Add a Business Process Record
Note: Business Process Programmes must be set up first before a Business Process Record can be created. Click here to access the article on setting up a Business Process Programme.
Important Responsible Permissions within the Business Process!
Note: Due to the nature of the Business Process module, there are specific restrictions in place on what User are allowed to Edit Action Details, Edit Approvers, 'Save & Submit' Stages, etc. Ensure to study the table below to understand the different 'Responsibilities'.
| Responsible Type | Description | Can | Cannot |
|---|---|---|---|
| Process Owner | In-charge of the Overall Business Process. |
- Select/change Stage Owners from all Stages - Create/change Stage Actions from all Stages - Select/change Stage Approvers from all Stages - Save & Submit' all Stages. *If the Stages beforehand have been already 'Saved & Submitted' |
|
| Stage Owner | In-charge of an Individual Stage. |
- Create/change Stage Actions from their Individual Stage - Select/change Stage Approvers from their Individual Stage - 'Save & Submit' their Individual Stage. *If the Stages beforehand have been already 'Saved & Submitted' |
- Create/change any Details within Stages they do not Own - 'Save & Submit' Stages they do not Own |
| Action Owner | In-charge of completing an Individual Action. |
- Complete their Individual Action - 'Save' the Stage to save their Action |
- Create/change any Details within any Stage - 'Save & Submit' any Stages |
| Stage Approver | In-charge of Approving an Individual Stage. |
- Approve/Disapprove an Individual Stage - 'Save' the Stage to save their Approval/Disapproval *If the Stages beforehand have been already 'Saved & Submitted' |
- Create/change any Details within any Stage - 'Save & Submit' any Stages |
Adding a Business Process Record
Business Process Records can be raised in three ways:
To manually add a Business Process Record in the Business Process module, click the 'Add Business Process’ button. A pop up will appear on screen prompting you to select the Business Process Programme to create the Business Process Record from. Using the dropdown, or typing into the box, locate your preferred Business Process Programme and click 'Create'. Once created, the Business Process Record will not be placed into the 'Actions' tab until you have clicked either the 'Save' or 'Save and Submit' buttons.
Image: Navigation to Business Process Module, Clicking 'Add Business Process' Button
Image: Business Process Programme Pop-Up Screen
Image: Selecting the Business Process Programme to create the Business Process Record from
Image: Clicking the 'Create' Button to generate a New Business Process Record
Image: Blank Business Process Record
To manually add a Business Process Record from a specific Business Process Programme, click the 'Actions>Add Record’ button on the Programme overview page. Once created, the Business Process Record will not be placed into the 'Actions' tab until you have clicked either the 'Save' or 'Save and Submit' buttons.
Image: Navigation to Business Process Module, Clicking the 'Plan' Tab and Clicking the Business Process Programme Name
Image: Business Process Programme Overview Page, Click 'Actions>Add Record' Buttons
Image: Blank Business Process Record
If the Scheduler has been set within the Business Process Programme, Business Process Records will open at the frequency selected. Therefore, Business Process Record will be automatically generated by system when the Scheduler frequency has been reached. The Business Process Record can be accessed from the 'Actions' tab of the Business Process module.
Image: Business Process Programme Scheduler
Image: Business Process Record Open in Actions
Image: Open Record Ready to Complete
Remember: The Employee selected as the following in the Business Process Programme will have an Action on their 'My Actions' tab for the following:
Process Owner
Will have a 'My Action' for:
- Process Overview workflow stage
- Every Stage within the Record
*Note: Actions disappear once the Stage has been 'Saved & Submitted'.
Stage Owner
Will have a 'My Action' for:
- Stages where they are noted as an Owner
*Note: Actions disappear once the Stage has been 'Saved & Submitted'.
Action Owner
Will have a 'My Action' for:
- Each Action they have been noted as Responsible for within the Stage
*Note: Actions disappear once the 'Completed By' and 'Complete' fields are filled for the Action.
*Note: Approvers will not have a 'My Action' notifying them to Approve/Disapprove a Stage. They will only receive System Automatic Email Notifications.
Stages of the Business Process Record
After creating your Business Process Record, the Process Overview workflow stage will open. However, unlike other Records in Safefood 360°, the Stage workflow stages under the Process Overview workflow stage will all be accessible, they are not greyed out. This is due to the fact that all Business Process workflow stages can be edited at the same time. This means that Actions within certain Stages can be carried out while the Stage before has not yet been 'Saved & Submitted'.
However! Although all the workflow stages will be accessible when the Record has been opened, ensure to 'Save' or 'Save & Submit' the Process Overview workflow first, as if you attempt to work on another workflow stage before the first workflow stage is 'Saved' or 'Saved & Submitted', you will lose the details you have entered.
See below how to complete the workflow stages of the Business Process Record:
All the Business Process Records will have one common workflow stage, the 'Process Overview'. The number of 'Stage' workflow stages that follow this 'Process Overview' will depend on the Stages created within the Business Process Programme previously. For Example:
Business Process Programme 1: Has 4 Stages built within the Programme. Therefore it will have 5 workflow stages within the Record.
- Workflow Stage 1: Process Overview
- Workflow Stage 2: Stage 1
- Workflow Stage 3: Stage 2
- Workflow Stage 4: Stage 3
- Workflow Stage 5: Stage 4
Business Process Programme 2: Has 2 Stages built within the Programme. Therefore it will have 3 workflow stages within the Record.
- Workflow Stage 1: Process Overview
- Workflow Stage 2: Stage 1
- Workflow Stage 3: Stage 2
Image: Blank Process Overview
1. Start Date: The Date the Record was opened will auto populate within this date field. However, it can be changed if needed by clicking into the calendar field and using the calendar to select the correct date.
2. Responsible: The 'Responsible' field will be automatically populated with the Employee selected as 'Responsible' for the overall Business Process in the Business Process Programme. If the 'Responsible' field was left blank within the Business Programme, it will been seen blank within the Record. Using the Employee dropdown, the Employee 'Responsible' for the overall Business Process Record can be selected if previously left blank, or changed if automatically populated from the Business Process Programme. [Mandatory Field]
Remember: The 'Responsible' here is the Process Owner, In-charge of the Overall Business Process.
This contact can:
- Select/change Stage Owners from all Stages
- Create/change Stage Actions from all Stages
- Select/change Stage Approvers from all Stages
- Save & Submit' all Stages. *If the Stages beforehand have been already 'Saved & Submitted'
Image: Responsible Dropdown
Note: In this Responsible Dropdown we do not see the Employee Folder Structure from Master Data, we must select the Employee from the list. To locate the Employee faster, simply type the Employees name into the Responsible field.
Note: Once the 'Process Overview' workflow stage has been 'Saved & Submitted', only the Employee selected within the 'Responsible' field can 'Edit' this workflow stage. This ensures that only the Process Owner can edit the Process Owner if the responsibility needs to be changed to another Employee due to unforeseen circumstances, e.g. the original Process Owner is leaving the company, on sick leave, etc.
However! Until the Process Overview workflow stage has been 'Saved & Submitted', the 'Responsible' field can be edited by any another User. Therefore at this point another User could edit the 'Responsible' field to take over the responsibility as Process Owner.
3. Procedure: If a Procedure was selected within the Business Process Programme it will be placed here. The File Name, seen in Blue Text, can be clicked, prompting your browser to download the file to your device, which you can then locate in your 'Downloads' folder.
Note: Within a Business Process Record, the 'Procedure' will display the original File Name from your device, not the Document Name you provided in the system.
4. Stage: The names of the Stages created in the Business Process Programme will appear here. These Stages have become the workflow stages in the Business Process Record.
Image: Business Process Stages
5. Actions Complete: The amount of Actions completed within a Stage will appear here. When the Record is first opened, all of the Actions will be at 0%. However, as the Record is completed, the percentage and number of Actions completed will increase. An Action is noted as complete, when the 'Completed By' and 'Complete' fields have been filled.
Image: Actions Complete Percentages and Numbers of Actions Increasing
6. Status: The Status shows the progress of the Stage. There are three possible Statuses for the Stages:
- Not Started: When the Stage has not yet been 'Saved'
- In Progress: When the Stage has been 'Saved' but not 'Saved & Submitted'
- Completed: When the Stage has been 'Saved & Submitted'. *Even if the Actions have not yet been completed.
*Note: The Status will move to 'Completed' when the Stage has been 'Saved & Submitted', even if the Actions are still not 100% in the Actions Complete.
Image: Status Marked as 'Completed' Although Actions Not Fully Completed
7. Team: The Team will display the names of the 'Responsible' Employees noted within a Stage, including:
- Responsible Stage Owner
- Responsible Action Owner
Note: The following Employees are not included in the Team:
- Responsible Process Owner
- Employee noted as 'Approver'
- Employee noted as 'Completed By'
Image: Responsible Employees Included in Team
8. Cancel Progress: You can decide to cancel the Business Process Record at any time by ticking the 'Cancel Process' box. A cancelled Business Process Record will then be moved from the 'Actions' tab to the 'Complete' tab and '[CANCELLED]' will be added to the Business Process Record name.
Note: Once the Process Overview workflow stage has been 'Saved & Submitted', only the Process Owner can cancel a Business Process Record, as they hold the Responsibility of the Process Overview workflow stage.
However! Remember, before the Process Overview workflow stage has been 'Saved & Submitted', any User can work on this workflow stage. Therefore, they could Cancel a Business Process Record.
Image: Cancelled Business Process Record within Complete Tab
Image: Cancelled Record when accessed will remain 'Opened' on the Stage after the last 'Saved & Submitted' Stage
Note: The Process Owner of the Cancelled Business Process Record can access the Business Process Record, untick the 'Cancel Process' box, click 'Save & Submit' to send the Business Process Record back to the Actions tab, where it can be completed.
The Business Process Record will have the word 'Cancelled' automatically removed from the Record Name by the system.
Image: Record Moved from Complete Tab [Cancelled] to Actions Tab
Image: Cancellation and Cancellation Reversed Noted in Audit Log
9. Save: Click the 'Save' button to save the Process Overview workflow stage. This will save the information added to the Record but will not move on to the next workflow stage. As this is the first workflow stage, clicking the 'Save' button will also move the Record into the Actions Tab. If you forget to click the 'Save' button before moving away from the Record, you will lose all the information entered. Ensure to click the 'Save' button to save your work and come back to it later.
Remember: Until the 'Process Overview' workflow stage has been 'Saved & Submitted', any User can make changes to the 'Process Overview' workflow stage and hit the 'Save' button. have access to the 'Save' button for all of the stages. This allows any User, even someone not part of the Business Process Record workflow to create a Business Process Record and change the 'Responsible' Process Owner to themselves. The 'Responsible' fields are only locked in after the 'Process Overview' workflow stage has been 'Saved & Submitted'.
10. Save & Submit: Click the 'Save & Submit' button to save the Process Overview workflow and move to the next workflow stage. If you choose to 'Save & Submit', the workflow stage will be closed, and you must click the 'Edit' button to re-enter the stage to make any changes.
Note: You should 'Save & Submit' the Process Overview workflow stage when the 'Responsible' has been confirmed, to lock in the correct Employee as Process Owner. This ensures that no-one else without the correct permissions will be able to make additions or changes to the Record.
11. Cancel: Click the 'Cancel' button if you wish to discard the changes made and move out to the Business Process module.
Image: Completed Process Overview
As noted, unlike other Records in Safefood 360°, the Stage workflow stages after the Process Overview workflow stage will all be accessible, they are not greyed out. This is due to the fact that all Business Process Stage workflow stages can be edited at the same time. This means that Actions within Stages can be carried out before the Stage has been 'Saved & Submitted'.
However! Stages can not be 'Saved & Submitted' until the previous Stage has been 'Saved & Submitted'.
The Business Process Record will open on the Stage that is next in line to be 'Saved & Submitted'. However, you can access any Stage using the dropdown arrow to expand the Stage.
As mentioned the Business Process Record has different Responsible Employee's within the Record workflow, see below the:
- The Red Numbers show the Fields that this perspective CANNOT edit
- The Blue Numbers show the Fields that this perspective CAN edit
Image: Blank Stage from Process Owner's Perspective
1. Responsible: The 'Responsible' field will be automatically populated with the Employee selected as 'Responsible' for this Stage in the Business Process Programme. If the 'Responsible' field was left blank within the Business Programme, it will been seen blank within the Record. Using the Employee dropdown, the Process Owner can select/change the Employee that should be 'Responsible' for this Stage of the Business Process Record. [Mandatory Field]
Remember: The 'Responsible' here is the Stage Owner, In-charge of this Individual Stage.
This contact can:
- Create/change Stage Actions from their Individual Stage
- Select/change Stage Approvers from their Individual Stage
- 'Save & Submit' their Individual Stage. *If the Stages beforehand have been already 'Saved & Submitted'
This contact cannot:
- Create/change any Details within Stages they do not Own
- 'Save & Submit' Stages they do not Own
Image: Responsible Dropdown Editable for Process Owner
Note: In this Responsible Dropdown we do not see the Employee Folder Structure from Master Data, we must select the Employee from the list. To locate the Employee faster, simply type the Employees name into the Responsible field.
2. Action Required: The 'Action' detailed in the Business Process Programme will populate within the Business Process Record. The Process Owner can make edits to these Actions if needed, using the open text field.
Image: Actions Required Editable for Process Owner
Note: If an Action has been marked as Mandatory within the Business Process Programme, a Red Asterisk (*) will appear. Remember, Mandatory Actions must have the 'Completed By' and 'Complete' fields filled before the Stage can be 'Save & Submitted'.
Image: Red Asterisk showing Mandatory Action
Image: Error for Mandatory Action Not Completed
3. Document Preview: If a Document was attached to a line of the Action in the Business Process Programme, a Document Preview Icon will appear. The Document Preview Icon can be clicked, and the option to Preview or Download the Document will become available. If there was no Document attached to a line of the Action, then this field will be blank.
Note: A file with a size more than 10MB will not be visible on the 'Preview' screen. A file larger than 10MB will be downloaded to your device when the 'Preview' option is accessed.
Image: Document Preview and Download Options
4. Responsible: The 'Responsible' field will be automatically populated with the Employee selected as 'Responsible' for the Action in the Business Process Programme. If the 'Responsible' field was left blank within the Business Programme, it will been seen blank within the Record. Using the Employee dropdown, the Process Owner can select/change the Employee that should be 'Responsible' for the Action of the Business Process Record. [Mandatory Field]
Remember: The 'Responsible' here is the Action Owner, In-charge of an Individual Action.
This contact can:
- Complete their Individual Action
- 'Save' the Stage to save their Action
This contact cannot:
- Create/change any Details within any Stage
- 'Save & Submit' any Stages
Image: Responsible Dropdown Editable for Process Owner
5. Deadline: The 'Deadline' field will be automatically populated with the Deadline selected for the Action in the Business Process Programme. If the 'Deadline' field was left blank within the Business Programme, it will been seen blank within the Record. Using the calendar field, the Process Owner can select/change the 'Deadline' that should detailed for the Action of the Business Process Record. [Mandatory Field]
Image: Deadline Editable for Process Owner
Note: If the 'Deadline' date has passed, and the Action has not yet had the 'Completed By' or 'Complete' fields filled, the entire Action Required Line will turn red. The Action Required Line will return to grey when the Action has the 'Completed By' or 'Complete' fields filled.
Image: Action Required Overdue
6. Report/Comments: Using the open text field, the Process Owner can note any details on the Action. However, this will more than likely been completed by the Action Owner.
Image: Report/Comments Editable for Process Owner
Tip: When the Action 'Report/Comments' field has been completed, if a User is Contact Associated with their Employee, when they click the 'Completed By' field, the following information will automatically populate:
- Completed By
- Completed
This saves the User time while completing the Actions. For further information on User Contact Association, see here.
*Note: If the 'Responsible' or 'Deadline' fields were not completed when the Action 'Report/Comments' field were completed, these fields will also automatically populate when the 'Completed By' field is clicked. However, the 'Responsible' and 'Deadline' fields are usually completed before the Action 'Report/Comments' field.
Image: 'Report/Comments' Completed, 'Completed By' and 'Completed' Auto-fill when 'Completed By' Clicked
7. File: The Process Owner can use the 'Add File/Link' options to attach proof or evidence on the Actions completed. However, this will more than likely been completed by the Action Owner.
Using the 'Add File' button, relevant files directly from your device can be attached to the Action to provide proof, e.g. Specs, Cost Analysis, etc. Once the 'Add File' button has been clicked, an ‘Add File’ pop-up will be displayed. Click the three dots to access the files on your device. Locate the file you wish to attach to the Action and click 'Open'. Once your file is within the 'File' field, click the 'Upload' button to attach the file to the 'File' field. To view the file, click the name of the file which will be in blue text, the File will automatically download to your device, where it can be found in your Downloads. The file can be removed from the 'File' field at any time by clicking the 'x' button, click the 'Yes' button to confirm removal, click 'No' button to cancel the removal.
Image: 'Add File' Pop Up Screen and Three Dots to Access Files
Image: Selecting File from Device Folder, Click 'Open' to Select File
Image: Click 'Upload' to Upload File to the Action
Image: File Attached to the Action
Using the ‘Link’ button, relevant links or URLs, within the system or an external, can be attached to the Action to provide further proof. Once the 'Link' button has been clicked, an ‘Add Link’ pop-up will be displayed. Locate the URL you wish to attach to the Action and paste the URL into the URL field. Once the URL is within the 'URL' field, the name of the URL will auto populate. Click the 'Save & Submit' button to attach the URL to the Action. To view the URL, click the name of the URL which will be in blue text, and you will be directed to that URL on a separate tab. The URL can be removed from the 'Link' field at any time by clicking the 'x' button, click the 'Yes' button to confirm removal, click 'No' button to cancel the removal.
Image: 'Add Link' Pop Up Screen and URL Field
Image: URL Copied and Pasted into URL Field, click 'Save & Submit' to Add Link to Action
Image: Link Added to Action
8. Completed By: Using the Master Data dropdown, the Process Owner can select the Employee who has completed the Action. However, this will more than likely been completed by the Action Owner.
Image: Completed By Editable for Process Owner
9. Completed: Using the calendar field, the Process Owner can select the date the Action was completed. However, this will more than likely been completed by the Action Owner.
Image: Completed Editable for Process Owner
10. X: The Process Owner can click the 'X' button to remove any Actions added previously.
11. Add Line: The Process Owner can click the 'Add Line' button to add more Actions if needed and assign them to more Employees.
12. User: The 'User' field will be automatically populated with the User selected as 'Approver' for this Stage in the Business Process Programme. If the 'User' field was left blank within the Business Programme, it will been seen blank within the Record. Using the User dropdown, the Process Owner can select/change the Users that should be 'Approvers' for this Stage of the Business Process Record. [Mandatory Field if Adding an Approval Line]
Image: Users Editable for Process Owner
Note: If Users are selected for the Approval, the Stage cannot be 'Saved & Submitted' until all of the Approvers have selected the 'Approved' Decision.
13. Report/Comments: Using the open text field, the Process Owner can note any details on the Approval. However, this will more than likely been completed by the Approvers.
Image: Report/Comments Editable for Process Owner
14. Decision: Using the fixed dropdown, the Process Owner select the Approval Decision. However, this will more than likely been completed by the Approvers.
Image: Decision Editable for Process Owner
Remember: The Stage cannot be 'Saved & Submitted' until all of the Users noted as Approvers have selected the Decision as 'Approved'. If any User noted as an Approver has noted 'Disapproved' within the Decision, the Stage cannot be 'Saved & Submitted'.
Image: Error when Stage Attempted to be 'Saved & Submitted' without Complete Approval
15. X: The Process Owner can click the 'X' button to remove any Approvers added previously.
16. Add Line: The Process Owner can click the 'Add Line' button to add more Approvers if needed and assign it to Users.
17. Save: The Process Owner can click the 'Save' button to save the Stage. This will save the information added to the Record but will not move on to the next workflow stage. If you forget to click the 'Save' button before moving away from the Record, you will lose all the information entered. Ensure to click the 'Save' button to save your work and come back to it later.
18. Save & Submit: The Process Owner can click the 'Save & Submit' button to save the Stage and move to the next Stage. If you choose to 'Save & Submit', the Stage will be closed, and you must click the 'Edit' button to re-enter the Stage to make any changes.
Note: The Stage can be 'Saved & Submitted' if:
- All Action 'Responsible' and 'Deadline' have been filled
- All Approvals have been marked as 'Approved'
The Action 'Reports/Comments', 'Completed By' and 'Complete' fields do not have to be filled for the Stage to be 'Saved & Submitted'.
19. Cancel: The Process Owner can click the 'Cancel' button if you wish to discard the changes made and move out to the Business Process module.
- The Red Numbers show the Fields that this perspective CANNOT edit
- The Blue Numbers show the Fields that this perspective CAN edit
Image: Blank Stage from Stage Owners Perspective
1. Responsible: The 'Responsible' field will be automatically populated with the Employee selected as 'Responsible' for this Stage in the Business Process Programme. The Stage Owner cannot edit this field.
Remember: The 'Responsible' here is the Stage Owner, In-charge of this Individual Stage.
This contact can:
- Create/change Stage Actions from their Individual Stage
- Select/change Stage Aprovers from their Individual Stage
- 'Save & Submit' their Individual Stage. *If the Stages beforehand have been already 'Saved & Submitted'
This contact cannot:
- Create/change any Details within Stages they do not Own
- 'Save & Submit' Stages they do not Own
Image: Responsible Dropdown Not Editable for Stage Owner
2. Action Required: The 'Action' detailed in the Business Process Programme will populate within the Business Process Record. The Stage Owner can make edits to these Actions if needed, using the open text field.
Image: Actions Required Editable for Stage Owner
Note: If an Action has been marked as Mandatory within the Business Process Programme, a Red Asterisk (*) will appear. Remember, Mandatory Actions must have the 'Completed By' and 'Complete' fields filled before the Stage can be 'Save & Submitted'.
Image: Red Asterisk showing Mandatory Action
Image: Error for Mandatory Action Not Completed
3. Document Preview: If a Document was attached to a line of the Action in the Business Process Programme, a Document Preview Icon will appear. The Document Preview Icon can be clicked, and the option to Preview or Download the Document will become available. If there was no Document attached to a line of the Action, then this field will be blank.
Note: A file with a size more than 10MB will not be visible on the 'Preview' screen. A file larger than 10MB will be downloaded to your device when the 'Preview' option is accessed.
Image: Document Preview and Download Options
4. Responsible: The 'Responsible' field will be automatically populated with the Employee selected as 'Responsible' for the Action in the Business Process Programme. If the 'Responsible' field was left blank within the Business Programme, it will been seen blank within the Record. Using the Employee dropdown, the Stage Owner can select/change the Employee that should be 'Responsible' for the Action of the Business Process Record. [Mandatory Field]
Remember: The 'Responsible' here is the Action Owner, In-charge of an Individual Action.
This contact can:
- Complete their Individual Action
- 'Save' the Stage to save their Action
This contact cannot:
- Create/change any Details within any Stage
- 'Save & Submit' any Stages
Image: Responsible Dropdown Editable for Stage Owner
5. Deadline: The 'Deadline' field will be automatically populated with the Deadline selected for the Action in the Business Process Programme. If the 'Deadline' field was left blank within the Business Programme, it will been seen blank within the Record. Using the calendar field, the Stage Owner can select/change the 'Deadline' that should detailed for the Action of the Business Process Record. [Mandatory Field]
Image: Deadline Editable for Stage Owner
Note: If the 'Deadline' date has passed, and the Action has not yet had the 'Completed By' or 'Complete' fields filled, the entire Action Required Line will turn red. The Action Required Line will return to grey when the Action has the 'Completed By' or 'Complete' fields filled.
Image: Action Required Overdue
6. Report/Comments: Using the open text field, the Stage Owner can note any details on the Action. However, this will more than likely been completed by the Action Owner.
Image: Report/Comments Editable for Stage Owner
Tip: When the Action 'Report/Comments' field has been completed, if a User is Contact Associated with their Employee, when they click the 'Completed By' field, the following information will automatically populate:
- Completed By
- Completed
This saves the User time while completing the Actions. For further information on User Contact Association, see here.
*Note: If the 'Responsible' or 'Deadline' fields were not completed when the Action 'Report/Comments' field were completed, these fields will also automatically populate when the 'Completed By' field is clicked. However, the 'Responsible' and 'Deadline' fields are usually completed before the Action 'Report/Comments' field.
Image: 'Report/Comments' Completed, 'Completed By' and 'Completed' Auto-fill when 'Completed By' Clicked
7. File: The Stage Owner can use the 'Add File/Link' options to attach proof or evidence on the Actions completed. However, this will more than likely been completed by the Action Owner.
Using the 'Add File' button, relevant files directly from your device can be attached to the Action to provide proof, e.g. Specs, Cost Analysis, etc. Once the 'Add File' button has been clicked, an ‘Add File’ pop-up will be displayed. Click the three dots to access the files on your device. Locate the file you wish to attach to the Action and click 'Open'. Once your file is within the 'File' field, click the 'Upload' button to attach the file to the 'File' field. To view the file, click the name of the file which will be in blue text, the File will automatically download to your device, where it can be found in your Downloads. The file can be removed from the 'File' field at any time by clicking the 'x' button, click the 'Yes' button to confirm removal, click 'No' button to cancel the removal.
Image: 'Add File' Pop Up Screen and Three Dots to Access Files
Image: Selecting File from Device Folder, Click 'Open' to Select File
Image: Click 'Upload' to Upload File to the Action
Image: File Attached to the Action
Using the ‘Link’ button, relevant links or URLs, within the system or an external, can be attached to the Action to provide further proof. Once the 'Link' button has been clicked, an ‘Add Link’ pop-up will be displayed. Locate the URL you wish to attach to the Action and paste the URL into the URL field. Once the URL is within the 'URL' field, the name of the URL will auto populate. Click the 'Save & Submit' button to attach the URL to the Action. To view the URL, click the name of the URL which will be in blue text, and you will be directed to that URL on a separate tab. The URL can be removed from the 'Link' field at any time by clicking the 'x' button, click the 'Yes' button to confirm removal, click 'No' button to cancel the removal.
Image: 'Add Link' Pop Up Screen and URL Field
Image: URL Copied and Pasted into URL Field, click 'Save & Submit' to Add Link to Action
Image: Link Added to Action
8. Completed By: Using the Master Data dropdown, the Stage Owner can select the Employee who has completed the Action. However, this will more than likely been completed by the Action Owner.
Image: Completed By Editable for Stage Owner
9. Completed: Using the calendar field, the Stage Owner can select the date the Action was completed. However, this will more than likely been completed by the Action Owner.
Image: Completed Editable for Stage Owner
10. X: The Stage Owner can click the 'X' button to remove any Actions added previously.
11. Add Line: The Stage Owner can click the 'Add Line' button to add more Actions if needed and assign them to more Employees.
12. User: The 'User' field will be automatically populated with the User selected as 'Approver' for this Stage in the Business Process Programme. If the 'User' field was left blank within the Business Programme, it will been seen blank within the Record. Using the User dropdown, the Stage Owner can select/change the Users that should be 'Approvers' for this Stage of the Business Process Record. [Mandatory Field if Adding an Approval Line]
Image: Users Editable for Stage Owner
Note: If Users are selected for the Approval, the Stage cannot be 'Saved & Submitted' until all of the Approvers have selected the 'Approved' Decision.
13. Report/Comments: Using the open text field, the Stage Owner can note any details on the Approval. However, this will more than likely been completed by the Approvers.
Image: Report/Comments Editable for Stage Owner
14. Decision: Using the fixed dropdown, the Stage Owner select the Approval Decision. However, this will more than likely been completed by the Approvers.
Image: Decision Editable for Stage Owner
Remember: The Stage cannot be 'Saved & Submitted' until all of the Users noted as Approvers have selected the Decision as 'Approved'. If any User noted as an Approver has noted 'Disapproved' within the Decision, the Stage cannot be 'Saved & Submitted'.
Image: Error when Stage Attempted to be 'Saved & Submitted' without Complete Approval
15. X: The Stage Owner can click the 'X' button to remove any Approvers added previously.
16. Add Line: The Stage Owner can click the 'Add Line' button to add more Approvers if needed and assign it to Users.
17. Save: The Stage Owner can click the 'Save' button to save the Stage. This will save the information added to the Record but will not move on to the next workflow stage. If you forget to click the 'Save' button before moving away from the Record, you will lose all the information entered. Ensure to click the 'Save' button to save your work and come back to it later.
18. Save & Submit: The Stage Owner can click the 'Save & Submit' button to save the Stage and move to the next Stage. If you choose to 'Save & Submit', the Stage will be closed, and you must click the 'Edit' button to re-enter the Stage to make any changes.
Note: The Stage can be 'Saved & Submitted' if:
- All Action 'Responsible' and 'Deadline' have been filled
- All Approvals have been marked as 'Approved'
The Action 'Reports/Comments', 'Completed By' and 'Complete' fields do not have to be filled for the Stage to be 'Saved & Submitted'.
19. Cancel: The Stage Owner can click the 'Cancel' button if you wish to discard the changes made and move out to the Business Process module.
- The Red Numbers show the Fields that this perspective CANNOT edit
- The Blue Numbers show the Fields that this perspective CAN edit
Image: Blank Stage from Action Owners Perspective
1. Responsible: The 'Responsible' field will be automatically populated with the Employee selected as 'Responsible' for this Stage in the Business Process Programme. The Action Owner cannot edit this field.
Remember: The 'Responsible' here is the Stage Owner, In-charge of this Individual Stage.
This contact can:
- Create/change Stage Actions from their Individual Stage
- Select/change Stage Aprovers from their Individual Stage
- 'Save & Submit' their Individual Stage. *If the Stages beforehand have been already 'Saved & Submitted'
This contact cannot:
- Create/change any Details within Stages they do not Own
- 'Save & Submit' Stages they do not Own
Image: Responsible Dropdown Not Editable for Action Owner
2. Action Required: The 'Action' detailed in the Business Process Programme will populate within the Business Process Record. The Action Owner cannot edit this field.
Image: Actions Required Not Editable for Action Owner
Note: If an Action has been marked as Mandatory within the Business Process Programme, a Red Asterisk (*) will appear. Remember, Mandatory Actions must have the 'Completed By' and 'Complete' fields filled before the Stage can be 'Save & Submitted'.
Image: Red Asterisk showing Mandatory Action
Image: Error for Mandatory Action Not Completed
3. Document Preview: If a Document was attached to a line of the Action in the Business Process Programme, a Document Preview Icon will appear. The Document Preview Icon can be clicked, and the option to Preview or Download the Document will become available. If there was no Document attached to a line of the Action, then this field will be blank.
Note: A file with a size more than 10MB will not be visible on the 'Preview' screen. A file larger than 10MB will be downloaded to your device when the 'Preview' option is accessed.
Image: Document Preview and Download Options
4. Responsible: The 'Responsible' field will be automatically populated with the Employee selected as 'Responsible' for the Action in the Business Process Programme. If the 'Responsible' field was left blank within the Business Programme, it will been seen blank within the Record. The Action Owner cannot edit this field.
Remember: The 'Responsible' here is the Action Owner, In-charge of an Individual Action.
This contact can:
- Complete their Individual Action
- 'Save' the Stage to save their Action
This contact cannot:
- Create/change any Details within any Stage
- 'Save & Submit' any Stages
Image: Responsible Dropdown Not Editable for Action Owner
5. Deadline: The 'Deadline' field will be automatically populated with the Deadline selected for the Action in the Business Process Programme. The Action Owner cannot edit this field.
Image: Deadline Not Editable for Action Owner
Note: If the 'Deadline' date has passed, and the Action has not yet had the 'Completed By' or 'Complete' fields filled, the entire Action Required Line will turn red. The Action Required Line will return to grey when the Action has the 'Completed By' or 'Complete' fields filled.
Image: Action Required Overdue
6. Report/Comments: Using the open text field, the Action Owner can note any details on the Action they have been assigned to.
Image: Report/Comments Editable for Action Owner
Tip: When the Action 'Report/Comments' field has been completed, if a User is Contact Associated with their Employee, when they click the 'Completed By' field, the following information will automatically populate:
- Completed By
- Completed
This saves the User time while completing the Actions. For further information on User Contact Association, see here.
*Note: If the 'Responsible' or 'Deadline' fields were not completed when the Action 'Report/Comments' field were completed, these fields will also automatically populate when the 'Completed By' field is clicked. However, the 'Responsible' and 'Deadline' fields are usually completed before the Action 'Report/Comments' field.
Image: 'Report/Comments' Completed, 'Completed By' and 'Completed' Auto-fill when 'Completed By' Clicked
7. File: The Action Owner can use the 'Add File/Link' options to attach proof or evidence on the Action assigned to them.
Using the 'Add File' button, relevant files directly from your device can be attached to the Action to provide proof, e.g. Specs, Cost Analysis, etc. Once the 'Add File' button has been clicked, an ‘Add File’ pop-up will be displayed. Click the three dots to access the files on your device. Locate the file you wish to attach to the Action and click 'Open'. Once your file is within the 'File' field, click the 'Upload' button to attach the file to the 'File' field. To view the file, click the name of the file which will be in blue text, the File will automatically download to your device, where it can be found in your Downloads. The file can be removed from the 'File' field at any time by clicking the 'x' button, click the 'Yes' button to confirm removal, click 'No' button to cancel the removal.
Image: 'Add File' Pop Up Screen and Three Dots to Access Files
Image: Selecting File from Device Folder, Click 'Open' to Select File
Image: Click 'Upload' to Upload File to the Action
Image: File Attached to the Action
Using the ‘Link’ button, relevant links or URLs, within the system or an external, can be attached to the Action to provide further proof. Once the 'Link' button has been clicked, an ‘Add Link’ pop-up will be displayed. Locate the URL you wish to attach to the Action and paste the URL into the URL field. Once the URL is within the 'URL' field, the name of the URL will auto populate. Click the 'Save & Submit' button to attach the URL to the Action. To view the URL, click the name of the URL which will be in blue text, and you will be directed to that URL on a separate tab. The URL can be removed from the 'Link' field at any time by clicking the 'x' button, click the 'Yes' button to confirm removal, click 'No' button to cancel the removal.
Image: 'Add Link' Pop Up Screen and URL Field
Image: URL Copied and Pasted into URL Field, click 'Save & Submit' to Add Link to Action
Image: Link Added to Action
8. Completed By: Using the Master Data dropdown, the Action Owner can select their Employee to note that they have Completed the Action.
Image: Completed By Editable for Action Owner
9. Completed: Using the calendar field, the Action Owner can select the date the Action assigned to them was completed.
Image: Completed Editable for Action Owner
10. X: The Action Owner will not see the 'X' button used to remove any Actions added previously. The Action Owner cannot use this button.
11. Add Line: The 'Add Line' button is used to add more Actions if needed and assign them to more Employees. The Action Owner cannot use this button.
12. User: The 'User' field will be automatically populated with the User selected as 'Approver' for this Stage in the Business Process Programme. The Action Owner cannot edit this field.
Image: Users Not Editable for Action Owner
13. Report/Comments: Notes on the Approval are added using an open text field. The Action Owner cannot edit this field.
Image: Report/Comments Not Editable for Action Owner
14. Decision: The Approval Decision is selected using a fixed dropdown of Approved/Disapproved. The Action Owner cannot edit this field.
Image: Decision Not Editable for Action Owner
Note: The Stage cannot be 'Saved & Submitted' until all of the Users noted as Approvers have selected the Decision as 'Approved'. If any User noted as an Approver has noted 'Disapproved' within the Decision, the Stage cannot be 'Saved & Submitted'.
Image: Error when Stage Attempted to be 'Saved & Submitted' without Complete Approval
15. X: The Action Owner will not see the 'X' button used to remove any Approvers added previously. The Action Owner cannot use this button.
16. Add Line: The 'Add Line' button is used to add more Approvers if needed. The Action Owner cannot use this button.
17. Save: The Action Owner can click the 'Save' button to save the Stage. This will save the information added to their Action but will not move on to the next workflow stage. If you forget to click the 'Save' button before moving away from the Record, you will lose all the information entered. Ensure to click the 'Save' button to save your work and come back to it later.
Image: 'Save' Button Accessible to Action Owner to Save Action Information
18. Save & Submit: The Action Owner cannot click the 'Save & Submit' button to save the Stage and move to the next Stage. Therefore they cannot close the Stage. The Action Owner cannot use this button.
Image: 'Save & Submit' Button Not Accessible to Action Owner to Close Stage
19. Cancel: The Action Owner can click the 'Cancel' button if they wish to discard the changes made and move out to the Business Process module.
- The Red Numbers show the Fields that this perspective CANNOT edit
- The Blue Numbers show the Fields that this perspective CAN edit
Image: Blank Stage from Approvers Perspective
1. Responsible: The 'Responsible' field will be automatically populated with the Employee selected as 'Responsible' for this Stage in the Business Process Programme. The Approver cannot edit this field.
Remember: The 'Responsible' here is the Stage Owner, In-charge of this Individual Stage.
This contact can:
- Create/change Stage Actions from their Individual Stage
- Select/change Stage Aprovers from their Individual Stage
- 'Save & Submit' their Individual Stage. *If the Stages beforehand have been already 'Saved & Submitted'
This contact cannot:
- Create/change any Details within Stages they do not Own
- 'Save & Submit' Stages they do not Own
Image: Responsible Dropdown Not Editable for Approver Owner
2. Action Required: The 'Action' detailed in the Business Process Programme will populate within the Business Process Record. The Approver cannot edit this field.
Image: Actions Required Not Editable for Approver
Note: If an Action has been marked as Mandatory within the Business Process Programme, a Red Asterisk (*) will appear. Remember, Mandatory Actions must have the 'Completed By' and 'Complete' fields filled before the Stage can be 'Save & Submitted'.
Image: Red Asterisk showing Mandatory Action
Image: Error for Mandatory Action Not Completed
3. Document Preview: If a Document was attached to a line of the Action in the Business Process Programme, a Document Preview Icon will appear. The Document Preview Icon can be clicked, and the option to Preview or Download the Document will become available. If there was no Document attached to a line of the Action, then this field will be blank.
Note: A file with a size more than 10MB will not be visible on the 'Preview' screen. A file larger than 10MB will be downloaded to your device when the 'Preview' option is accessed.
Image: Document Preview and Download Options
4. Responsible: The 'Responsible' field will be automatically populated with the Employee selected as 'Responsible' for the Action in the Business Process Programme. If the 'Responsible' field was left blank within the Business Programme, it will been seen blank within the Record. The Approver cannot edit this field.
Remember: The 'Responsible' here is the Action Owner, In-charge of an Individual Action.
This contact can:
- Complete their Individual Action
- 'Save' the Stage to save their Action
This contact cannot:
- Create/change any Details within any Stage
- 'Save & Submit' any Stages
Image: Responsible Dropdown Not Editable for Approver
5. Deadline: The 'Deadline' field will be automatically populated with the Deadline selected for the Action in the Business Process Programme. The Approver cannot edit this field.
Image: Deadline Not Editable for Approver
Note: If the 'Deadline' date has passed, and the Action has not yet had the 'Completed By' or 'Complete' fields filled, the entire Action Required Line will turn red. The Action Required Line will return to grey when the Action has the 'Completed By' or 'Complete' fields filled.
Image: Action Required Overdue
6. Report/Comments: The 'Reports/Comments' is an open text field, where details on the Action will be detailed. The Approver cannot edit this field.
Image: Report/Comments Not Editable for Approver
7. File: The Approver does not have access to the 'Add File/Link' options to attach proof or evidence on the Actions. The Approver cannot edit this field.
Image: 'Add File/Link' Not Editable for Approver
8. Completed By: The Approver does not have access to the Master Data dropdown to select the Employee who completed the Action. The Approver cannot edit this field.
Image: Completed By Not Editable for Approver
9. Completed: The Approver does not have access to the calendar field to select the date the Action was completed. The Approver cannot edit this field.
Image: Completed Not Editable for Approver
10. X: The Approver will not see the 'X' button used to remove any Actions added previously. The Approver cannot use this button.
11. Add Line: The 'Add Line' button is used to add more Actions if needed and assign them to more Employees. The Approver cannot use this button.
12. User: The 'User' field will be automatically populated with the User selected as 'Approver' for this Stage in the Business Process Programme. The Approver cannot edit this field.
Image: Users Not Editable for Approver
13. Report/Comments: Using the open text field, the Approver can add notes on their Approval/Disapproval.
Image: Report/Comments Editable for Approver
14. Decision: Using the fixed dropdown, the Approver can select their Decision on the Approval, e.g. Approved or Disapproved.
Image: Decision Editable for Approver
Note: The Stage cannot be 'Saved & Submitted' until all of the Users noted as Approvers have selected the Decision as 'Approved'. If any User noted as an Approver has noted 'Disapproved' within the Decision, the Stage cannot be 'Saved & Submitted'.
Image: Error when Stage Attempted to be 'Saved & Submitted' without Complete Approval
15. X: Although the Approver has access to the 'X' button, you should not use this button, as this removes you as an Approver and you will be unable to select yourself again. The Process Owner or Stage Owner has selected you as an Approver, therefore you should not remove yourself.
16. Add Line: The 'Add Line' button is used to add more Approvers if needed. The Approver cannot use this button.
17. Save: The Approver can click the 'Save' button to save the Stage. This will save the information added to their Approval but will not move on to the next workflow stage. If you forget to click the 'Save' button before moving away from the Record, you will lose all the information entered. Ensure to click the 'Save' button to save your work and come back to it later.
Image: 'Save' Button Accessible to Approver to Save Approval Information
18. Save & Submit: The Approver cannot click the 'Save & Submit' button to save the Stage and move to the next Stage. Therefore they cannot close the Stage. The Action Owner cannot use this button.
Image: 'Save & Submit' Button Not Accessible to Approver to Close Stage
19. Cancel: The Approver can click the 'Cancel' button if they wish to discard the changes made and move out to the Business Process module.
System Automatic Email Notifications
Within Safefood 360°, there are 4 System Automatic Email Notifications built into Business Process Records.
System Automatic Email Notifications are sent when:
- An Employee is assigned as Responsible for an Action
- All Actions of the Stage have been completed and the Stage is ready for Approval
- A Stage has been Disapproved by an Approver
- A Stage has been Approved by all Approver
However, if you would like to set up additional customised Email Alerts for you Business Process Records, Alerts can be built using the Utilities module. For further information on Alerts, see here.
As mentioned the Business Process Record has different Responsible Employee;s within the Record workflow, see below the:
Stage Ready for Approval
A System Automatic Email Notification is sent to the Email of the Employee selected as 'Responsible' for the Overall Business Process Record once the following criteria have been met:
- Approvers have been selected in the Stage
- All Actions Required have the 'Completed By' and 'Complete' Fields Filled
- The Stage has been 'Saved'
The System Automatic Email Notification will include:
- The Business Process Stage Name
- The Business Process Record Name
Image: System Automatic Email Notification Sent to Process Owner
Stage Disapproved
A System Automatic Email Notification is sent to the Email of the Employee selected as 'Responsible' for the Overall Business Process Record once the following criteria have been met:
- An Approvers has selected 'Disapproved' in the Decision Field
- The Stage has been 'Saved'
The System Automatic Email Notification will include:
- The Business Process Stage Name
- The Business Process Record Name
Note: A System Automatic Email Notification is sent each time an Approver 'Disapproves' the Stage. It does not only send once, when all Approvers have 'Disapprove' the Stage.
Image: System Automatic Email Notification Sent to Process Owner
Stage Approved
A System Automatic Email Notification is sent to the Email of the Employee selected as 'Responsible' for the Overall Business Process Record once the following criteria have been met:
- All Approvers has selected 'Approved' in the Decision Field
- The Stage has been 'Saved'
The System Automatic Email Notification will include:
- The Business Process Stage Name
- The Business Process Record Name
Note: A System Automatic Email Notification is sent once, when all Approvers have 'Approved' the Stage. It does not send each time an Approver 'Approves' the Stage.
Image: System Automatic Email Notification Sent to Process Owner
Stage Ready for Approval
A System Automatic Email Notification is sent to the Email of the Employee selected as 'Responsible' for the Stage once the following criteria have been met:
- Approvers have been selected in the Stage
- All Actions Required have the 'Completed By' and 'Complete' Fields Filled
- The Stage has been 'Saved'
The System Automatic Email Notification will include:
- The Business Process Stage Name
- The Business Process Record Name
Image: System Automatic Email Notification Sent to Stage Owner
Stage Disapproved
A System Automatic Email Notification is sent to the Email of the Employee selected as 'Responsible' for the Overall Business Process Record once the following criteria have been met:
- An Approvers has selected 'Disapproved' in the Decision Field
- The Stage has been 'Saved'
The System Automatic Email Notification will include:
- The Business Process Stage Name
- The Business Process Record Name
Note: A System Automatic Email Notification is sent each time an Approver 'Disapproves' the Stage. It does not only send once, when all Approvers have 'Disapprove' the Stage.
Image: System Automatic Email Notification Sent to Process Owner
Stage Approved
A System Automatic Email Notification is sent to the Email of the Employee selected as 'Responsible' for the Overall Business Process Record once the following criteria have been met:
- All Approvers has selected 'Approved' in the Decision Field
- The Stage has been 'Saved'
The System Automatic Email Notification will include:
- The Business Process Stage Name
- The Business Process Record Name
Note: A System Automatic Email Notification is sent once, when all Approvers have 'Approved' the Stage. It does not send each time an Approver 'Approves' the Stage.
Image: System Automatic Email Notification Sent to Process Owner
A System Automatic Email Notification is sent to the Email of the Employee selected as 'Responsible' for the Action once the following criteria have been met:
- The 'Responsible' field has been filled
- The Stage has been 'Saved'
The 'Deadline' does not need to be filled for the System Automatic Email Notification to send. However if it filled when the other two criteria have been met, the Deadline will be included in the System Automatic Email Notification. If it is not filled when the other two criteria have been met, the Deadline is simply not included in the System Automatic Email Notification.
The System Automatic Email Notification will include:
- The Business Process Stage Name
- The Business Process Record Name
- The Action Required Details
- The Deadline (If Filled)
Note: If an Employee is selected as Responsible for multiple Actions within a Stage, they will only receive 1 System Automatic Email Notification for that Stage. This Email will contain all the Actions listed within it.
Image: System Automatic Email Notification Sent to Action Owner
A System Automatic Email Notification is sent to the Email of the User selected as 'Approver' for the Stage once the following criteria have been met:
- Approvers have been selected in the Stage
- All Actions Required have the 'Completed By' and 'Complete' Fields Filled
- The Stage has been 'Saved'
The System Automatic Email Notification will include:
- The Business Process Stage Name
- The Business Process Record Name
Image: System Automatic Email Notification Sent to Approver
