Distinguish a PDF export, a filed controlled document and a completed signature.
Product location: /qms/management-reviews/{reviewId} (fallback: /qms/management-reviews). Open the organisation-wide review. For a standard-scoped review, use that standard → Management Reviews and open the review.
A management review has three distinct document outcomes:
Action | Result |
|---|---|
Export minutes | Downloads a PDF of the meeting details, saved pack summaries and recorded decisions. |
File minutes for sign-off | Creates a controlled Audit Records document and links its document and version to the review. |
Sign the controlled document | Applies the document's configured signing workflow and records the authorised signature. |
Review actions require Manage Audits access. Access to the filed document and permission to sign come from its vault and workflow. Check that the intended signer has the required access before requesting sign-off.
Product location: /qms/management-reviews/{reviewId} (fallback: /qms/management-reviews). Open the organisation-wide review. For a standard-scoped review, use that standard → Management Reviews and open the review.
Open the management review and select Export minutes. You can export while preparing the meeting or after closing it. Check the review state and intended recipients, wait for the browser download, then open the PDF.
Check | What to verify |
|---|---|
Meeting identity | Title, standard or organisation scope, and review state match the intended meeting. |
Dates and participation | Reporting period, meeting date, chair and attendees are correct. |
Discussion | The summary reflects the meeting's context and conclusions. |
Inputs | The saved pack summaries are the ones considered for the meeting. |
Decisions | The agreed text, owner, due date, status and CAPA indicators are accurate. For a closed review, owner, due date and status are shown as they stood at closure. |
Presentation | Text, dates, page numbering and footers are legible on every page. |
The PDF uses the pack already saved in the review. When preparing the meeting, reassemble the pack before exporting if newer analytics are needed. Review the replacement snapshot times and update the meeting conclusions accordingly.
A CAPA indicator identifies related corrective work. Open the linked CAPA for its analysis, actions and verification evidence. After closure, use the retained meeting record for minutes and the decision's history for later follow-up progress.
Export time and snapshot time are different: downloading a later PDF preserves the meeting's saved evidence, while its generation timestamp identifies the export. Retain the actual file when your process requires a particular exported version.
Product location: /qms/management-reviews/{reviewId} (fallback: /qms/management-reviews). Open the organisation-wide review. For a standard-scoped review, use that standard → Management Reviews and open the review.
Complete the review closure checks. Once the review is Closed, open Sign-off and select File minutes for sign-off.
Wait for the operation to finish and reopen the review. Minutes filed — awaiting signature and Open document to sign identify the filed document. Filing creates the controlled document; the signature is a subsequent step.
Filing uses a provisioned QMS Audit Records vault with an active document type. Confirm the resulting document's destination vault and access before requesting signatures. If the required records configuration is missing, ask an administrator to restore it and then retry after checking whether a document was already created.
Keep the link between the review, controlled document and filed version. If a filing response is interrupted, reopen the review and inspect its document link before trying again.
Product location: /qms/management-reviews/{reviewId} (fallback: /qms/management-reviews). Open the organisation-wide review. For a standard-scoped review, use that standard → Management Reviews and open the review.
Select Open document to sign. Confirm the document title, originating review, destination vault, filed version and PDF content.
Follow the document's available signing transition using your authorised identity. Supply the credentials, reason or other inputs required by that workflow and confirm the action. Check the resulting document state and signature record.
Return to the management review and reload it. The completed integration displays Signed, the signing date and signer, with View signed document. Open that link to confirm the signed version.
If a signing action is unavailable or the states do not agree, check the controlled document and ask an administrator to review the vault, document type, workflow and your access. Keep the filed document and its version available while resolving sign-off.
Product location: /qms/management-reviews/{reviewId} (fallback: /qms/management-reviews). Open the organisation-wide review. For a standard-scoped review, use that standard → Management Reviews and open the review.
Outstanding management-review follow-up remains actionable after closing. Track its owner, dates, progress and completion through the originating decision or linked action. Those later updates belong to follow-up history; they preserve the frozen meeting record and filed minutes.
For a correction to the meeting record itself, follow your organisation's controlled correction procedure. Preserve the original review, filed document version and signatures, and record the relationship to any corrective record. Use management-review follow-up for later action progress.
If export, filing or signing fails, record the error and review identity, then check the result at that stage before retrying. A browser download, a controlled-document filing and a completed signature each have their own confirmation.
