Food Safety Plan - Workflow 'Actions' Button
When the Food Safety Plan is accessed via the 'Actions>Edit' or 'Actions>View' buttons, each workflow section of the Food Safety Plan is presented with its own 'Actions' button with different options. In most workflow sections, you will be able to Print, Email, or get a PDF file of that workflow section. This can be useful in the case of an external Audit if you want to have a hard copy of certain sections of your Food Safety Plan with the most recent updates to show to the Auditor.
See below the 'Actions' button options within the following workflow sections:
1. Study Details 'Actions' Button
3. Flow Diagram 'Actions' Button
4. Process Steps 'Actions' Button
1. Study Details 'Actions' Button
Image: Study Detail Overall 'Actions' Button Options
'Actions>Print'
Image: Study Details 'Actions>Print' Option
The 'Actions>Print' button will allow you to print the Study Details workflow page. Your usual printing page set up will open when this option is selected.
Image: Example of Printing Page Set Up
'Actions>Email'
Image: Study Detail 'Actions>Email' Option
The 'Actions>Email' button will allow you to send the Study Details 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 Study Details is available. Once the 'Actions>Email' button has been clicked, an ‘Email’ pop-up will be displayed.
Image: Email Pop-Up Screen
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.
'Actions>PDF'
Image: Study Details 'Actions>PDF' Option
The 'Actions>Get PDF' button will allow you to download a PDF of the Study Details.
Image: Study Details PDF Generated
2. Materials 'Action' Button
Image: Material Overall 'Actions' Button Options
'Actions>Print'
Image: Materials 'Actions>Print' Option
The 'Actions>Print' button will allow you to print the Materials workflow page. Your usual printing page set up will open when this option is selected.
Image: Example of Printing Page Set Up
'Actions>Email'
Image: Materials 'Actions>Email' Option
The 'Actions>Email' button will allow you to send the Materials workflow stage 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 Materials is available. Once the 'Actions>Email' button has been clicked, an ‘Email’ pop-up will be displayed.
Image: Email Pop Up Screen
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.
'Actions>Get PDF'
Image: Materials 'Actions>Get' PDF Option
The 'Actions>Get PDF' button will allow you to download a PDF of the Materials workflow stage.
Image: Materials PDF Generated
3. Flow Diagram 'Actions' Button
Image: Flow Diagrams Overall 'Actions' Button Options
'Actions>Print'
Image: Flow Diagram 'Actions>Print' Option
The 'Actions>Print' button will allow you to print the individual Flow Diagrams. You will be prompted with a 'Print Orientation Preview' screen. Once you have selected an orientation, you will be brought to a new tab, where you can use the browser printing options to complete the print of your Flow Diagram.
Image: Print Orientation Pop Up
Image: Example of Preview Page
'Actions>Copy'
Image: 'Actions>Copy' Flow Diagram Option
The 'Actions>Copy' button will copy an existing Flow Diagram you have clicked on within the Food Safety Plan and allow you to make any edits to the relevant details of the new Flow Diagram, such as the Name, Description and Flow Diagram Details. Once you click the 'Save' button on the newly copied Flow Diagram, the new Flow Diagram will be added to the list of Flow Diagrams for that Food Safety Plan.
Image: Copied Flow Diagram with Save Button to Confirm New Flow Diagram
Image: Copied Flow Diagram added to Flow Diagram List
'Actions>Delete'
Image: 'Actions>Delete' Button for Flow Diagram Option
The 'Actions>Delete' button will allow you to delete the selected Flow Diagram. 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 Flow Diagram or click the ‘No’ button to cancel and keep the Flow Diagram. If you choose to delete a Flow Diagram from the Food Safety Plan, you will be asked to provide a 'Reason for Change'. The information detailed in the 'Reason for Change' will be displayed in the Action Log of the Food Safety Plan. Deleted Flow Diagrams 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: Delete Confirmation Pop-Up
Image: Reason for Delete Pop-Up
Image: Deleted Record Archive in Settings
Note: The Deleted Records Archive is only accessible to Users with a Role that provides access to the Settings.
'Actions>Get PDF'
Image: 'Actions>Get PDF' Button
The 'Actions>Get PDF' button will allow you to download a PDF of the Flow Diagram directly to your device. There are different options, which will be displayed once you hover over the 'Get PDF' button.
Image: Different PDF Layout Options
Image: Flow Diagram PDF Generated
'Actions>Audit Log'
Image: 'Actions>Action Log' Option
The 'Actions>Audit Log' button will allow you to to access the Audit Log for the individual Flow Diagram within the Food Safety Plan. The Audit Log displays details for most actions completed for the individual Flow Diagram and the User signature who completed the actions.
Note: The Flow Diagram Audit Log details will also be seen within the overall Food Safety Plan Audit Log. See here to access the article on the overall Food Safety Plan Audit Log.
Image: Audit Log for the Flow Diagram
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 Flow Diagram
- An Edit/Change is made using the 'Edit' button (The Reason for Change details entered when the edit/change were made will be available here)
- A PDF has been Generated
- Notes have been made using the 'Notes' field of the Audit Log
- A Recovered Deleted Flow Diagram
Note: If the Flow Diagram is deleted, it will not be noted in the Flow Diagram Audit Log. However the details of the deleted Flow Diagram will be noted in the overall Food Safety Plan Audit Log.
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 the Settings>Plant Settings. Turning on either of these options will provide a PDF of the Flow Diagram 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.
6. Refresh: Click the refresh button if you know that changes were made to the Flow Diagram, but they have not been reflected in the Audit Log yet. For example, if another user is working on the Flow Diagram and you are only checking the Audit Log.
7. Notes: Stand-alone Notes can be added to the Flow Diagram Audit Log, without having to complete any edits/changes to the Flow Diagram. This can be useful when leaving comments for colleagues who are working on the same Flow Diagram.
8. Submit: If you have entered any Notes, click ‘Submit’ to add them to the Audit Log.
9. Print: The Flow Diagram Audit Log can be printed directly by clicking the ‘Print’ button. The full Flow Diagram Audit Log will be printed, not just the page that you are viewing.
4. Process Steps 'Action' Button
Image: Process Steps Overall 'Actions' Button Options
'Actions>Print'
Image: Process Steps 'Actions>Print' Option
The 'Actions>Print' button will allow you to print the Process Steps workflow page. Your usual printing page set up will open when this option is selected.
Image: Example of Printing Page Set Up
'Actions>Email'
Image: Process Steps 'Actions>Email' Option
The 'Actions>Email' button will allow you to send the Process Steps 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 Process Steps is available. Once the 'Actions>Email' button has been clicked, an ‘Email’ pop-up will be displayed.
Image: Email Pop-Up Screen
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.
'Actions>PDF'
Image: Process Steps 'Actions>PDF' Option
The 'Actions>Get PDF' button will allow you to download a PDF of the Process Steps.
Image: Process Steps PDF Generated
5. Hazard Analysis 'Action' Button
To access the 'Actions' Button for Hazard Analysis, you must click on a specific Hazard first for your selected step.
Image: Hazard Analysis Overall 'Actions' Button Options
'Actions>Delete'
Image: 'Actions>Delete' Button for Hazard Analysis Option
The 'Actions>Delete' button will allow you to delete the Hazard Analysis. 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 Hazard Analysis or click the ‘No’ button to cancel and keep the Hazard Analysis. Deleted Hazard Analysis 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: Delete Confirmation Pop-Up
Image: Reason for Delete Pop Up
Image: Deleted Record Archive in Settings
Note: The Deleted Records Archive is only accessible to Users with a Role that provides access to the Settings.
'Actions>Print'
Image: Hazard Analysis 'Actions>Print' Option
The 'Actions>Print' button will allow you to print the Hazard Analysis workflow page. Your usual printing page set up will open when this option is selected.
Image: Example of Printing Page Set Up
'Actions>Email'
Image: Hazard Analysis 'Actions>Email' Option
The 'Actions>Email' button will allow you to send the Hazard Analysis 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 Hazard Analysis is available. Once the 'Actions>Email' button has been clicked, an ‘Email’ pop-up will be displayed.
Image: Email Pop Up Screen
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.
'Actions>Get PDF'
Image: Hazard Analysis 'Actions>PDF' Option
The 'Actions>Get PDF' button will allow you to download a PDF of the Hazard Analysis.
Image: Hazard Analysis PDF Generated
'Actions>Audit Log'
Image: 'Actions>Audit Log' Option
The 'Actions>Audit Log' button will allow you to access the Audit Log for the individual Hazard Analysis. The Audit Log displays details for most actions completed for the individual Hazard Analysis and the User signature who completed the actions.
Note: The Hazard Analysis Audit Log details will also be seen within the overall Food Safety Plan Audit Log. See here to access the article on the overall Food Safety Plan Audit Log.
Image: Audit Log for the Hazard Analysis
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 Hazard Analysis
- An Edit/Change is made using the 'Edit' button (The Reason for Change details entered when the edit/change were made will be available here)
- A PDF has been Generated
- Hazard Analysis was Printed
- Notes have been made using the 'Notes' field of the Audit Log
- Hazard Analysis is Deleted/Recovered
Note: If the Hazard Analysis is deleted, it will not be noted in the Hazard Analysis Audit Log as it is specific for each separate Hazard Analysis. However, the details of the deleted Hazard Analysis will be noted in the overall Food Safety Plan Audit Log.
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 the Settings>Plant Settings. Turning on either of these options will provide a PDF of the Hazard Analysis 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.
6. Refresh: Click the refresh button if you know that changes were made to the Hazard Analysis, but they have not been reflected in the Audit Log yet. For example, if another user is working on the Hazard Analysis and you are only checking the Audit Log.
7. Notes: Stand-alone Notes can be added to the Hazard Analysis Audit Log, without having to complete any edits/changes to the Hazard Analysis. This can be useful when leaving comments for colleagues who are working on the same Hazard Analysis.
8. Submit: If you have entered any Notes, click ‘Submit’ to add them to the Audit Log.
9. Print: The Hazard Analysis Audit Log can be printed directly by clicking the ‘Print’ button. The full Hazard Analysis Audit Log will be printed, not just the page that you are viewing.
6. Plans 'Actions' Button
Image: Plans Overall 'Actions' Button Options
'Actions>Print'
Image: Plans 'Actions>Print'
The 'Actions>Print' button will allow you to print the Process Steps workflow page. Your usual printing page set up will open when this option is selected.
Image: Example of Printing Page Set Up
'Actions>Get PDF'
Image: Plans 'Actions>Get PDF' Option
The 'Actions>Get PDF' button will allow you to download a PDF of the Plans.
Image: Plans PDF Generated
