How to Complete a Code of Practice Record
Note: Code of Practice Programmes must be set up first before a Code of Practice Record can be created. Click here to access the article on setting up a Code of Practice Programme.
The Code of Practice Record has two workflow stages to be completed. Below are the steps that must be carried out in order to complete a Code of Practice Record. Expand each step below for further explanation.
After creating your Code of Practice Record, the Code of Practice workflow stage will open. The Code of Practice workflow stage must be completed and saved and submitted for 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: Opened Code of Practice Record
1. 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. Existing Contact/Visitor: Using the tick boxes, select: [Mandatory Field]
- Existing Contact if the person has already been added to Master Data, such as Employees or Service Suppliers.
- Visitor if the person is a once-off Visitor or won't be added to Master Data.
3. Name: If you have selected: [Mandatory Field]
- Existing Contact: Select the Contact using the Master Data dropdown
- Visitor: Type in the Visitor Name using the Open Text Field
Image: Existing Contact vs Visitor
4. Procedure: If a Document was selected within the Code of Practice Programme it will be placed here. The Document Name can be clicked to preview the Document on the screen.
Image: Document Preview Screen
5. Agreed?: The 'Code' Checklist added in the Programme will auto populate in the Record. This cannot be edited in the Record.
Note: If the Checklist needs to be edited, this must be done in Master Data. Changes to the Checklist will only be seen in newly added Records.
6. Answer: By default, for all Checklist lines, 'Yes' will appear in the Answer field. However, this can be changed by clicking the field once to change to 'No'. Click on the field once again to change back to 'Yes'.
7. Notes: Using the open text field, enter any notes for each of the Checklist lines.
8. Save: Click the 'Save' button to save the details you have entered so far to place the Record within the 'Actions' tab. Once saved, the Record will be assigned a sequential 'No.' and the status 'Open - Awaiting Code of Practice' will be detailed at the top of the Record. You can hit the 'Save' button as many times as needed until you are ready to finalise your Record, in which you then click the 'Save & Submit' button.
Warning: If you do not click 'Save' or 'Save & Submit' at least once and move away from the Record, you will lose all the details entered and the Record will not be visible in any tab of the Code of Practice module, as it was never created as a Record.
Image: Record Saved with Open Status and 'No.' Added
9. Save & Submit: Click the 'Save & Submit' button to save the Code of Practice 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 changes.
10. Cancel: Click the 'Cancel' button if you wish to discard the changes made and move back to the Code of Practice module.
Image: Completed Code of Practice
When the Code of Practice workflow stage has been Saved and Submitted, the Close Out workflow stage will open.
Image: Blank Close Out
1. Question: The 'Close Out' Checklist added in the Programme will auto populate in the Record. This cannot be edited in the Record.
Note: If the Checklist needs to be edited, this must be done in Master Data. Changes to the Checklist will only be seen in newly added Records.
2. Answer: By default, for all Checklist lines, 'Yes' will appear in the Answer field. However, this can be changed by clicking the field once to change to 'No'. Click on the field once again to change back to 'Yes'.
3. Notes: Using the open text field, enter any notes for each of the Checklist lines.
4. Decision: Using the fixed system dropdown, select the Decision on the Employee or Visitor. [Mandatory Field]
Image: Decision Dropdown
5. Justification: Using the open text field, enter the justification for the decision selected.
6. Save: Click the 'Save' button to save the information added to the Close Out workflow stage. 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.
7. Save & Submit: Click the 'Save Submit' button to save the Close Out 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.
8. Cancel: Click the 'Cancel' button to discard any details added, and move back to the Code of Practice module.
Image: Completed Close Out
Related User Guide Articles
- How to Add a Code of Practice Programme