Add an Update Review Record
An Update Review Record in Safefood 360° allows a site to conduct a brief but precise review of the selected Legal Updates. One of the greatest benefits of the Update Review is the ability to customise the provided Checklist allowing the User to complete a Review that is 100% relevant to their business.
Note: An Update Review Record is a standalone Record and does not require a Programme to be set up first before it can be created.
How to Add an Update Review Record
An Update Review Record can be raised in two ways:
To add an Update Review Record manually, you must access the Management Review module main page first. To navigate to the module, click the 'Management>Management Review' buttons. Once within the module, click the 'Add Review>Update Review' buttons. This will bring you directly to the only workflow stage of the Update Review Record. From there, you can complete the Record as per instructions outlined below.
Image: Navigation to Management Review Module, Clicking 'Add Review>Update Review' Buttons
If the Update Review pertains to any of the recent news or recalls from various food industry sources that are listed in the 'My Updates' tab of the Main Dashboard, you can generate the Update Review Record directly based on the specific Update you wish to review. Navigate to the main 'Dashboard>My Updates' where you will see a list of recent updates. Locate the specific Update you wish to review and click on the black 'Add Review' icon on the right-hand side of the page. This will be added to the 'Actions' tab of the Management Review module, and you can choose if you want to complete the Record now or later by confirming your choice in the pop-up window. This will bring you directly to the only workflow stage of the Update Review Record. From there, you can complete the Record as per instructions outlined below.
Image: Navigate to 'Dashboard>My Updates', Clicking 'Add Review Icon to Add Update Review Record
Stages of the Update Review Record
After creating your Update Review Record, the Update Review workflow section will open. The Update Review Record is a one workflow stage Record. Therefore you will not see any workflows section greyed out. The Update Review Record is simply completed once the Update Review workflow stage is 'Saved & Submitted'.
See below how to complete the Update Review workflow stage of the Update Review Record.
Image: Blank Update Review
1. Date: This is the Date that the Review Record has been opened/created. You can click on the Calendar icon to select a different date.
2. Description: Using the open text field, add a brief description of the Update being reviewed, e.g. the title of legislative change. [Mandatory Field]
Note: The 'Description' field will be pre-populated if the Update Review Record was opened via the 'My Updates' tab using the 'Add Review' Icon. However, it can be edited if needed using the open text field.
3. Reason for Review: Click on the dropdown arrow to select the Reason for this Update Review. You can select from New legislation, Change in existing legislation, New product introduction, New market entry, Incident, Recall/Withdrawal, Withdrawal, Alert, Notification, Scientific Development, Regulatory order, Nonconformance, Complaint, Other. [Mandatory Field]
Note: The 'Reason for Review' field will be pre-populated if the Update Review Record was opened via the 'My Updates' tab using the 'Add Review' Icon. However, it can be edited if needed using the dropdown field.
Image: Reason for Review Dropdown
4. Details: Using the open text field, enter details of the Update being reviewed. [Mandatory Field]
Note: The 'Details' field will be pre-populated with the Link to the corresponding Update if the Update Review Record was opened via the 'My Updates' tab using the 'Add Review' Icon. However, it can be edited if needed using the open text field.
5. Report Item: The Updated Review Checklist Report Item list a question to be answered. This question can be edited, as the field is an open text field. [Mandatory Field]
Note: The Update Review Record Checklist seen is a System Default Checklist. As the Update 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 Update Review, you will need to create a Checklist in Master Data and send a ticket to Support to embed the new Checklist within all Update Reviews going forward.
Important to Remember: Although the Report Item questions can be customised using the Checklist, the Answer will always be 'Yes/No'. Therefore you must ensure your Report Item questions have the correct verbiage for 'Yes/No' responses.
6. Reviewed: This is automatically pre-populated with a 'Yes' response. To select a different response, click on the drodpown arrow. By default, you can only select a 'Yes' or 'No' Response. The response refers to if the report item has been reviewed or not.
Image: Editing an Item (1) and Selecting a 'Reviewed' Response (2)
7. Report: A Report can be entered for each Report Item using the open text field.
8. Reviewed By: Use the dropdown arrow to select the Employee who completed the Report Item. To select the 'Reviewed By', source the required name from the Employees folder and click on the name until a grey background appears, then click 'Select' to add it to the Record. [Mandatory Field]
Note: If you have multiple Report Items, selecting an Employee name for the first Item will cause the rest of the Items to be completed with the same name, saving you time when completing the Record. If you do not wish to select the same person for all Report Items, you should complete the first line in the 'Reviewed By' column last.
Image: Selecting the 'Reviewed By'
9. Add Line: Click 'Add Line' to add more Items to the Report.
10. X: Click the red 'X' button to remove an Item from the Report. You will be asked to confirm your choice in a pop-up window.
11. Save: Click the 'Save' button to save your progress and come back to the Record to complete parts of the workflow stage as many times as needed. Clicking the 'Save' button will not cause a signature to be added to the Record.
12. Save & Submit: Click the 'Save & Submit' button when you are happy to close this workflow stage and to complete the Record. The Record will be moved to the 'Complete' tab. When you 'Save & Submit' a workflow stage, a signature is added. To access the stage to make changes, you will need to click the 'Edit' button.
13. Cancel: Click the 'Cancel' button if you wish to discard your progress and return to the main Management Review module page. Clicking the 'Cancel' button will cause you to loose your progress without the possibility of recovering the information.
Image: Update Review Record After 'Save & Submit'
Image: 'Update Review' Stage in 'Edit' Mode - No 'Save' Button (1), Reason for Change Requested (2), Second Signature Added (3)
