Add a Service
Various generic Services that are essential for ensuring quality and safety for successful operational activities within your company will be added here. These can include Quality Assurance, Food Safety Compliance, Training and other Services.
The following areas of the system include the Services as part of Master Data:
- Management: Service Complaints, Service Nonconformance, Service Management Review Records
- Monitoring: Monitoring, Receiving, Receiving & Inspection* (if applicable to your Site)
Below are the steps that must be carried out in order to add a Service. Expand each step below for further explanation.
To add a Service in Safefood 360°, navigate to Products & Materials in Master Data using the 'Master Data>Products & Materials' button and click the 'Add Service' button to open a blank Service page.
Image: Navigating to Products & Materials via 'Master Data>Products & Materials', Clicking 'Add Service' Button
Image: Blank Service Page
After opening the Service page, there are different sections to complete. Some are mandatory while others are optional.
See below the details on the Service page sections:
Image: Blank Service Details
1. Name: Using the open text field, enter the name of the Service. This name will appear throughout the system where this Service is selected, e.g. Records, Programmes, etc. [Mandatory Field]
Remember: The 'Services' in Safefood360° are Generic Services, not the Service Company itself. If you wish to add the Service Company to your site, this should be done in 'Suppliers'. See here to access the article on Suppliers.
2. Identifier: Using the open text field, enter the internal ID or code for this Service. If you do not have an ID or code for your Service, this field can be left blank and the system will automatically assign a number to the Service, starting from 1 and moving up depending on the number of Service previously added to your site.
Tip: The 'Identifier' may not always be visible, and is not searchable in Records. If you would like to view/search for the 'Identifier', simply add the 'Identifier' to the Service name, e.g. 'SS01 :: Pest Control'.
3. Folder: Select a folder for your Service. It is recommended to maintain a tidy and organised structure within the system for improved efficiency when using the software, e.g. organising folders by Service Category such as Equipment Services, Plant Services, etc. If you require to create a new folder, click on the main ‘Services’ folder, and click the 'New Folder' button at the bottom left side of the folder window. You will be prompted to name your new folder by simply typing into the open text field. To save the new folder, click away from the folder.
4. Categories: Using the dropdown from Master Data, select a Category, e.g. Equipment Services, Plant Services, etc. Multiple Categories can be added for one Service. If the Category you are looking for is not added to Master Data at the time of creating the Service, click the 'Categories' folder and then click ‘Add New’. This will bring you directly to the ‘Master Data>Categories>Add Standard Categories’ page where you can add your Category. See here to access the article on Categories.
Image: Categories Dropdown
5. Add Line: Additional Categories can be added by clicking the 'Add Line' button.
6. X: Click the 'X' button to remove Categories.
7. Supplier: Using the dropdown from Master Data, select the Supplier that provides this Service. Navigate through the Supplier folders to find your required Supplier or use the 'Search' bar to search for the Supplier by name. If your required Supplier is not added to your site at the time that you are completing the Service page, one can be added by clicking on the main 'Suppliers' folder and then clicking ‘Add New’. This will bring you directly to the ‘Master Data>Contacts>Add Contact>Supplier’ page where you can add your Supplier. See here to access the article on Suppliers.
Image: Supplier Dropdown
8. Description: Using the open text field, enter a brief description of the Service.
9. Risk: Using the dropdown, select the Risk from the Risk Values, None (1), Low (2), Medium (3) or High (4). This Risk Value will become the Risk of the Service. Using the 'Attach/Link' buttons, you can attach a file from your device or link a URL to an internal system Record/Document, or any external sources, to help justify your chosen Risk Value for the Risk Assessment. Both the attachment and the link will be displayed in the Risk Assessment to be viewed at another time. Using the 'Report' open text field, you can provide further justification for your Risk Assessment choice.
Image: Risk Dropdown
10. Enable Periodic Review: If you wish to review the Service on a scheduled basis you can enable the Periodic Review and set up the details here. A Service Review Record will open in the ‘Management Review’ module.
Image: Enabled Periodic Review
11. Start Date: Using the calendar field, select the Date you want the Service Review Record to be generated for the very first time.
12. Repeat Every: Set the frequency at which you would like the Service Review Record to be generated. Simply type the number within the first field and select the frequency options from the dropdown, e.g. Years, Months, Weeks, Days, Weekdays, Weekday + Saturday.
13. Action Notice: You should set the Action Notice to '0' if you want the Service Review Record to open on the 'Start Date' noted. However, you can also use the Action Notice to ask Safefood360° to open the Service Review Record a specific number of days before the entered 'Start Date', giving you time to complete the Service Review Record before it becomes overdue. For example, setting the 'Action Notice' as '6 Days' will result in Safefood360° opening the Service Review Record on 4/12/2024, 6 days before the 'Start Date' of 10/12/2024. This gives the User time to complete the Service Review Record in Safefood360° before it goes overdue on 11/12/2024.
14. Send Email Notification: Tick the box to enable the 'Send Email Notification' option. This allows you to note the selected Users who should be notified via email that the Service Review Record has been created and is ready to be completed. By default, the name of the person completing the Service page will be added to the User details. However, this User can be changed. If you leave this box unticked, no one will be directly notified when the Service Review Record opens within the Management Review module.
Note: The 'Action Notice' dropdown options will increase depending on the 'Repeat Every' dropdown option selected, e.g. 1 Year frequency will result in up to a maximum of 365 days 'Action Notice', 6 Months will result in up to a maximum of 180 days 'Action Notice' and 1 Month will result in up to a maximum of 30 days 'Action Notice'
Image: Enabled Email Notification
15. User: Safefood360° will automatically populate the 'User' name within the name of the User creating the Service but you can update or add any other Users who need to be notified.
16. X: Users can be deleted from the Email Notification User list by clicking the 'X' button.
17. Add Line: More Users can be added using the 'Add Line' button. Clicking the grey dropdown arrow while on the User line will provide you with the full list of Users within your Safefood360° site. You can search through your Users using the 'Search' bar or by navigating through the folders using your cursor. Choose the User you want to add to the Email Notification User list and click 'Select'. You can repeat this for as many Users as needed. Click 'Cancel' to exit the User list.
Image: 'Send Email Notification' User Dropdown
18. User: Once you have clicked the 'Add Line' button, click the dropdown arrow to access the list of Users. This will provide you with the full list of Users within your Safefood360° site. You can search through your Users using the 'Search' bar or by navigating through the folders using your cursor.
19. Select: Click the 'Select' button to add the User to the list.
20. Cancel: Click 'Cancel' to exit the User list.
Image: Completed Service Details
Image: Blank Service Specification
In the Service Specification, you can link a Service Specification Document to your Service. The Service Specification Document must be uploaded to the Documents module before it can be selected from the Documents dropdown. See here to access the article on 'Adding a Document'.
1. Specification: Using the dropdown, select the Specification Document from the Documents module. Navigate through the Document folders to find your required Document or use the 'Search' bar to search for the Document by name. If your required Document is not uploaded to your site at the time that you are completing the Service page, one can be added by clicking on the main Documents folder and clicking ‘Add New’. This will bring you directly to the ‘Master Data>Documents>Add Document’ page where you can add the required Document to your site.
Note: Only one Document can be selected for the Service Specification. If you have more than one Service Specification Document, you can combine them into a single file, provided the file size does not exceed 30 MB, and upload it to the Documents module. Please note that ZIP files are not supported by the system
Image: Specification Dropdown
2. Approval Status: The Approval Status will show the current Approval Status of the Specification Document in the Documents module, e.g. Approval Not Required, Approved, Awaiting Approval, Awaiting Review, or Awaiting Change. The Approval status cannot be changed here.
3. View: The 'View' button is a blue hyperlink. Clicking the ‘View’ button will open a pop-up window of the Document to preview. This button will not take you to the Documents module.
Image: Completed Service Specification
Image: 'Save' Button
1. Save: Click the ‘Save’ button to save the Service to your site.
2: Cancel: Click the ‘Cancel’ button to discard the Service and return to the main Products & Materials page.
Note: It's very important to click the 'Save' button, otherwise the Service will not be added to your site.
Image: Saved New Service
