Onboarding¶

Onboarding gets you from a signed contract to a QMS in daily use in days, not months, without a consultant engagement. QStack does this by being opinionated — there's no configuration project — and by offering two self-service import paths for bringing your existing content in: uploading your paper documents, or importing an export from your previous eQMS.

You'll typically run onboarding as the customer champion — usually your Head of Quality — with Devmo Solutions support available if you want it, but not required.

Import existing documents¶

"Paper" here just means: PDFs in a shared drive, Word originals on a laptop, or scanned copies of historical hand-signed documents — whatever your actual document inventory looks like today.

1. Pick the import — choose "Paper documents" as the import source.
2. Upload files — drag and drop or pick a folder. QStack accepts PDF, DOCX, and common image formats, and you can upload in waves rather than all at once.
3. Auto-classify — for each file, QStack extracts text and metadata and proposes a document type, document number (extracted if present, auto-assigned if not), title, owner (best-guessed from "Author" or "Owner" fields, falling back to "to confirm"), and effective date (extracted if present, otherwise today).
4. Review screen — a grid shows every file with its proposed metadata. Correct, accept, or mark "skip" per file; bulk operations are available, like setting the owner for every selected file at once.
5. Confirm — click Import. QStack creates the documents directly in Effective state, flagged migrated_from_paper, and links them to a single onboarding batch.
6. Attest — a Quality role holder signs the import batch attestation with meaning Attest to accuracy: "the imported documents are true copies of the procedures in force at migration." The import itself becomes a signed record.
7. Result — every imported document is now searchable, governed by the normal document lifecycle, and will fire training assignments on its next revision.

Import from your previous eQMS¶

At launch, QStack supports direct importers for ZenQMS (CSV export plus zipped PDFs), MasterControl (XML export plus zipped files), and Veeva Vault in small-customer configuration (tabular export plus zipped files), plus a documented generic CSV schema for any system not on that list.

1. Pick the source — choose your prior eQMS.
2. Upload the export — a single ZIP containing the metadata export and the file payload.
3. Mapping — QStack reads the metadata and shows a mapping table from source field to QStack field; accept the default mapping or override per field.
4. Dry-run review — see what will be created without actually creating it: counts by document type, counts by status, rows that failed to parse, and any duplicate document numbers.
5. Resolve — fix parse failures by editing and re-uploading the export, and resolve duplicate clashes by auto-renumbering or merging.
6. Commit — click Import. QStack creates the documents — and records, training history, and so on, for sources that include those — in one batch.
7. Post-import report — a summary PDF lists what was imported, what was skipped, and what to validate.

At launch, the priority for every source is documents and their version history. Records, training history, deviations, and audits are supported per source as those importers mature.

Add people, job functions, and vendors¶

Independent of which document import path you use, you'll also onboard:

1. People — bulk-uploaded from a CSV (name, email, job function, manager), or imported from your connected SSO provider if you use Okta or Azure AD. See Add a person.
2. Job functions — defined by you, or imported from a CSV.
3. Workflow roles — designate at least one Quality role holder (two is recommended for absence cover). QStack blocks GxP workflows until this is done. See Workflow roles.
4. Training matrix — defined per job function. If you want a starting point, the Quick-start matrix option proposes a matrix based on your document inventory — this is a hint you review, not something enforced automatically. See Training.
5. Vendors — bulk-uploaded from a CSV (name, scope, tier, status, last audit date). See Add a vendor.

Post-onboarding checklist¶

Once onboarding completes, QStack shows you a checklist to work through in your first weeks:

• Confirm the document inventory is complete
• Confirm people, job functions, and managers are correct
• Confirm Quality role holders — at least one, two recommended
• Adopt and approve the starter SOP pack, or map it to your existing SOPs
• Review the training matrix and run the first round of assignments
• Confirm the vendor master is complete and audit dates are set
• Configure tenant policies — signing strength, retention periods
• Set up SSO if applicable
• Execute the PQ workbook and file it as a signed record
• Schedule the first management review

Each item links straight into the relevant module.

Decisions you'll make¶

Onboarding asks you to make a small number of choices, not to run a configuration project:

• Which import path to use — paper or eQMS-export (you can mix: import documents via one path and still bulk-upload people and vendors via CSV)
• For paper imports, how much to trust the auto-classification versus reviewing every row yourself
• For eQMS-export imports, which entities to bring across and which to leave behind
• Whether to seed the training matrix from the document inventory using the Quick-start matrix option

Getting help during onboarding¶

Every wizard screen has a Help sidebar that deep-links into the relevant page of this help site, so you can complete onboarding without contacting support. If you do need help, Devmo Solutions support is deliberately lightweight — a few hours of guided walkthrough is the typical escalation, not a multi-day services engagement.

What this module doesn't do¶

• It doesn't extract data from arbitrary scanned filled-in forms into structured records — upload the scans as external records instead (see Quality Records).
• It doesn't migrate your historical audit trail line by line — for legal and integrity reasons, history before cutover stays in your source system or archive.
• It doesn't run a parallel-run comparison between your old system and QStack — any parallel run is your own decision and a records exercise.