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TürkçeIn many companies, documentation is not maintained by a single person. Design engineering, technical writing, service and purchasing upload or review instructions. ManualPass therefore regulates two things: who has which permissions in the account, and when a new document actually becomes public.
Which roles are there?
A role is a fixed bundle of permissions that you assign to a user. ManualPass has four roles:
| Role | Permissions | Available |
|---|---|---|
| Owner | Everything: account, plan, users, machines, documents, paper requests | in every plan |
| Approver | Reviews new documents and approves or rejects them | from Business |
| Editor | Manage machines, documents and paper requests | in every plan |
| Read only | View content without changing anything | in every plan |
The interface and emails are available to all users in 26 languages. This helps when colleagues at sites abroad are involved.
How many users are included?
| Plan | Included users |
|---|---|
| Starter | 2 |
| Professional | 5 |
| Business | 15 |
| Enterprise | unlimited |
Additional users cannot be added individually; for more users, switch to a larger plan. The full overview is available under Pricing.
How four-eyes approval works
The four-eyes principle means that a decision only takes effect once a second person has checked and confirmed it. From the Business plan, ManualPass implements this for new documents as follows:
- Upload: An Editor uploads a new version of the instructions for use or a new document.
- Awaiting approval: The document is saved but not yet public and therefore not accessible via the QR code.
- Notification: The Approvers receive an email that a document is awaiting review.
- Review and decide: The Approver opens the PDF and approves it or rejects it with a reason. Nobody can approve their own uploads.
- Version is assigned: After approval, the document receives its version and appears behind the fixed QR code. The previous version remains archived unchanged.
- Log: Upload, approval or rejection are recorded in the audit log with a checksum chain.
Practical tip
Name at least two Approvers. If one is on holiday, the other can review, and corrections to safety information do not get held up.
Why does this help quality management?
As a manufacturer, you are responsible for the content of your instructions. In the event of an enquiry from market surveillance or a liability case, what matters is being able to show which version was available when and who reviewed it.
Approval prevents a draft or a wrong file from accidentally ending up behind the QR code. At the same time, it creates complete proof of who uploaded and who approved. Many companies require such a four-eyes principle in their internal processes anyway.
Common misconception
“With the approval workflow, the content of the instructions has been checked.” ManualPass maps the process but does not check any content. Whether instructions are complete and correct is for your Approver to judge.
Audit log export as CSV
From the Professional plan, the audit log can be exported as a CSV file, including the checksums. You can store the export in your own archive, analyse it in a spreadsheet or present it during an audit. How versions and checksums work is explained on the page Archiving and versioning; information on access protection and hosting can be found under Security.
Frequently asked questions
Can I approve my own uploads?
No. In the approval workflow, nobody can approve a document they uploaded themselves. This ensures that a second authorised person has always checked the document before it becomes public.
From which plan is the approval workflow available?
The approval workflow and the Approver role are included from the Business plan. In the Starter and Professional plans, uploaded documents are published without an approval step; the Owner, Editor and Read only roles are available in every plan.
What happens if a document is rejected?
The Approver gives a reason for the rejection, and those involved are informed by email. The rejected document does not become public.
How many users are included in the plan?
Starter includes 2 users, Professional 5, Business 15 and Enterprise an unlimited number. If you need more users, switch to a larger plan.
Does the approval meet a specific standard?
ManualPass does not promise conformity with any standard or management system. The approval workflow implements a four-eyes check technically and documents it in the log. Whether this satisfies your internal requirements is for you to assess.