Qudos System 2 Tech Support

Qudos System 2 has an extensive Help file with numerous "How to..." sections that explain key activities. The Help menu also includes a series of management system training presentations, and an e-book on quality management. Sample procedures for activities in each module are also provided in MS Word format. These are available by a single mouse-click from the relevant module, and may be customised to communicate your business rules to employees.

The product CD includes PDF tutorials to help you learn how to maximise the benefits of using Qudos System 2 for various compliance / management tasks. Registered users will receive notification of new tutorials as they become available.

In addition, the following technical support is available:

FAQ's - Answers to frequently asked questions

Error messages - Explanation of common error messages and alerts

Tech Tips - For time-saving tips

Consultancy & Training services - Delivered directly by Qudos or by an approved VAR. Visit web page or email:

FAQs (Frequently asked questions)

Unless otherwise stated, the following FAQ's refer to the latest version of Qudos System 2. For convenience, this FAQ file is divided into sections.

CONTENTS

Security
Compatibility
General
Documents
Audits
Actions
Meetings
Human Resources
Risk
Benchmark

SECURITY

S1: I have just installed Qudos System 2 for the first time, and don't know what logon name and password to enter.
The default settings are "Qudos" (logon name) and "Qudos2" (Password - case sensitive). For security reasons, we strongly recommend users to alter these before entering any confidential data. Guidance on changing names, passwords and permissions are included in the Help file supplied with the application.

S2: Someone in our organisation had a password but has lost it. How can they access the application?
The system administrator can allocate a new password from menu item --> Edit --> Password. The new password must have at least 1 number and 6 letters. Only someone that is a member of the Admins group can do this.

COMPATIBILITY

Microsoft Windows XP / Vista compatibility
There are no known MS Windows XP or Vista compatibility issues.

Microsoft Office XP compatibility
There are no known MS Office XP compatibility issues.

Microsoft Access
Qudos System 2 has a licenced, run-time version of MS Access as its database engine. When MS Access users open a database from Windows Explorer, Windows will check its registry for the most recently used version of Access and attempt to run the database with it. Depending on usage - that could be the run-time version supplied with Qudos System 2. You may receive error messages or be prompted to convert the database file. The solution is simple - if you want to open an Access database, start MS Access first, or open the database from a desktop shortcut that specifies the full MS Access executable in its target path. The target path can be seen by right-clicking on the shortcut icon and selecting 'Properties'. As an example, check the icon used for Qudos System 2 (remember that this will point to the run-time version of MS Access - your general database files will need to point to the full version).

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GENERAL

G1: How do I put my company's name on the main screen?
This may be set in the LICENCED TO field - select menu item -->Edit-->Options. Restart the application for the change of name will take effect.

G2: How does the application handle date entry?
Date handling is as per the MS Access database engine. In most date fields, a calendar tool is provided for easy and accurate date entry. Where dates are entered manually, the following points should be noted:

Valid date values range from January 1, 100 A.D. to December 31, 9999 A.D.

Dates entered with a 2-digit shortcut are interpreted as follows:

1/1/00 through 31/12/29 are interpreted as 1/1/2000 through 31/12/2029
1/1/30 through 31/12/99 are interpreted as 1/1/1930 through 31/12/1999

General: Dates are parsed using OLE Automation. During parsing, Access will attempt to turn invalid or incomplete dates into valid dates by:

Swapping the day and month numbers where the entered figure for the month is greater than 12
Inserting the current year where the year digits are left blank. The format of date fields displayed are dependent upon the Windows 'Regional Settings ( Win 9x) or 'Regional & Language Options' (XP)

It is recommended that you set the short date style under Windows to display 4 digit years e.g set the date format to DD/MM/YYYY or YYYY/MM/DD (as per ISO 8601). Refer to your Windows documentation for details on how to alter settings.

G3: What files should I keep backup?
The user data is almost all stored in one data file (QS2dat.mdb). Security information (users, passwords etc) is stored in the workgroup file (QS2.mdw). You should keep one or more backup copies of these two files. Should you need to re-install the software for any reason, you can copy the backup files back over the default installation.

G4: I am unable to install the application. As soon as the installation screen opens, error message "Processing top level information failed" appears and installation is halted.
This can be caused by other applications running while you are attempting to install Qudos System 2. The safest option is to all close other applications (including shortcut toolbars for office suites) before commencing installation.

G5: Combo box errors: The drop-down list in a combo box does not display correctly. Some or all of the listings are missing - replaced by numbers.
The options in combo boxes are derived from a set of central Lookup Tables. This problem can occur if you have used an illegal character in the relevant Lookup Table. The comma(,) and semi-colon(;) are used by the database engine to manage records and should not be used in your lookup table entries. Example: if the error is apparent when filtering by document type in the Master Document List, check the lookup table for 'Document types' and remove any commas or semi-colons.

All numbers, letters, colon, exclamation mark, and full-stop are legal characters.

The Lookup Tables are available from menu item -->Edit-->Options. Membership of an appropriate security group is required to access them.

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DOCUMENTS

D1: When adding a new item to the Master Document List, I got the error message - "Duplicate value in index, primary key, or relationship. Changes were unsuccessful".
Qudos System 2 has detected a record with the same entry in the number field. Check your Master Document List for a previous entry. If no duplicate is found there, check in the list of deletions. If you have a record here with the same number, it must be removed before a new entry can be added to the Master Document List.

D2: I would like to enter several comments in the "Notes" field for a document. How can I get these to appear on separate lines?
What's needed here is a Line Break. Type the first line of text, then use Ctrl+Enter. The cursor will move to a new line within the same field. This tip can also be applied in other text entry fields.

D3 From the 'Master Document List', can I link to files in any Windows application?
Yes - providing that you use the correct file extension e.g. .doc for MS Word files, .pdf for portable document format files etc. and that the relevant applications are logged in Windows. To check in Windows XP:

In My Computer or Windows Explorer, select 'Tools / Folder Options' from the menu bar
Select the 'File Types' tab
Check through the list of file types

D4: Can I record that a hard copy of a document has been issued to a particular person?
Yes - select the document in the 'Master Document List' , and click on the 'Issued to' button. A form will be displayed that describes who the document has been issued to. You may edit exist entries, delete existing entries, or 'Add a New Copy holder'. This feature is included in Qudos System 2 for occasions where it is necessary or preferred to issue hard copies of documents. In most cases, document control is made a great deal easier when individuals do not keep hard copies of documents, but access them via a computer network. This application helps to facilitate that access. Pricing for network licences is available in the 'Purchase' section of this web site. For further details and upgrade prices for existing users, please contact or an approved reseller.

D5: Whenever I add a new document to the Master Document List I get "Error message 94 - invalid use of Null"
From menu item -->Edit-->Options, check the field "Email All Group Name". It is possible that it is blank - the default entry has been removed and no replacement entry made. The purpose of that field is to point to an existing group in your mail client application whom you wish to advise about new documents or document changes. When you add a new document to the list, the software is checking for a group to email to. The blank field causes the "Null" error message. Its OK not to use that facility - just leave an entry like "Not specified" in the field. Membership of Admins security group is required to access Edit/Options.

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AUDITS

AUD1: What causes an item to be listed in the "Follow-up outstanding" query?
An item will appear in this category when all following circumstances apply:

The auditor has made an entry in the "Actual Date" field. This would normally occur when they have completed the audit record
The auditor has entered text in the "Follow-up" tabbed section
No entry has been made in the "Follow-up by" and "Date" fields

An example might be a request to the relevant manager to schedule another audit to verify whether planned improvements had taken place. At this point, there is a known requirement to do some form of follow-up, but no confirmation that it has been done.

The audit is considered as no longer having "Follow-up outstanding" when the "Follow-up by" and "Date" fields have also been completed. The person that does the follow-up activity may also make a further entry in the main follow-up text field. Use Ctrl + Enter keys to create line breaks if required.

AUD2: My list of auditors has a record that is "Not assigned". Why can't I edit or delete it?
This record is programmed in, and is not intended to be edited or deleted. It will appear as a default if you schedule an audit, without selecting an auditor.

AUD3: How should I plan and record audits based on a process, event or contract?
Traditionally, quality audits were based on verifying the performance of activities specified in a procedure or other document. However, organisations are increasingly adopting the process-based philosophy behind ISO 9001:2000, and also use Qudos System 2 for other compliance issues such as Environmental Management. The question arises that when planning an audit based on a process, event or contract audit in Qudos System 2, what document should be selected from the 'Document' drop-down list? The answer may be none at all! Alternatively, it may be a process map or flow chart. Don't forget that the 'Master Document List' in Qudos System 2' is not only for word-processed documents. It may also be used to record and link to files such as spreadsheets, project files or flow charts. You can create new document categories for each of these. Document categories may be added by selecting menu item -->Edit-->Options, clicking on the 'Lookup Tables' button and then the 'Document types' tab. Membership of an appropriate security group is required to do this.

AUD4: Does an audit have to be based on a procedure or other document?
No, an audit may be given a title using free text entry. It does not have to be based on a document. As an option, you may choose to link the audit record to a reference document or URL, and create a hyperlink to it.

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ACTIONS

ACT1: How can I link an action to the internal audit from where it was raised?
To create a link, you generate the action from within the Audit Record. Steps are as follows:

Open the relevant Audit Record
In the Checklist tab, click anywhere in the record where the need for action applies
Click on the "A" button and a blank Action Form will open
Complete the Action Form in the usual manner. You will notice that the 'How raised' section has defaulted and locked in to 'Audit'.

These steps will ensure that a permanent two-way link is created bewteen the Action Form and the Audit Record.

ACT2: How do we sign off Action Forms when the person who entered the data forgot to put in a 'Required by' date? Since the date is blank the record remains open - even if we enter action taken, follow up etc.
Qudos System 2 requires a date in that field to check for completion and/or overdue status. Suggest the person who completed the Action Required section adds a Required by date. If they have locked the section with their PIN sign-off, they can unlock by using the Clear button and the same PIN. After entering the date they can, re-lock that section. If that person is no longer available, the system administrator can change their PIN and do the same thing using the person's new PIN.

ACT3: Can I attach another document to an Action Form to provide background information?
Yes, the 'Hyperlink' field may be used for that purpose. The action may be linked to a file on your server or a Intranet/Internet URL. The method is as follows:

For linking to a local file:

Step	Action	Result
1	From the open Action Form, click on the 'browse' button next to the 'Reference Doc' field	The 'Select the document file' dialog is opened
2	Ensuring that the 'Files of type' field includes files of the type you wish to link to, navigate to where the file is located, select it, and click on the 'Open button	The dialog box is closed, and the selected file/path is added to the 'Reference Doc.' field
3	To view the file, click on the 'View' button on the Action Form	The appropriate application is launched, and the selected file opened. Note: You must have a suitable application installed to view the selected file.

For linking to an Intranet or Internet URL:

Step	Action	Result
1	In the open Action Form, type or paste the URL into the 'Reference Doc.' field	The link appears in standard 'hyperlink' format (typically blue and underlined font)
2	To visit the URL, click on the text in the 'Reference Doc.' field	Your browser is launched, and the selected URL displayed. Note: You must have a browser installed, and an Intranet/Internet connection

ACT4: How can I attach several external documents to an Action Form?
Probably the best way to do this is to create one 'index' document that holds or links to the others.

Example 1 - A link may be created to a word processed report - which in turn includes hyperlinks to source documents or URLs

Example 2 - A link may be created to a word processed index - this document serving the function of listing and linking to various related files - such as correspondence

Example 3 - A series of photographs that illustrate an incident or problem could be inserted into a single spreadsheet, word processed or HTML document - together with any descriptive text. If using your word processor, its 'Table' tools can help to format the layout of the holding document

The hyperlink to your index or holding document would be as per FAQ ACT3 above.

ACT5: When I want to lock an Action I find that my name is not in the drop-down list
You must be a member of the Edit Actions security group for your name to appear in this list. If you are a member of this group and your name still doesn't appear in this list, check that the Login Name that appears in your Personal Details form/Security Details tab is the login name that you are using.

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MEETINGS

M1: I have entered a list of names in the "Attended by" field. I realised that one name shouldn't be there, and deleted it, but then couldn't save the minutes. An error message appeared "Index or primary key can't contain a null value".
The application will not accept an empty record (or null value) in this field, as it would leave a gap in any print-out of the minutes. To overcome your problem; Type any character in the field, click in the grey box to the left of the field, then press the DELETE key on your keyboard. You will be asked to confirm the deletion. If you choose OK - the record will be deleted.

M2: I would like to enter the name of two people in the 'action by' field - one above the other. When I type the first person's name and press enter, the cursor moves to the next column.
Qudos System 2 offers great flexibility in this regard. Agenda items are listed with a decimal point e.g agenda item 5 is displayed as 5.00. For convenience, Each main agenda item may be sub-divided into 100 parts e.g. 5.01 up to 5.99 may be created as required. Each of which may have a separate action point assigned to different people.
A direct link is also available from each action point to a full Action Form for planning, recording and tracking progress.

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HUMAN RESOURCES

H1: When someone has left the organisation, what should I do with their entry in the People List?
When a person is no longer active in the organisation e.g. when an employee leaves, we suggest that their name is NOT removed from the list or their record re-used for another person. Each individual record takes up only the tiniest of hard drive or server space, and Qudos System 2 needs their record intact to maintain a proper history of who recorded an action, performed an audit, attended a meeting etc.

In their 'Personal Details' form, their status can be switched from 'Active' to 'Inactive'. This means that their name will no longer appear in drop-down lists for selection for future activities.

As a security precaution, you may also go to the 'Security details' tab and click on 'Remove user login ID'. Their membership of security groups will be terminated. If you wish to check that this has worked, you may close their record, reopen it, and look in the 'Member of' table. It should now be blank.

H2: I put some data into an IDP (Individual Development Plan) and saved it. Now I want to go back in and add some more data, but I am not allowed back in, and get the message "Access denied: You are not a party to this record"
Anyone may start an IDP, but once it has been saved, subsequent access is restricted to the individual concerned and their first and second line supervisors or managers. This helps to protect confidentiality. The first and second line supervisor is specified in the individual's 'Personal Details' form - available from the 'People List'.

Global rights to viewing IDP's is only available to a member of the 'Team Leader' security group. Membership of this group is normally reserved for the CEO or Senior HR Manager only.

H3: I put some data into an IDP (Individual Development Plan) for an employee. I have signed off the IDP and so has the employee concerned. How can I clear those signoffs so that we can change something?
Only the Reviewer (or 2nd level supervisor) can clear the signoffs. If all three signoffs are complete and you press the clear button, the Reviewer's name will appear in the dialog box. Enter the reviewer's PIN to clear the signoffs.

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RISK

R1: Using the Lookup Tables, I have created 15 risk analysis levels. These have a numeric codes e.g. 1 to 15 instead of the default H, M and L letter codes. Now I can't get the records to sort correctly. Is the software unable to sort on numbers?
The 'Sort Ascending' and 'Sort Descending' functions will work correctly with alpha (letter) or numeric formats. Where two digits are used, they will sort primarily on the first digit followed by the second digit etc. In your case, you need to set your single-digit numbers 1, 2, 3 etc. as 01, 02, 03 etc.

R2: I notice that the 'Assessment for' field has a drop-down list of areas. I would like to use Qudos System 2 for risk assessments on contracts and events, but the subject of my assessment won't be an area.
The 'Assessment for' field has a drop-down list of areas as we believe that is the mostly widely used basis for the scope of an assessment e.g. fire safety in a particular building or department. However, the field is very flexible - you may choose to ignore the drop-down options and simply type in the subject of your assessment as a one-off entry.

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BENCHMARK

B1: I notice that the 'Assessment for' field has a drop-down list of areas. I would like to use Qudos System 2 for customer surveys and don't want to set up each customer as an area.
The 'Assessment for' field is very flexible - you may choose to ignore the drop-down options and simply type in a one-off entry.

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Error Messages

The following explain some of the more common error messages:

Duplicate value
If the error message mentions a duplicate value, it means that you have entered a duplicate value in a field that should have a unique value. In most cases, it is valid to enter the same value in more than one field. For example, several meeting action points may be assigned to the same person, and numerous hazards in a risk assessment may be given the same values for likelihood or consequence. However, there are some fields that require a unique value. Examples include, item numbers in a risk or benchmark assessment, or meeting agenda.

Null value
Null is computer-speak for nothing or empty. If the error message mentions a null value, it means that you have not made an entry in a field that needed one.

No document has been linked
The button you clicked should contain a link to a document - but doesn't. You need to create the link. Two possible solutions, depending on the circumstances: If you clicked one of the 'Procedure' buttons placed throughout the application, you need to create the link from menu item -->Edit-->Options. If you selected a record in the Master Document List, and tried to view the actual file (by clicking on the 'View' button), you need to create the link first from 'Document Details' form which is opened from the 'Edit' button.

File not found - or couldn't go there
The button you clicked contains a link to a document, but either the file name / path is incorrect, the document does not exist, or you do not have access to it.
Check that the user has any necessary network / logon rights to go to the location where the document or URL is located. Also check any required network / Intranet / Internet connection.

Record not updateable / cannot be updated
The exact wording of this error message may vary according to versions. However, it generally means that you don't have permission to update the record. You must be a member of the appropriate security group. Please contact your system administrator to arrange that.

Error messages may vary according to the operating system being used, and may also be generated by other applications being used alongside Qudos System 2 (such as email applications, word processors etc.).

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Tech Tips

Quickly enter the date or time
To automatically insert the date in a database text field or spreadsheet cell, use a combination of the Control (Ctrl) and semi-colon (;) keys. This will insert the current system date. To automatically insert the time in a field, use a combination of the Control (Ctrl), Shift and semi-colon (;) keys. This will insert the current system time.

If the date or time are not correct, you need to check your system settings in Windows Control Panel.

This tip should also work in any MS Access database application or MS Excel workbook.

Insert a line break
To insert a line break within a text field, use a combination of the Control (Ctrl) and Enter keys. This tip should also work in any MS Access database application.

Faster applications
To make your application run faster, use the 'Optimise' or 'Compact' feature. This will clear your data file of any deleted records. The feature can be activated from Windows Start / Programs / Program group. Some product versions may have two 'Optimise' features - typically labelled 'Optimize Database' (for your data file), and 'Optimize Application' (for the main structure). Both features will reduce respective file sizes and improve speed.

The application must be closed for these features to operate. If the application is still open, an error message will be generated.

Get Help quickly!
Experienced computer users will be familiar with the use of the F or Function keys from the old DOS days. However, more recent converts are often unaware of the uses of those strange keys at the top of the keyboard. In common with many other products, when using Qudos database products, you may press the F1 key at any time to open the Help file. Not only is this a quick way to get Help - it is also context-sensitive. The Help file will open at the relevant point.

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