Food Safety Plan - Main 'Actions' Button
Just like the other Programmes, Templates, Records, etc. within Safefood360°, you can access the main ‘Actions’ button where you can complete several various action options relating to the Programme, Template, Record, etc. The Food Safety Plan also has these options.
See below the functions of the Actions button options:
1. Actions>View
2. Actions>Edit
3. Actions>Copy
Image: 'Actions' Button of Food Safety Plan
Note: The Actions dropdown may look different depending on your Role and access to the module you are currently within.
Image: 'Actions' Button of Food Safety Plan with a User Role with Read Only Access
1. Actions>View Button
The 'Actions>View' button will open the Food Safety Plan in a View mode. Within this mode, it is not possible to make any changes to the sections of the Plan. The ‘Save’ button will not be visible anywhere in the Plan.
Image: 'Actions>View' Button
Image: Food Safety Plan in 'View' mode without 'Save' Button
2. Actions>Edit Button
The 'Actions>Edit' button will open the Food Safety Plan in Edit mode. Within this mode, it is possible to make changes to all sections of the Plan. The ‘Save’ button will be visible allowing you to save changes.
Image: 'Actions>Edit' Button
Image: Food Safety Plan in 'Edit' mode with 'Save' Button and Access to Open Text Fields and Dropdowns
3. Actions>Copy Button
The 'Actions>Copy' button will copy an existing Food Safety Plan you have clicked on, and allow you to make edits to the relevant details within the various workflow stages. See here to access the article on copying a Food Safety Plan.
Image: 'Actions>Copy' Button
Image: Food Safety Plan after the 'Copy' action
4. Actions>Delete Button
The 'Actions>Delete' button will allow you to delete the entire Food Safety Plan. Once the 'Actions>Delete' button has been clicked, a ‘Delete this record?’ pop-up will be displayed. Click the ‘Yes’ button to confirm and delete the Food Safety Plan or click the ‘No’ button to cancel and keep the Food Safety Plan. Deleted Food Safety Plans will be moved to the Deleted Records Archive, where they can be recovered if needed. See here to access the article on the Deleted Records Archive.
Image: 'Actions>Delete' Button
Image: Delete Confirmation Button
Note: The Deleted Records Archive is only accessible to Users with a Role that provides access to the Settings.
Image: Deleted Record Archive in Settings
5. Actions>Archive Button
The 'Actions>Archive' button will allow you to archive the entire Food Safety Plan. Once the 'Actions>Archive' button has been clicked, an ‘Archive this record?’ pop-up will be displayed. Click the ‘Yes’ button to confirm and archive the Food Safety Plan or click the ‘No’ button to cancel and keep the Food Safety Plan. Archiving the Food Safety Plan will result in it being hidden behind the 'Archive: On' button. The archived Food Safety Plans can be viewed, and recovered if needed, at any time by navigating to the either the Approved or Actions tabs of the Food Safety Plan module and clicking the ‘Archive: On’ option to show the hidden archived Food Safety Plans. The Food Safety Plan can then be accessed via the blue text name and using the 'Actions>Recover' button the Food Safety Plan can be recovered out of archive. The recovered Food Safety Plan will be placed back into it's original tab, i.e. 'Approved' or 'Actions' tab.
Note: By default, the Archived Records are hidden in the module tabs, e.g. Actions, Approved, and the ‘Archive: On’ button is displayed. Once you click the ‘Archive: On’ button, the button name will change to 'Archive: Off' and the tab will now display the Active and Archived Records. By clicking the ‘Archive: Off’ button, the button name will change back to ‘Archive: On’ and the Archived Records will be hidden once again.
‘Archive: On’ = Archived Records are currently hidden
‘Archive: Off’ = Archived Records are currently displayed
Image: Actions Tab before Food Safety Plan Archived
Image: 'Actions>Archive'
Image: Archive Confirmation Button
Image: Actions Tab after Food Safety Plan Archived
Image: Actions Tab after 'Archive: On' Button Clicked. Archived Food Safety Plan Now Visible
Image: Recovering Archived Food Safety Plan Via 'Actions>Recover' Button
Image: Recover Confirmation
Image: Actions Tab after Food Safety Plan Recovered.
Image: Audit Log Showing Archive and Recover Details
6. Actions>Add Attachment
The 'Actions>Add Attachment' button will allow you to add an external file, directly from your device, which will be linked to the Food Safety Plan. Once the 'Actions>Add Attachment' button has been clicked, an ‘Add Attachment’ 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 Food Safety Plan and click 'Open'. Once your file is within the 'File' field, click the 'Upload' button to attach the file to your Food Safety Plan. The file will be placed within an 'Attachments' section on the main Food Safety Plan page. To view the file once it is attached, it must be downloaded. To download, click the name of the file which will be in blue text. The file can be removed from the Food Safety Plan at any time by clicking the 'x' button. Click the 'Yes' button to confirm removal, or click the 'No' button to cancel the removal of the attachment from the Food Safety Plan.
Note: This external file will not be placed within the Documents module of Safefood360°, it is simply attached to the Food Safety Plan. This file must be downloaded to be viewed, as there is no preview option in the system for files added via the 'Actions>Add Attachment' button.
Image: 'Actions>Add Attachment' Button
Image: Add Attachment Pop-Up
Image: Locating File in Device Folders and Clicking 'Open'
Image: Click 'Upload' to Attach File
Image: File Attached - Click to download to your device
Image: Removal of Attachment
Image: Removal Confirmation
Image: Attachment Removed
Image: Audit Log Showing Attachment and Removal Details
7. Actions>Add Related Record Button
The 'Actions>Add Related Record' button will allow you to create and link some Record types directly from the Food Safety Plan without having to navigate to the modules of these Record types. Using the 'Add Related Record' button will open a full Record workflow in the relevant module. However, you can only complete a certain part of the Record workflow from here. Once added, you must then click the link to access the Record to complete it. The Record types that can be created from the 'Add Related Record' button are:
- Corrective Actions (See here for the article on completing a Corrective Action Record)
- Supplier Corrective Actions (See here for the article on completing a Supplier Corrective Action Record)
- Nonconformances (See here for the article on completing a Nonconformance Record)
- Discussions (See here for the article on completing a Discussion)
Additionally, there is another option within the 'Add Related Record' button. You can select the 'Other' option which will allow you to link any URL to the Food Safety Plan. This can be any Record type from any module in Safefood360° or an external website URL. This option, however, does not allow you to create a Record type, the Record must already be created in its original module before it can be added.
If you do not wish to add a related record, click the 'Cancel' button to exit the pop-up screen.
The related record will be placed within a 'Related Records' section on the main Food Safety Plan page. To view the related record, click the blue text link and the system will open a new window to bring you to said related record. The related record can be removed from the Food Safety Plan at any time by clicking the 'x' button, click the 'Yes' button to confirm removal, click the 'No' button to cancel the removal.
Note: Removing a Related Record that has come from a Record in Safefood360° does not delete the Record in Safefood360°, it simply unlinks the Record from the Food Safety Plan. If you require to delete this Record, ensure you navigate to the main Record and use the 'Actions>Delete' button to delete the Record.
Image: 'Actions>Add Related Record' Button
Image: Add Related Record Options
Image: Related Record Corrective Action Option
Image: Corrective Action Linked to Food Safety Plan
Image: Audit Log Showing Corrective Action Record Details
Image: Related Record Supplier Corrective Action Option
Image: Supplier Corrective Action Linked to Food Safety Plan
Image: Audit Log Showing Supplier Corrective Action Record Details
Image: Related Record Nonconformance Option
Image: Nonconformance Linked to Food Safety Plan
Image: Audit Log Showing Nonconformance Record Details
Image: Related Record Discussion Option
Image: Discussion Linked to Food Safety Plan
Image: Audit Log Showing Discussion Record Details
Image: Related Record 'Other' Option
Image: Document URL from Documents Module Linked
Image: Document Linked
Image: Removal of URL
Image: Removal Confirmation
Image: URL Removed
Image: Audit Log Does Not Show URL Attachment and Removal Details
Note: The details of the URL attached or removed will not be detailed within the Audit Log.
8. Actions>Email Button
The 'Actions>Email' button will allow you to send this Food Safety Plan directly to a recipient via email. The recipient does not need to be a User of Safefood360° as an option to attach a PDF of the Food Safety Plan is available. Once the 'Actions>Email' button has been clicked, an ‘Email’ pop-up will be displayed.
Image: 'Actions>Email' Button
Image: Saved Food Safety Plan Study Details
1. Email(s): Enter the recipient(s) email address(es). If adding multiple, use commas to separate the email addresses.
2. Subject: The Subject is automatically populated by Safefood360°. In this case, the first part is the name of your Site, and the second part is the name of your Record. If needed, you can make changes to this information as it is an open text field.
3. Include: By clicking next to the relevant selection, you can select if you want to include a 'Link to the Record' or just a 'PDF of the Record', or if you wish to include 'Both'. The link will only be accessible to Users of your Safefood360° Site. If you include a link to someone who is not a User of your site, they will receive an error when they try to access the link.
4. Email Body: The Email Body is automatically populated by Safefood360°. It will outline the Sender User Name, Site Name, and Food Safety Plan Name. If needed, you can make changes to this information as it is an open text field.
Automatic Email Body: 'Hello, [Sender User Name] of [Site Name] has sent you [Food Safety Plan Name]. [Site Name] uses Safefood 360 to help manage their food safety system.'
5. Send me a Copy: Click the box if you would like a copy of this email to be sent to your own email address. You will receive the same version as the recipient(s) selected in the ‘Email(s)’ section.
6. Send: Click the ‘Send’ button to send the email to the recipient(s).
7. X: Click the ‘X’ button if you want to discard this email.
Image: Sending Email Loading Screen
Image: Audit Log Showing Email Details
Image: Email Recipients(s) Received with 'Both' Options Noted
9. Actions>Get PDF Button
The 'Actions>Get PDF' button will allow you to download a PDF of the Food Safety Plan directly to your device. The Food Safety Plan has two options for the PDF download, Food Safety Plan and USDA FSIS. Both PDF options will include information taken directly from the Food Safety Plan, but the way in which the details are displayed within the PDF will differ slightly. You should select the PDF option that is relevant to you.
Image: 'Actions>Get' PDF Button
Image: 'Food Safety Plan PDF' Option
Image: 'USDA FSIS PDF' Option
Image: Audit Log Showing PDF Generation Details
10. Actions> Audit Log Button
The 'Actions>Audit Log' button will allow you to access the Audit Log. The Audit Log displays details for most actions completed for the Food Safety Plan along with the User's signature who completed the actions.
Image: 'Actions>Audit' Log Button
Image: Navigating the Audit Log
1. Created Date: The Date and Time that the action was created.
2. Description: The Description of the action that was carried out. Actions that will be noted in the Audit Log each time:
- The 'Save' or 'Save and Submit' buttons are used within the Food Safety Plan Sections
- An Edit/Change is made using the 'Edit' button (The Reason for Change details entered when the edit/change was made will be available here)
- An Attachment is Added/Removed
- The Food Safety Plan has been Archived/Recovered
- The Food Safety Plan has been Deleted/Recovered
- A PDF has been Generated
- Notes have been made using the 'Notes' field of the Audit Log
- An Email has been sent using the 'Email' option
- A Related Record has been generated (With the exception of the URL linked)
Image: Speech Bubble Icon
Note: If there is a speech bubble icon next to the Description, this means that the comment was entered using the ‘Notes’ section of the Audit Log, the comment was not made within the Food Safety Plan itself.
Image: Pen Icon
Note: If there is a pen icon next to the Description, this means that details were edited within a workflow stage of the Food Safety Plan, e.g. the Risk Rating in the Risk Assessment workflow stage.
3. View: The 'View' button will only populate if the 'FDA 21 CFR Part 11' or 'Create PDF archive of modified records in the Audit Log' boxes are ticked on within 'Settings>Plant Settings'. Turning on either of these options will provide a PDF of the Plan before an edit/change has been made. See here to access the article on the Plant Settings.
Image: FDA 21 CFR Part 11 and Create PDF archive of modified records in the Audit Log in Settings>Plant Settings
4. Created By: The name of the User who completed the Action outlined in the Description column.
5. Pages: 10 Actions are displayed on one Audit Log page. You can use the blue arrows to navigate between the pages of the Audit Log. As the Food Safety Plan will have many actions needed to complete it, there will be numerous pages of actions outlined.
6. Refresh: Click the refresh button if you know that changes were made to the Plan, but they have not been reflected in the Audit Log yet. For example, if another User is working on the Plan and you are only checking the Audit Log.
7. Notes: Stand-alone Notes can be added to the Food Safety Plan Audit Log, without having to complete any sections in the Food Safety Plan. This can be useful when leaving comments for colleagues who are working on the same Food Safety Plan.
8. Submit: If you have entered any Notes, click ‘Submit’ to add them to the Audit Log.
9. Print: The Audit Log can be printed directly by clicking the ‘Print’ button. The full Audit Log will be printed, not just the page that you are viewing.