm. Check this one regularly.
My Signature Your stored signature, used when you approve or sign a document.
Forms & Records Blank forms to fill in, and the completed records.
Technical Files (MDR) Technical files for regulated products. Only where your company needs them.
GSPR Pre-Population Helps fill in regulatory requirement tables.
Document Take-On Bringing an existing set of documents into ThreadWare. QMS Admin.
QMS Admin Module settings. QMS Admin.

Everyday jobs

Find and read a procedure

  1. Open Document Register.
  2. Search by number or title.
  3. Click it to open. You are shown the current approved revision.

The web address of a document view includes the revision number, so a link you send a colleague takes them to the exact revision you were looking at - not just to whatever is current when they click it.

Acknowledge training

  1. Open My Acknowledgements.
  2. Open each document you have been assigned.
  3. Read it - properly. Somebody may have to verify that you did.
  4. Acknowledge it.

An outstanding acknowledgement is an audit finding waiting to happen. If your name is on the list, the company has said this document applies to your job.

Propose a change

Spotted that a procedure no longer matches what actually happens? Raise a change proposal rather than working around it. Say which document, which section, what is wrong, and what it should say. The Quality Manager routes it from there.

Set up your signature

Approvers and signatories should set up My Signature before their first approval, not during it.

Fill in a form

Forms & Records holds the blank forms and the completed ones. A completed record is itself a controlled record - fill it in properly and at the time, not from memory afterwards.

Revisions

Every controlled document has a revision number that goes up each time it is approved. The register shows the current one. Older revisions are kept, because being able to show what the procedure said last March is often the whole point.

The assistant and QMS documents

The AI Assistant can find quality documents for people who are allowed to see them, and it warns about anything that is not current. If it quotes something marked obsolete or superseded, it says so - read the warning and go to the register for the current revision.

When something looks wrong

What you seeWhat it means
Quality is not in the menuYou hold no QMS role. Most people need Controlled Copy Reader.
"Documents didn't load - retry" The list failed to load. Click it to try again; if it keeps happening, log a ticket.
You can read but not approveApproving needs QMS Approver, and a signature set up.
A document is missing from your menu list The menu only lists documents you have access to.
Change Proposals is not thereIt needs Author, Quality Officer, Quality Manager or Admin.
You acknowledged but it still shows outstanding Some acknowledgements also need a Training Verifier to confirm them.