Administration and compliance
Account settings, users and numbering
Your profile and alert emails, and for administrators: inviting people, access levels, deactivation, and the numbering format of each record series.
In the portal: /app/account/profile
Your profile and alert emails
- Profile: your verified email, access level, organization, last sign-in, appearance (dark, day or match my device) and your working profile for Q Intelligence.
- Alert emails: email me as alerts are raised, as a daily digest at a time you choose, or both, from a severity you choose. Send me a test checks delivery. Critical alerts always arrive straight away.
- Q Intelligence: what it remembers about you; forget items or everything.
Access levels
| Level | Can |
|---|---|
| User | Read, create and change records, attach documents, run AI, link records and sign |
| Administrator | Everything a User can, plus reopen signed records, reinstate cancelled ones, manage users, manage agents, set numbering, read the security log and every audit trail |
| Super administrator | Everything an Administrator can, plus API keys, the REST API, MCP and tool connectors |
Manage users
- Step 1: Open Users (administrators).
- Step 2: Under Invite someone enter the email and access level and choose Send invitation (valid for 7 days). Revoke an invitation if needed.
- Step 3: Change a person's level from the list; it takes effect on their next request. Only a super administrator can grant or change a super administrator.
- Step 4: Deactivate someone who leaves (reactivate later if needed) or Remove them. Their signatures and audit entries stay.
Record numbering
Numbers follow PREFIX-YYYY-0001 by default. In Numbering an administrator can change, per series, the prefix (1 to 10 capital letters or digits), the year (four digits, two digits or none), the separator (hyphen, dot, underscore or none), the digits (3 to 8) and the next number.
| Series | Default prefix |
|---|---|
| Deviations / other investigations | DEV / INV |
| CAPAs / change controls | CAPA / CC |
| Controlled documents | SOP, WI, POL, FRM, SPEC, PRT, RPT, MBR, DOC |
| Fixed series | CMP (complaints), BRR (batch reviews), SIG (signals), RS (submissions), BT (backlog), VAL and VD (validation) |
Changes apply to new records only. With a year in the format, numbering restarts at 1 each January. Numbers are never reused; a cancelled record keeps its number.