Complete a Manually Added 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.
To manually add a Document Review Record in the Management Review module, navigate to the Management Review module via 'Management>Management Review' and click the 'Add Review>Document Review’ button.
Image: Navigation to Management Review Module, Clicking 'Add Review>Document Review' Buttons
Once created, the Document Review Record will open on the Document Review workflow stage. However, the Record will not be placed into the 'Actions' tab until you have clicked either the 'Save' or 'Save and Submit' buttons.
Image: Blank Document Review Record
After creating your 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 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: Using the Master Data dropdown, select the Document the Document Review Record is for. [Mandatory Field]
Image: Document Dropdown
Note: The Document Version can be replaced within the Document Review if needed. The 'Replace' button will appear when the Document Review Record has been 'Saved'.
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: 'Replace' Button after Record 'Saved'
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.
3. Reason for Review: Using the Fixed System dropdown, select the Reason for this Document Review Record. This dropdown includes, Audit, Legislation Change, Scheduled, Standard Requirement or Other. [Mandatory Field]
Image: Reason for Review Dropdown
4. Next Review: If the Document does not have a Scheduler set up, the Next Review will be blank.
Warning: If a 'Next Review' is completed in a Document Review Record for a Document which has no Scheduler set up within the Documents itself, the Periodic Review will not be enabled. If you require to set up a Scheduler, this must be done within the Document itself.
5. 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
6. Requirement: The Requirement is a Question that must be answered within the Document Review Record. The Requirement field is an open test 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, you will need to create a Checklist in Master Data and send a ticket to Support to embed the new Checklist within all Document Reviews 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.
7. 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
8. Comments/Observations: Using the open text field, any Comments/Observations can be added.
9. X: Click the red 'X' button to remove a Requirement question from the Checklist.
10. 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.
11. 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 Document Review' 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 Management Review module, as it was never created as a Record.
Note: When you click the 'Save' button, the Document Name will become greyed out and you will no longer be able to select a different Document. As mentioned previously, the 'Replace' button will also now appear.
Image: 'Save' Button Clicked, Document Name Greyed Out and Replace Button Appears
12. 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.
13. Cancel: Click the 'Cancel' button to discard any of the details you have entered and return to the Management Review module. The Record 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