Complete a Scheduled Document Review Record
Note: A Document Review Record is a Standalone Record and does not require a Programme to be set up first before it can be created. However, A Document must be uploaded to Master Data before a Document Review Record can be created. To access the article on adding Documents, see here.
The Document Review Record has one workflow stage to be completed. Below are the steps that must be carried out in order to complete a Document Review Record. Expand each step below for further explanation.
The Scheduled Document Review Record can be located in two modules, Management Review or Documents.
Image: Option 1 - Navigate to the Management Review Module, Click the 'Actions' Tab and Locate the Document Review Record
Image: Option 2 - Navigate to the Documents Module, Click the 'Actions' Tab and Locate the Document Review Record
After accessing the Scheduled Document Review Record, the Document Review workflow section will open. The Document Review Record is a one workflow stage Record. Therefore, you will not see any workflows section greyed out. The Document Review Record is simply completed once the Document Review workflow stage is 'Saved & Submitted'.
Image: Blank Scheduled Document Review Record
1. Date: The Date the Record was opened will auto populate within this date field. However, this can be changed if needed by clicking into the calendar field and using the calendar to select the correct date.
2. Document Name: The Document Name will auto populate when the Document Review Record has been opened via the Scheduler within the Document itself. The Document Name cannot be edited.
3. Replace: The Replace button allows the User to replace the Current Document Version with a New Document Version if needed. Once the 'Replace' button is clicked, the 'Add File' pop-up screen will appear, where you can access your device Documents via the 'Three dots' icon. When you have selected the file to be added, click the 'Open' button and click 'Upload' on the 'Add File' pop-up screen. The file will now be attached to the Document Review Record and when the Document Review Record is 'Saved and Submitted', the Document will be replaced within the Documents module.
Warning: Replacing a Document via the Document Review Record will kick off an Approval Workflow once the Document Review Record is 'Saved & Submitted' if an Approval Workflow is enabled within the Document itself.
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 Document Review Record
Image: File Attached to Document Review Record
Note: To access the file that has been attached, click the blue text file name which will open a preview screen with the Document to view.
4. Reason for Review: The Reason for Review will auto populate with 'Scheduled' when the Document Review Record has opened via the Scheduler within the Document itself. However, this can be changed using the Fixed System dropdown to select from Audit, Legislation Change, Scheduled, Standard Requirement or Other. [Mandatory Field]
Image: Reason for Review Dropdown
5. Next Review: The Next Review will auto populate with the date the next Document Review Record is due to be completed when the Document Review Record has opened via the Scheduler within the Document itself. However, the Next Review can be changed using the calendar field within the Record.
Important: If changes are made to the Next Review, this change will be reflected in the Scheduler of the Document itself. The 'Start Date' within the Scheduler will update to the new Next Review date. However, you can only change the date from here, not the frequency. Therefore, if your frequency must also be edited, navigate to the Document itself and make the necessary changes there.
6. Completed By: Using the Master Data dropdown, select the Employee or Supplier who have completed the Document Review Record.
Note: A Supplier may complete Document Review Records for Supplier Documents if they are invited to the Supplier Portal.
Image: Completed By Dropdown
7. Requirement: The Requirement is a Question that must be answered within the Document Review Record. The Requirement field is an open text box which can be edited if needed. [Mandatory Field]
Note: The Document Review Checklist seen is a System Default Checklist. As the Document Review is a standalone Record and does not require a Programme to be built, we cannot simply select a new Checklist ourselves. To change the Checklist within the Document Review Record, you will need to create a Checklist in Master Data and send a ticket to Support to embed the new Checklist within all Document Review Records going forward.
Important to Remember: Although the Requirement questions can be customised using the Checklist, the Answer will always be 'Yes/No'. Therefore, you must ensure your Requirement questions have the correct verbiage for 'Yes/No' responses.
8. Response: The Responses for the Requirement questions will not auto-populate. Using the Fixed System dropdown, select 'Yes' or 'No' as required. [Mandatory Field]
Image: Response Dropdown
9. Comments/Observations: Using the open text field, any Comments/Observations can be added.
10. X: Click the red 'X' button to remove a Requirement question from the Checklist.
11. Add Line: Click the 'Add Line' button to add more Requirement questions to the Checklist.
Note: Any Requirement questions added to the individual Document Review Record will only be seen in this individual Record. The added Requirement questions will not be seen in other Document Review Records.
12. Save: Click the 'Save' button to save the details you have entered so far and leave the Record in the 'Actions' tab. 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' and move away from the Record, you will lose all the details entered.
13. Save & Submit: Click the 'Save & Submit' button to save the details you have entered and place the Record within the 'Complete' tab. Once saved and submitted, the Record will be marked as completed, a signature of the User will be noted, and if changes are needed, the 'Edit' button within the 'Document Review' stage must be used.
14. Cancel: Click the 'Cancel' button to discard any of the details you have entered and return to the Management Review module. The details will not be saved.
Image: Completed Document Review Record
Additional Note
Note: If the Document is a Supplier Document, i.e is located in a Supplier's Folder under the Supplier Files Folder, a Link to the Supplier's Master Data page will be seen at the top of the Record.
Image: Link to Supplier's Master Data Page
Related User Guide Articles
- Scheduled Document Review Record vs Manually Created Document Review Record