User Guide (copy)

Add a Doclist

Doclists relate specifically to the Supply Chain Management module (Pre-Assessment, Supplier/Material Full Assessment, Supplier Audit). A Doclist is a list of Documents that you need to collect from/for a Supplier. Documents added via the Doclist are automatically uploaded, named and stored in the Documents module under a folder called 'Supplier Files' with a corresponding sub-folder created for each Supplier once the Full Assessment, Pre-Assessment or Supplier Audit Record are 'Saved & Submitted'.

Doclists are structured differently from Checklists and aim at Document collection rather than requirements/questions.

The following modules of the system include the Doclists as part of Master Data:

- Supplier Management: Pre-Assessment, Supplier/Material Full Assessment, Supplier Audit

Below are the steps that must be carried out in order to add a Doclist. Expand each step below for further explanation.

Step 1: Navigate to Checklists via 'Master Data>Categories'. Click the 'Add Specific Category>Checklist' Button

To add a Doclist in Safefood360°, navigate to Categories in Master Data using the 'Master Data>Categories' buttons and click the 'Add Specific Category>Checklist' buttons to open a blank Checklist page.

Image: Navigating to Categories via 'Master Data>Categories', Clicking 'Add Specific Category>Checklist' Button

Image: Blank Checklist Page

Step 2: Complete the Sections of the Checklist Page

After opening the Checklist, there are different sections to complete when creating a Doclist. Some sections are mandatory and others are not.

See below the details on the Checklist page sections relating to Doclists:

Doclist Details

Image: Blank Doclist Details

1. Name: Using the open text field, enter the name of your Doclist, e.g. Ingredient Supplier Doclist, Packaging Material Doclist, etc. This name will appear throughout the system modules where this Doclist is selected, e.g. within Full Assessment, Pre-Assessment and Supplier Audit Programmes, etc. [Mandatory Field]

Tip: It is good practice to develop consistent naming conventions for your Doclists, e.g. adding the word 'Doclist' in the name, to help distinguish them from Checklists. For example, 'Checklist :: Supplier Audit' vs 'Doclist :: Supplier Audit'.

2. Folder: Select a folder for your Doclist. It is recommended to maintain a tidy and organised structure within the system for improved efficiency when using the software, e.g. organising folders by the Programmes the Doclist will be used, e.g. Full Assessment, Pre-Assessment, etc. The Doclist is used in the SQM module only. If you require to create a new folder, click on the main ‘My Checklists’ folder, and click the 'New Folder' button at the bottom left side of the folder window. You will be prompted to name your new folder by simply typing into the open text field. To save the new folder, click away from the folder.

3. Type: Select the correct checkbox to indicate that you are a creating Doclist. While the screen appearance will remain unchanged, the system will recognise this selection and apply the appropriate functionality when the Doclist is chosen within an Assessment Template, Assessment Programme or Supplier audit Programme as Checklists and Doclists have distinct functionalities.

Remember:

Doclist: A list of Documents that are to be gathered by/for a Supplier. A Doclist can be used as part of a Supplier Audit, Supplier/Material Full Assessment or Pre-Assessment. Selecting a Doclist in a Supplier Assessment, as opposed to a normal Checklist, will prompt the User to upload Documents and specify a Review Date for the Documents that expire on a regular basis, e.g. a 3rd Party Audit Certificate. This Document will then be automatically named and stored in that Supplier's own folder in the Documents module.

Image: Completed Doclist Details

Defining Doclist Content

Image: Blank Doclist Details

1. No.: The No. column is an open text field which can be used for numbering the Documents within the Doclist.

Note: If you include any information into the No. column, it will be automatically included in the name of the Document in front of the Doclist item name.

- A Document from Supplier Full Assessment or Supplier Audit will be named: 'No. Details :: Supplier Name :: Doclist Details'

- A Document from Material Full Assessment will be named: 'No. Details :: Supplier Name :: Material Name :: Doclist Details'

2. +: The 'Plus' icon (+) allows you to add a new row under the row you have clicked the 'Plus' icon within.

3. Description: The Description column is an open text field which can be used for detailing sections, documents, instructions, etc. The maximum character limit of the description is 4000 characters. The Description field contains the name of the Document. To set the name of the Document, we must use a certain formatting. The colon symbol ':' is used to separate the name of the Document from the Document instructions. Simply type the name of the Document followed by the colon symbol and type an instruction to aid the User in adding the Document, e.g. 'Environmental Policy: Please attach a copy of your Environmental Policy.' [Mandatory Field]

Tip:

You can make the name of the Document in the Doclist stand out in bold by using HTML code:

- Example 1: Environmental Policy: Please attach a copy of your policy.

You can also make the instructions differ visually from the Document name using HTML:

- Example 2: Environmental Policy: Please attach a copy of your policy.

Note: The Name of the Document will also automatically include the name of the Supplier and the name of the Material (if applicable).

- A Document from Supplier Full Assessment or Supplier Audit will be named: 'Supplier Name :: Doclist Details'

- A Document from Material Full Assessment will be named: 'Supplier Name :: Material Name :: Doclist Details'

Note: When creating a Doclist it’s important to ensure you do not duplicate a Doclist item on another Doclist line, as each Document you are uploading requires a unique name. If Doclist items have the same name, the system will place the Documents over one another.

Image: Maximum Description Length in Doclist

4. Response: In the Doclist we are not creating questions and responses, we are gathering Documents. Therefore this field should not be completed in the Doclist, as it will not appear in the Record.

5. Document: The Documents column is a dropdown list of Documents uploaded to the Documents module on your site. This allows you to attach a Document, e.g. a Form or an Instruction, to the row, helping the User complete the Doclist in the Record, or to have the User download the Document, complete it and attach it back. This Document can then be previewed or downloaded in the Record by clicking the 'Document Icon' that will appear.

Note: Don't forget to give the User completing the Doclist in the Record sufficient instructions in the description as to what they should do with the attached Document, e.g. Please download the document, sign, date and upload it to the Doclist using the 'Add File' button.

6. Heading: The Heading column is a dropdown list of heading level options, Level 1, Level 2, Level 3. This allows you to break your Doclist into sections. Headings are usually used more within the Checklist. However, if you would like to split the Doclist into different sections of Documents, e.g. Food Safety Documents, Environmental Documents, you can do so by using the Headings.

Note: Doclist Headings will pull into the Summary Table within the Full Assessment and Supplier Audit Record, if enabled in the relevant Template or Programme. This allows the Doclist number of Corrective Actions raised to be shown for each Heading section. There will be no Rating, Result and Score for each Heading section of the Doclist, as the Doclist does not have Responses.

7. Mandatory: The Mandatory column is a tick box. This allows you to make a row mandatory in the Record. In the Record, Mandatory fields will have a red asterisk (*) beside the 'No.' column and the User completing the Record must upload a Document for this row. The User will not be able to close out the workflow stage where the Doclist is enabled unless the mandatory fields are completed.

Remember: As ticking on the 'Mandatory' column requires the Document to be uploaded for the row in the Record to allow the workflow stage to be closed, ensure you do not tick any Headings as Mandatory. Headings do not have the functionality to upload a Document. If a Heading is marked as Mandatory, you will receive a notification in a pop-up window in your Record and will be unable to complete the Record.

Image: Mandatory Row Error in Record

8. Blue Arrows: The Blue Arrows can be used to move the rows up and down.

9. Fixed Row: The Fixed Row column contains an automatically populated sequential number field. This shows you the number of each row. This field can not be edited, it is set by the system and will update automatically if rows are moved up and down.

10. Change Row: The Change Row column is an open number field. This allows you to move the row to another row number instead of moving the row up or down with the blue arrows. Once the Row number is typed into the Change Row column, the row will move immediately.

Note: The 'No.' column if used for numbering the Documents, will not automatically update when the Change Row function is used. The 'No.' column will need to be manually updated to renumber the Documents if needed.

11. X: Click the 'X' button to remove a row.

12. Add Line: Add more lines to your Doclist using the 'Add Line' button.

13. Add Checklist: You can load existing Doclist(s), from the 'System Checklists' folder or the 'My Checklist' folder. These Doclist(s) can then be included in the one you are creating and modifications can be made to them as needed.

Image: Completed Doclist

Optional: HTML Formatting for Doclists

You can use HTML tags to format your Doclist items.

For example:

This text would be bold
This text would be in italics
This text would be underlined

In the Safefood360° system only some HTML tags are permitted for use.

Permitted HTML Tags (including closing tags): , , , , , , , <h1>, <h2>, <h3>, <h4>, <h5>, <h6>, <li>, , <a>, <center>, <big>, <div>

Permitted Attributes for HTML Tags: "style", "color", "href", "target".

Note: In 'href' attributes, please only use regular URLs. Any javascript will be removed for security purposes.

Non-permitted HTML Tags: <aside>, <footer>, <ul, <ol>

Examples of HTML Codes for Doclists

The HTML code below is usually used for the Main Doclist Heading, i.e. 'Documents List', followed by a set of Instructions, i.e. 'Please click 'Add File' to upload the documents AND add the expiration date under 'Next Review Date' column using the calendar feature provided, where applicable'.

YOUR HEADING NAME GOES HEREYOUR INSTRUCTIONS GO HERE