Editing the Read & Understood
There may be times when you need to edit a Documents Read & Understood setup, e.g. a new individual User or Use Groups should be added or an existing Individual User or Use Groups should be removed.
Below are the steps that must be carried out in order to edit a Documents Read & Understood setup. Expand each step below for further explanation.
To edit a Document, navigate to the Documents in Master Data using the 'Master Data>Documents' buttons and locate the individual Document using the folders or the 'Search' field.
Note: Remember, you cannot search for a Document by its Identifier Number, unless the Identifier Number has been added to the Document Name during set-up.
Image: Navigating to Documents via 'Master Data>Documents'
Image: Expanding Document Folders by Clicking the Dropdown Arrows
Image: Searching a Key Word in the 'Search' Field
Once you have located the Document that requires an editing, you can access the Individual Document by:
1. Clicking on the name of the Document to open the Document in the same Browser Window.
2. Clicking on the 'Open' Icon to open the Document in a new Browser Window.
Image: Two Options of Accessing the Individual Document Page
Within the Document overview page, click the 'Actions>Edit Properties' button to access the Document Details page to edit the Document.
Image: Document Overview Page with 'Actions>Edit Properties' Buttons
Once you have entered the Documents Detail page, scroll down to the Read & Understood Workflow to make changes.
Image: Read & Understood Workflow Ready for Changes
Image: Read & Understood Workflow Fields
1. Due Date: The Due Date will appear as default as 'current date + 27 days'. However, this date can be manually changed by clicking the Calendar icon and selecting a date from the calendar field.
Note: The change to this Due Date field will only be reflected against newly added Users or User Groups. If you wish to change the Due Date for existing Users or User Groups you must use the Due Date field for the individual User or User Group.
2. User or Group: Using the User/User Group dropdown, select the individual Users and/or User Groups that should be included in the Read Understood workflow for this Document. Users and User Groups can be searched for quickly using the Search bar if needed. Tick the boxes of those Users and/or User Groups you would like to add. Once boxes are ticked, click the 'Select' button to add those to the list.
Image: Newly Added User
3. Due Date: The Due Date previously selected in the first Due Date will appear here for the new Users or User Groups added. However, this date can be manually changed by clicking the Calendar icon and selecting a date from the calendar field.
Note: Changing the date here will only change the date for the individual User or User Group.
Note: The Due Date cannot be changed for those existing Users and User Groups that have the Status of 'Completed'. As the actions of these Users/User Groups have already been completed.
4. Status: As the Read & Understood workflow has begun, the Status for existing Users and User Groups may appear as 'Pending', 'Completed' and 'Overdue'. New Users and User Groups added will have the Status of 'Not Started' until the Document Details are saved.
5. Reminder: As the Read & Understood workflow has begun, the Reminder box can be ticked for existing Users and User Groups that have not yet completed their action. Ticking the Reminder box and saving the changes will then trigger an email notification reminding said Users and/or User Groups to complete their Read & Understood action.
Note: The Reminder box cannot be ticked for newly added Users or User Groups. The Reminder box can only be ticked after the initial email notification has been sent for the action.
Note: If some of the Users in a User Group have already 'Completed' their actions, but some are still 'Pending' or 'Overdue' and require a Reminder. The Reminder box can be ticked for the entire User Group and those marked as 'Completed' will not have a Reminder sent to them. You will notice their Reminder box will not tick.
Image: Example of 'Completed' Users not being included in the Reminder for the User Group
Image: Reminder Email Notification
6. X: Click the 'X' button to remove the individual User or User Group.
Note: Users or User Groups removed from the Read & Understood workflow will no longer be involved in the workflow. Therefore, will no longer have any actions for this Document.
Note: If you wish to remove a User from a User Group, this cannot be done within the Document. Changes to the User Group members must be carried out in Settings. For further details, see here.
Users removed from User Groups will be automatically removed from Document Read & Understood workflows where the User Group was previously selected.
7. Add Line: Click the 'Add Line' button to add more Users or User Groups.
Note: Users or User Groups added to the Read & Understood workflow will now be involved in the workflow. Therefore, will receive an Email Notification and Action on their 'My Actions' Tab.
Note: If you wish to add a User to a User Group, this cannot be done within the Document. Changes to the User Group members must be carried out in Settings. For further details, see here.
Users added to User Groups will be automatically added to Document Read & Understood workflows where the User Group was previously selected.
Once you have completed the edits to the Read & Understood workflow setup, click the 'Save' button.
Image: Save Button
As the Document has been uploaded previously, the User must complete the 'Reason for change' pop up. Provide a reason for why you are making a change to the Document and click the 'Confirm' button to complete the changes.
Image: Reason for Change Pop Up
Image: Read & Understood Edit and new workflow begun for new Users and/or User Groups
