How to Add a Standard Cleaning Record
Note: Standard Cleaning Programmes must be set up first in the Cleaning module before a Standard Cleaning Record can be created. Click here to access the article on setting up a Standard Cleaning Programme
The Standard Cleaning Record has two workflow stages, and an additional workflow stage that will open if selected in the previous workflow stage, bringing the total number of possible workflow stages to three.
Below are the steps that must be carried out in order to complete a Standard Cleaning Record. Expand each step below for further explanation.
Note: A Standard Cleaning Record can be raised in three ways.
For further detail on each way to open a Standard Cleaning Record, see the article below:
- Option 1: Using the 'Add Cleaning>Standard Cleaning' Buttons within the Cleaning Module
- Option 2: Using the 'Actions>Add Record' Buttons of a Specific Standard Cleaning Programme
- Option 3: Using the 'Scheduler' Option within a Standard Cleaning Programme
Important: If a Cleaning Programme requires a specific Training Programme to be completed before Users can complete the Cleaning Record, a Training Record must be completed with the Employee names noted as having attended the Training.
Only Users that are Contact Associated with Employees who have been noted as having attended the Training within a Training Record will be able to access the Cleaning Record.
Any Users that are not Contact Associated with Employees who have been noted as having attended the Training within a Training Record will not be able to access the Cleaning Record and will receive an Error on screen.
Image: Required Training Has Not Been Completed
After creating your Standard Cleaning Record, the Cleaning Record workflow stage will open. The Cleaning Record workflow stage must be completed, and saved and submitted before the next workflow stage will become accessible. The other workflow stage will remain greyed out and inaccessible until the 'Save & Submit' button has been clicked for the workflow stage before it.
Image: Blank Cleaning Record
1. Date: The Date the Record was opened will auto populate within this Date Field. However, using the Calendar Field, the Date can be edited.
2. Item: The Items selected in the Standard Cleaning Programme will appear here. They cannot be changed at the Standard Cleaning Record level. If changes need to be made to the Items, these changes must be done within the Standard Cleaning Programme. The changes made to the Programmes will only be reflected in new Records, not existing ones.
3. Tasks: The Tasks detailed in the Standard Cleaning Programme will appear here. They cannot be changed at the Standard Cleaning Record level. If changes need to be made to the Tasks, these changes must be done within the Standard Cleaning Programme. The changes made to the Programmes will only be reflected in new Records, not existing ones.
4. Responsible: The Responsible Job Description selected in the Standard Cleaning Programme will appear here. This cannot be changed at the Standard Cleaning Record level. If changes need to be made to the Responsible Job Description, these changes must be done within the Standard Cleaning Programme. The changes made to the Programmes will only be reflected in new Records, not existing ones.
5. Procedure: If a Procedure was selected within the Standard Cleaning Programme for a specific Task they will be placed here in the form of a blue clickable link. The Document Name can be clicked to preview the Document on the screen.
Image: Preview of a Linked Procedure
6. Comments/Observation: Using the Open Text Field, Comments/Observations on the Task can be added.
7. File: Using the 'Add File' button, Files can be attached to the Task, e.g. Images of Item when cleaned. 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 Task 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, a preview screen will appear. 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 Task
Image: File Attached to the Task
8. Completed: To note if the Task has been completed or not, click the Completed box:
- Once for 'Yes'
- Twice for 'No'
- Thrice for 'Not Applicable'
Note: If the workflow stage is 'Saved' or 'Saved & Submitted' without the 'Completed' being selected, by default, 'Not Applicable' will be automatically selected for each of the Items that were left blank.
9. Completed Date: The Completed Date will populate automatically once the 'Yes' option has been selected for the Task. Once it has populated, you can change the date using the Calendar Field. However, the Calendar Field cannot be accessed before this. Therefore, if you place the option of 'No' or 'Not Applicable' you will not be able to add a Completed Date.
Image: Calendar Field Accessible Once 'Yes' Option Selected
Image: No Access to Calendar Field Once 'No' or 'Not Applicable' Option Selected
10. Completed By: Using the Master Data dropdown, select the Employee or Supplier that completed the Standard Cleaning Task. When you select a person in the first line of the Record, clicking out of the field will auto-populate the rest of the fields with the same name. If you do not wish to auto-populate the 'Completed By', you should leave the first task to be completed (marked as completed) last.
Note: If the User completing the Standard Cleaning Record has been Contact Associated with an Employee in the Settings, their Employee name will appear here automatically. However, this Employee can be changed manually by clicking into the 'Completed By' dropdown. For further details on Contact association, see here.
Image: Completed By Field Automatically Populated due to Contact Association
Image: Selecting Completed By From Employees and Supplies in Master Data
Image: Contact Auto-populating Down when Selected in the First Line
11. Chemical Used: If a Chemical was selected in the Standard Cleaning Programme, it will be displayed here. It is not an editable field. Any changes that need to be made should be made directly in the Cleaning Programme - the changes made will be reflected in new Records only.
12. Material Safety Data Sheet: If a Material Safety Data Sheet was attached to the Chemical in the Standard Cleaning Programme, it will be displayed here in the form of a blue clickable hyperlink. To preview the MSDS on the same screen, the Document Name can be clicked.
13. Chemical Used?: Click in the box once to select 'Yes' as the response, or click the box twice to select 'No' as the response. Once you select a response, it cannot be deleted.
Image: Chemical Used Marked as Yes
14. Report: Use the open-text field to enter an overall report or provide additional comments
15. Save: Click the 'Save' button to save the Cleaning Record 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.
16. Save & Submit: Click the 'Save & Submit' button to save the Cleaning Record 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.
17. Cancel: Click the 'Cancel' button if you wish to discard the changes made and move out to the Cleaning module.
Image: Completed Cleaning Record
When the Cleaning Record workflow stage has been saved and submitted, the Verification & Release workflow stage will open. The details of the Verification & Release workflow stage will depend on the Standard Cleaning Programme set up. If any of the Verification & Release requirements were removed from the Standard Cleaning Programme, they will appear as 'Not Required' in the Record.
Image: Blank Verification & Release
1. Visual Inspection: The Visual Inspection detailed in the Standard Cleaning Programme will appear here. They cannot be changed at the Standard Cleaning Record level. If changes need to be made to the Visual Inspections, these changes must be done within the Standard Cleaning Programme. The changes made to the Programmes will only be reflected in new Records, not existing ones.
2. Conducted By: By default, the name of the person selected as Responsible for the Visual Inspection in the Standard Cleaning Programme will appear here. If needed, this can be changed by clicking the dropdown arrow and selecting a new Contact from the Employees and Contacts added to Master Data.
Image: Contacts Dropdown
3. Result: To note the Result of the Visual Inspection, click the Result box:
- Once for 'Pass'
- Twice for 'Fail'
- Thrice for 'Not Applicable'
4. ATP Test Result - Sample Point: The ATP Test Sample Points detailed in the Standard Cleaning Programme will appear here. The text can be edited at the Standard Cleaning Record level using the Open Text Field. However, these changes will not be reflected within the Standard Cleaning Programme.
Note: Although the Text within the ATP Test Sample Points can be edited in the Record, new rows cannot be added, and current rows cannot be deleted. If you require more or less rows, these edits must be done within the Standard Cleaning Programme
5. Reading: Using the Numerical Field, the Reading of the Test can be added. Entering this Reading will cause the 'Result' field to populate automatically, as the Reading and Result are linked via the Limits set up within the Standard Cleaning Programme. The Readings are colour coded as:
- Black for 'Pass'
- Orange for 'Pass Warning' (Only available for ATP Testing)
- Red for 'Fail'
6. Result: The Result field will populate automatically from the Reading detailed in the Reading field, as the Reading and Result are linked via the Limits set up within the Standard Cleaning Programme. However, the Result can be manually changed by clicking the Result box:
- Once for 'Pass'
- Twice for 'Fail'
Image: Examples of Readings Colours According to the Limits in the Programme
7. Chemical Concentration: The Chemical Concentrations detailed in the Standard Cleaning Programme will appear here. They cannot be changed at the Standard Cleaning Record level. If changes need to be made to the Chemical Concentrations, these changes must be done within the Standard Cleaning Programme. The changes made to the Programmes will only be reflected in new Records, not existing ones.
8. Residual Chemical: The Residual Chemicals detailed in the Standard Cleaning Programme will appear here. They cannot be changed at the Standard Cleaning Record level. If changes need to be made to the Residual Chemicals, these changes must be done within the Standard Cleaning Programme. The changes made to the Programmes will only be reflected in new Records, not existing ones.
9. Allergen Control: The Allergen Controls detailed in the Standard Cleaning Programme will appear here. They cannot be changed at the Standard Cleaning Record level. If changes need to be made to the Allergen Controls, these changes must be done within the Standard Cleaning Programme. The changes made to the Programmes will only be reflected in new Records, not existing ones.
10. Report: Using the Open Text Field, details and comments relating to the Verification & Release workflow stage can be added.
11. Decision: Using the Tick Boxes, a Decision must be made. By default, the 'Release into Production?' option will be ticked. However, this can be changed.
- Release into Production?: If selected, when the 'Save & Submit' button is clicked, the Record will be completed, closed and moved to the 'Complete' tab
- Re-clean Required?: If selected, when the 'Save & Submit' button is clicked, the Record will move on to the 'Re-clean' workflow stage
12. Save: Click the 'Save' button to save the Verification & Release workflow 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.
13. Save & Submit: Click the 'Save & Submit' button to save the Verification & Release workflow and depending on the 'Decision' made, either close the Record or move to the Re-clean 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.
14. Cancel: Click the 'Cancel' button if you wish to discard the changes made and move out to the Cleaning module.
Image: Completed Verification & Release After 'Release into Production' Decision (Record Completed and Closed)
Image: Completed Verification & Release After 'Re-clean' Decision (Re-clean Workflow Open)
Image: Blank Re-clean Workflow Stage
1. Date/Time: The Date and Time will automatically populate with the Date and Time that the Re-clean workflow stage was opened. To change the Date, click on the Calendar Field and select the required Date. To change the Time, click on the dropdown and select the Time. If needed, a specific Time can also be entered in the dropdown field using numbers.
2. Re-clean Details & Scope: Using the Open Text Field, specific details and scope relating to the Re-clean can be added. [Mandatory Field]
3. Report: Using the Open Text Field, a Verification Report for the Re-clean can be added.
4. Release into Production?: Using the Tick Box, confirm that the equipment/line is ready to be released into Production. Leave the box unticked if you do not wish to confirm the Re-clean as successful and the equipment/line should not be released into Production. Whether you leave the box ticked or unticked, no other workflow stages will be opened.
5. Save: Click the 'Save' button to save the Re-clean workflow. This will save the information added, but not complete the Record. 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.
6. Save & Submit: Click the 'Save & Submit' button to save the Re-clean workflow stage and complete the Record. As this is the final workflow stage, if you choose to 'Save & Submit', the final workflow stage will be closed, and the Record will be moved from the 'Actions' tab to the 'Complete' tab. Going forward, you must click the 'Edit' button to re-enter the stage to make any changes. Once the Record has been moved to the 'Complete' tab, it cannot be moved back to the 'Actions' tab.
7. Cancel: Click the 'Cancel' button if you wish to discard the changes made and move out to the Cleaning module.
Image: Completed 'Re-clean' Workflow Stage After 'Save & Submit'
Remember: The Employee selected as the following in the Standard Cleaning Programme will have an Action on their 'My Actions' tab for the following workflow stages in the Standard Cleaning Record:
Responsible (For the overall Programme)
Will have a 'My Action' for the:
- Cleaning Record workflow stage
- Verification & Release workflow stage
- Re-Clean workflow stage
Responsible (For Visual Inspection Requirement)
Will have a 'My Action' for:
- Each Visual Inspection Requirement that they have been noted as Responsible for within the Verification & Release workflow stage
*Note: The 'My Actions' on the relevant dashboards will disappear once the required workflow stage has been completed by clicking 'Save & Submit'. in the Record.