The Safefood 360° Supplier Portal
What is Safefood 360°?
Safefood 360° is a software platform for the management of Food Safety and Quality related matters.
One of your Customers is using Safefood 360° to manage their records such as Supplier Corrective Actions, Pre-Assessments, Supplier/Material Full Assessments and Document Reviews and would like you to work with the Safefood 360° Supplier Portal to make the process more reliable and efficient for each of you.
What is the Supplier Portal?
The Supplier Portal is a part of the Safefood 360° software and allows you to securely log in to complete work in real-time together with your Customer. You can, for example, fill in questionnaires, upload documents and respond to Corrective Actions and the results will be immediately received by your Customer.
In the Supplier Portal, you will see records and activities that are open and have been assigned to you. Once you have logged in and completed the outstanding task, your Customer will then receive a finished record in their Safefood 360° site without you having to contact them directly. Therefore is the perfect way to manage the communication between you and your Customer.
The Supplier Portal allows you to be notified whenever new tasks are opened and you may receive an Email or an SMS notification of this task depending on the type of alert that is configured by your Customer. These alerts will make sure you know when there is a task waiting for your completion.
Image: Safefood 360° Supplier Portal Possibilities
This article will cover the following areas of the Supplier Portal:
To become a User of the Safefood 360° Supplier Portal, you will need to receive an invitation to the Supplier Portal from you Customer. Once a User has been invited to the Supplier Portal, they will receive an email with a link to accept their invitation and after clicking this link they will be prompted to create a password for logging into the system.
The email will be sent from the address support@safefood360.com and will include an 'Accept Invitation' button with a link. Click on this link and follow the instructions on how to create your User account and password.
Tip: If you don't receive an email after a short while, check your spam/junk folder or any other custom email folders. If the email still isn't there, check with your IT department about email filters they may have in place. Ensure they add 'safefood360.com' to their list of acceptable addresses to stop any future emails from Safefood 360° going into your spam/junk folder.
Image: Supplier Portal Invitation Email
After clicking the link in the email, you will be directed to your invitation on the portal page where you will need to create a password for logging into the system and accept the Terms and Conditions by ticking on the box. You can click 'Terms and Conditions' to read the Terms and Conditions before accepting.
Note: Your password must be a of minimum 10 characters long with at least one upper case letter, one lower case letter, one number and one special character.
Once you have set the password and ticked the box to accept the Terms and Conditions, the 'Accept Invitation' button will turn green. Click the 'Accept Invitation' button to complete your invitation.
Note: If you do not accept the Terms and Conditions, you will not be able to fully complete your invitation and become a User of the Safefood 360° Supplier Portal.
After clicking the 'Accept Invitation' button, you will be directed to the Login screen. Simply enter your email and click the 'Continue' button. The system will verify that your email address is connected to a current User.
The Sign-in screen will then appear with your email address already completed. You are required to enter the Safefood 360° password you just created and click the 'Sign In' button. You will then either be directed straight into the Supplier Portal or be directed to the Multi-Factor Authentication (MFA) screens to complete your login process. See below for further details on the Multi-Factor Authentication (MFA) if your Customer has enabled it for you.
Note: After 3 Failed attempts of Signing in to the Supplier Portal, you will be temporarily locked out for a set amount of time. In this situation a User can click the 'Reset your Password' button and complete the steps to reset their password and log in to the system using their newly changed password. Click here for further information on Resetting the Password.
That's it! You're ready to use Safefood360°
After accepting the invitation the default 'Main Dashboard' page will open and you are ready to use Safefood 360° Supplier Portal.
Image: Supplier Portal Main Dashboard
If more than one of your Customers uses Safefood 360° to manage their Suppliers, you may be requested to become a User of another Supplier Portal. If you have already accepted an invitation previously to Safefood 360°, you will need to accept the new invitation also. However, this process will look slightly different to the process of accepting an invitation for the first time.
You will receive an email with a link to accept your invitation as usual. The email will be sent from the address support@safefood360.com and will include an 'Accept Invitation' button with a link.
Image: Supplier Portal Invitation Email
After clicking the link in the email, you will be directed to your invitation on the portal page where you will simply need to click the 'Accept Invitation'. You will not have to create another User account and password, as you have already completed these steps during your first invitation.
Image: Supplier Invitation Acceptance Page
That's it! You're ready to use the Supplier Portal for your Customer
To move between Customer Supplier Portal Sites, use the 'Go To' button.
After you have accepted an initial invite to the Supplier Portal, there are then two ways in which you can sign into Safefood 360° Supplier Portal:
Option 1: By clicking 'Login' at the top of the Safefood360° website.
Option 2: By using the direct URL.
Image: Option 1: Safefood 360° Website Login
Image: Option 2: Direct URL
You will then proceed to complete the login steps above as previously detailed. Remember, after these steps have been completed, if your Customer has enabled the Multi-Factor Authentication (MFA) for you, you will need to complete some additional steps.
Note: Please refer to the below section for details on completing the Multi-Factor Authentication (MFA) while signing in.
Logging In with Multi-Factor Authentication (MFA) Enabled
Multi-Factor Authentication is a security process in which you provide two means of identifying yourself to the Safefood 360° software.
The first stage requires memorization (Username and Password). The second stage requires physical possession through your email, mobile or smartphone. In this context, the two factors involved are sometimes spoken of as ‘something you know’ and ‘something you have’.
Two Factor Authentication greatly reduces the likelihood of an unauthorized user gaining access to your account. To do so they would need to have both your login credentials as well as access to your email or personal smartphone.
Choose Two Factor Authentication Method
Image: MFA Method Screen
Choose the method by which you want to receive the authentication code when logging into Safefood 360. Once you have decided on your method of authentication, click the 'Continue' button to continue logging in.
Note: Steps 1 and 2 below will only need to be completed once, when setting up the Authenticator App for the first time.
Image: Authenticator App Set Up Screen
1. Install Authenticator App: Follow the instructions for installing the Authenticator App (You may already have an app installed which you can open). You will only need to complete this step once. From your Smartphone open the App Store and search for the Microsoft Authenticator App or any other Authenticator App such as Google Authenticator. There is an app available for all Smartphones including iPhone, Android, Blackberry and Windows.
2. Add Safefood360° to Authenticator App: Open the Authenticator App you have installed. The following instructions will differ slightly depending on your device and chosen app.
In the Authenticator App, click the 'Plus' icon in the bottom right-hand corner. Click the 'Scan a QR Code' button. This will open the camera on the smartphone, which you can use to scan the QR Code on the Safefood360° screen.
Image: Google Authenticator App Screen
Point your camera at the QR Code, once your camera has scanned the QR Code you will see a random 6-digit number code in the Authenticator App. This 6-digit number will automatically change every 30 seconds, ensure you use the number code in time. Each time you log into the system you will type in the 6-digit number code that appears in the Authenticator App.
Click the 'Continue' button to move to the next screen to enter said 6-digit number code.
Image: Authenticator App Screen
3. Add the Code from Authenticator App: Enter the 6-digit number code from your Authenticator App into the open text field. Once completed, click the 'Verify' button to login to the system.
Image: Enter Verification Code from App
If you would like to receive your code by email, select the 'Email' option as your preferred MFA method, and click the 'Continue' button.
1. Send Verification Code: On the next screen you will need to verify your email address by clicking the 'Send Verification Code' button. This will send a 6-digit number code to you via email. You will then use this 6-digit number code on the next screen to verify your email address.
Image: Email Send Verification Code
2. Add Code to the Verification Code Box: Once you have clicked the 'Send Verification Code' button, you will have received an email containing the 6-digit number code needed to entered within the 'Verification Code' field.
Image: Enter Verification Code from Email
Image: Email with Verification Code
Once received, simply enter the 6-digit number code within the 'Verification Code' field. This 6-digit number code will expire, ensure to use the 6-digit number code in a timely manner, otherwise you will need to click the 'Send new code' button to request a new 6-digit number code which will be sent to you again via email.
Image: Verification Code Entered and Button Options
3. Click Continue: Once your code has been verified, you will be brought to a screen that confirms your email address has now been verified. Click the 'Continue' button to login to the system.
Image: Continue Button to Confirm Login
If you would like to receive your code by SMS or call, select the 'Phone' option as your preferred MFA method, and click the 'Continue' button.
Image: MFA Method Screen
1. Send Verification Code or Call: On the next screen you will have two choices to verify your User:
- By clicking 'Send Code'
- By clicking 'Call Me'
Image: Verification Code or Call
Option 1: Send Code
When you click the 'Send Code' button a SMS will be sent to the phone number detailed in your My Profile page. You will see a preview of this phone number on this screen.
Image: Send Code Button
Image: SMS from MSVerify on Smartphone with 6-Digit Number Code
Image: Send Code Verification Screen
The 'Send Code' button will bring you to this screen, where you can enter the 6-digit number code within the 'Enter your verification code below, or send a new code' field. As seen above, you will receive the 6-digit number code via SMS. If the 6-digit number code has expired and you need to request a new code, click the 'send a new code' highlighted text.
Image: Enter Verification Code and Click 'Verify Code'
Once you have entered the 6-digit number code from the SMS, the 'Verify Code' button will become available to click. Click the 'Verify Code' button to login to the system.
Option 2: Call Me
When you click the 'Call Me' button you will receive and phone call to the phone number detailed in your My Profile page. You will see a preview of this phone number on this screen.
Image: Call Me Button
Image: Call Me In Progress Screen
The 'Call Me' button will stay on the same screen, and you will see three dots loading on the page. You will then receive a phone call from Microsoft to verify your User. Within the call you will hear the voice instructions 'This is Microsoft, if you are trying to sign in press the '#' key to finish signing in.' Once you have entered the '#' key, you will hear the voice instructions 'Your sign in was successful' and the call will end. You are now logged in to the system and your page will move directly to your site. If you take too long to enter the '#' key, you will hear the voice instructions 'We cannot sign you in at this time. Please try again later.' and the call will end. Simply click the 'Call Me' button again and follow the instructions.
If the Supplier Portal you have been invited to has Terms and Conditions in place, you may first see a pop-up containing the Terms and Conditions Document from your Customer, which you can read through and Accept or Reject.
Note: If you reject the Terms and Conditions within the Supplier Portal, you will be pushed back out of the Supplier Portal,. You will need to log in again and ensure you accept the Terms and Conditions to use the Supplier Portal.
Note: If a new version of the Terms and Conditions Document is uploaded in the future by your Customer, each Supplier Portal User will see the Terms and Condition pop-up once again to Accept or Reject the new version of the Document.
Image: Terms and Conditions Pop-Up with Accept/Reject Buttons
Tip: After accepting the Terms and Conditions, if your Customer has turned the Terms and Conditions Header on in the Supplier, you can access the Terms and Conditions Document at any time to read again.
Image: Terms and Conditions Header
'My Profile' is where a User can update their:
- Phone Number
- Language the System is Displayed
- Change their Password
- Enable a 90 Day Password Reset
- Enable or Disable Multi-Factor Authentication *If Customer has not made it Mandatory
Note: Users cannot update their First Name, Last Name or Email Address in 'My Profile'. If your Customer has invited you with the incorrect First Name, Last Name or Email Address, ensure to information them of this. They will be able to send you an new invitation with the correct information.
Image: Navigating to User Profile via 'User Name'
Image: My Profile View Screen
1. Email Address: The Email Address the User was invited to the Safefood 360° Supplier Portal with.
2. First and Last Name: The First and Last Name the User was invited to the Safefood 360° Supplier Portal with.
3. Phone: The Phone Number linked to the User.
4. Two Factor Authentication: Details of if the Two factor Authentication has been enabled or disabled for the User.
5. Reset password every 90 days: Details of if the Reset Password has been enabled or disabled for the User.
6. Language: The Language this User has their Safefood 360° Supplier Portal Profile in.
7. Edit Profile: Click the 'Edit Profile' button to access the Edit Profile screen to make certain changes to your profile.
8. Change Password: Click the 'Change Password' button if you wish to change your password. See here to access the article on 'Changing Passwords'.
Image: My Profile Edit Screen
1. Email Address: The Email Address cannot be changed within the 'My Profile' page. If your Customer has invited you with the incorrect Email Address, ensure to information them of this. They will be able to send you an new invitation with the correct information.
2. First and Last Name: Your First and Last Name cannot be changed within the 'My Profile' page. If your Customer has invited you with the incorrect First and Last Name, ensure to information them of this. They will be able to send you an new invitation with the correct information.
3. Phone: Your Phone Number can be changed within the 'My Profile' page. To update or add your phone number, click into the open text field and simply type in the phone number. If your Customer has enabled Multi-Factor Authentication this field will be mandatory so you can receive an authentication code by SMS or authentication by phone call. Ensure that the format of your phone number is as you would dial it internationally, e.g. +16463600210. Ensure to add the '+' at the start of the number.
4. Language: Your 'Language' can be changed within the 'My Profile' page. To change the language of the system interface, simply click into the dropdown and select from the list of languages. The list of languages seen within the dropdown is the up-to-date list of language options for Safefood 360°.
Image: Language Dropdown
5. Enable Two Factor Authentication: For added security you may wish to enable the Multi-Factor Authentication (MFA). You will be required to add your phone number within the 'Phone' field to enable the MFA. This allows you to have the option of receiving your authentication code via SMS/call. If you attempt to remove your phone number while MFA is enabled, the system will display an error stating that the phone number cannot be blank. If not set as mandatory by your Customer, you can turn off the MFA for your profile by unticking the box. For further details, see the article on 'Enable and Complete Multi-Factor Authentication'.
Note: The Enable Two Factor Authentication may not be optional for you if your Customer has decided it is mandatory for all Users.
Image: Example of Two Factor Authentication Not Optional to Remove
Image: Error Message when attempt to Remove Phone Number made
6. Reset Password Every 90 Days: If your Customer has not turned on the 90 Day Password Reset, you can enable it by clicking the 'Reset Password Every 90 Days' box if you wish to be reminded to reset your password every 90 days. You will then receive a reminder email before the 90 days have been reached and a reminder email after the 90 days are up. The reminder email will contain a link to 'Reset your Password', once clicked the link will take you to the reset password page in the system. For further details, see the article on 'Resetting Password'.
Image: Reset Password Example
7. Save: Click the 'Save' button to save your changes in your My Profile. Any changes made will be immediately enabled.
8. Cancel: Click the 'Cancel' button to discard the changes you have made.
1. Customer Site Name: Here you will see your Customers Company Name. This is the name of their Safefood 360° Site.
2. Dashboard: The Dashboard is the module you will land on after first logging in. It contains the Summary, My Actions and My Alerts tabs, which show you a Summary Dashboard, your Open Actions that need to be completed and Alerts which were sent to you.
3. Complaints: The Complaints module will allow you to view any Complaint Records your Customer has sent to you.
Note: You may not see all the Complaints module if your Customer has removed it from your User Role.
4. Assessments: The Assessments module will contain the Pre-Assessment, Supplier/Material Full Assessment, Supplier Audit and Supplier Corrective Action Records your Customer has sent to you.
5. Shipments: The Shipments module will contain the Receiving Records your Customer has sent to you.
Note: You may not see all the Shipments module if your Customer has removed it from your User Role.
6. Documents: The Documents module will allow you to view the Documents you have uploaded for your Customer, and upload new versions of Document when needed.
7. User Name: Here you will see your User Name. As noted above, you can click on your User Name to update settings in your profile, e.g, language.
8. Go To: The Go-To button will allow you to move between Supplier Portals you have been invited, if you have been invited to different Supplier Portals by different Customers.
Image: Got To Button Dropdown
9. Help: The Help button will allow you to access helpful resources if you need support such as our customer support team.
Image: Help Button Dropdown
10. Logout: The Logout button will allow you to log out of the Supplier Portal.
As mentioned in the previous section, the Dashboard contains three tabs:
The Summary tab is made up of two dashlets and two grids that provide analyses on your Supplier Portal.
Note: If you are an Agent/Broker that has connections with Manufacturing sites (also known as 'children'), you will see your dashboard populated with information on your 'child' Suppliers. See below for more details.
Remember: The 'Actions' on the Summary tab may not be an 'Action' that requires your attention personally, as the 'Actions' within the Summary tab are all those 'Actions associated to you and your 'Child' Suppliers.
To locate the 'Actions' that your require your attention and completion, access the 'My Actions' tab.
Image: Summary Tab Overview
1. Manufacturer Sites
- Manufacturer Sites: Count of Manufacturer sites or 'child' sites related to you.
- Approved Manufacturer Sites: Count of Manufacturer sites or 'child' sites related to you which are Approved.
- Not Approved Manufacturer Sites: Count of Manufacturer sites or 'child' sites related to you which are Not Approved.
2. Materials
- Materials: Count of Materials related to you (and your 'child' Suppliers).
- Approved Materials: Count of Materials related to you (and your 'child' Suppliers), which are Approved.
- Not Approved Materials: Count of Materials related to you (and your 'child' Suppliers), which are Not Approved.
3. Audits
- Audits: Count of Supplier Audits related to you (and your 'child' Suppliers) which have a ‘Next Due’ date falling within the next 12 months.
4. Manufacturers, Materials and Audits Grid
- Displays a list of Manufacturers ('child' Suppliers) and Materials associated with you.
- Displays Audits that are planned to be conducted on you within the next 12 months.
Tip: Grids can be filtered by clicking the arrow on the right-hand side of the column heading. e.g. filter by Type to see just Manufacturers you're connected with.
Note: Associated Manufacturers or Materials which are Archived, are not displayed in this Grid
5. Assessments
- Assessments: Count of open Assessments related to you (and your 'child' Suppliers). An Assessment refers to Pre-Assessment Records, Full Assessment Supplier Records, and Full Assessment Material Records.
- Assessments Overdue: Count of open Assessments related to you (and your 'child' Suppliers) that are overdue.
6. Supplier CA's
- Suppliers CA's Open: Count of open Supplier Corrective Actions related to you (and your 'child' Suppliers).
- Suppliers CA's Overdue: Count of open Supplier Corrective Actions related to you (and your 'child' Suppliers) which are overdue.
- Significant Risk Suppliers CA's Overdue: Count of open Supplier Corrective Actions related to you (and your 'child' Suppliers) which are overdue and of Significant Risk, e.g. Medium or High Risk.
7. Audits
- Audits Open: Count of open Audits related to you (and your 'child' Suppliers).
8. Assessments, Corrective Actions, and Audits Grid
- Displays a list of Assessments (Pre-Assessments, Supplier Assessment Records and Material Assessment Records), Supplier Corrective Actions and Supplier Audits associated with you (and your 'child' Suppliers) which are open.
- Displays the current step of the Record.
- You can click on the Name of the Record to access it.
Tip: Grids can be filtered by clicking the arrow on the right-hand side of the column heading. e.g. filter by Type to see a list of specific Records requiring completion, i.e. Corrective Actions.
The My Actions tab contains three dashlets providing analytics on your Actions and a grid at the bottom where your Actions will appear, which can be accessed by clicking on the name of the Record. The My Actions tab is the default tab which is loaded when a User logs into the Supplier Portal.
Image: My Actions Tab Overview
1. My Actions Volume: The My Actions Volume dashlet will show you how many open Actions are currently assigned to you, how many of those are overdue, and how many are considered Significant, i.e. Medium or High Risk.
2. My Open Actions by Module: The My Open Actions by Module dashlet will show you how many open Actions are currently assigned to you per module.
3. My Overdue Actions by Module: The My Overdue Actions by Module dashlet will show you how many overdue Actions are currently assigned to you per module.
4. Search: The Search field can be used to search for an Action. The Search field will only search for words included in the 'Name' of the Record.
5. My Actions Grid: The My Actions Grid will contain the Records that are currently assigned to you, e.g. Pre-Assessments, Supplier Corrective Actions, etc.
Image: My Alerts Overview
1. Category: The Category will provide you with the name of the record the Alert fired from. You can click this name to access the record quickly.
2. Description: The Description will provide you with the description from the Alert fired.
3. Date/Time: The Date/Time will provide you the details of when the Alert fired.
4. Minus Icon: The Minus Icon can be used to remove the Alert once you have read it.
Note: If you do not use the Minus Icon to remove the Alert, the Alert will stay within the My Alerts tab. Removing Alerts once read can help to organise your information.
Completed and Open Actions can be accessed at any time, even when they are not in your 'My Actions' tab as the responsibility is currently not yours, by navigating to the individual modules:
- Complaints
- Assessments
- Shipments
- Documents
Image: Modules in Supplier Portal
Image: Complaints Complete Tab
Image: Complaint Actions Tab
Image: Assessments Complete Tab
Image: Assessments Actions Tab
Image: Shipments Complete Tab
Image: Shipments Actions Tab
Image: Documents Tab
Image: Documents Actions Tab
From time to time your Customer might ask you to complete a Self-Assessment, in the form of a Full Assessment Supplier or Material Record. The main tasks in these Assessments are providing:
- Your Supplier Details
- Answers to a Questionnaire via a Checklist
- Documents via a Doclist
There are multiple stages to a Full Assessment Supplier or Material Record. However, you will only need to complete the first three workflow stages. The remaining workflow stages will be completed by your Customer.
Image: Details Workflow Stage
1. Position: Your Customer requires you to enter your Position within your company, e.g. QA Manager.
2. Save: Click the 'Save' button to save the information you have added to this workflow section so far. This will save the information added, but not move onto to the next workflow section. If you forget to click the 'Save' button before moving away from the Full Assessment Record, you will lose all the information added. Ensure to click the 'Save' button to save your work. You can come back at a later stage to review and complete the workflow section.
3. Save & Continue: Click the 'Save & Continue' button when you have completed this workflow section and want to progress to the next workflow section. If you choose to 'Save & Continue', the workflow section will be closed, and you must click the 'Edit' button to re-enter the stage to make changes.
4. Cancel: Click the 'Cancel' button if you wish to discard the changes made.
Image: Completed Details
Image: Supplier Details Workflow Stage
If your Customer has enabled the 'Supplier Details' workflow stage, you can add additional or missing information to ensure your Customer has the most up to date details for you.
Supplier Contact Information
1. Phone: Your Phone number will appear here if it has been added to Master Data previously. You can add/update the Phone if necessary using the open text field.
2. Fax: Your Fax number will appear here if it has been added to Master Data previously. You can add/update the Fax if necessary using the open text field.
3. Direct Dial: Your Direct Dial number will appear here if it has been added to Master Data previously. You can add/update the Direct Dial if necessary using the open text field.
4. Website: Your Website will appear here if it has been added to Master Data previously. You can add/update the Website if necessary using the open text field.
Note: You will see the Primary Contact who was invited to your Supplier Portal to complete the Full Assessment, along with other Contacts that may have already been completed by your Customer. However, you can add or update the contact list within the Supplier Details workflow stage.
Those Contacts who have been invited to the Supplier Portal and become Users, the Supplier Contact they have been associated to cannot be deleted from the rows. However, the details of the Supplier Contact within the row can be edited. These changes will only affect the Supplier Contact in Master Data, not the User.
Remember it is important to ensure the Supplier Contact Name and Email match those of the User they are associated to. The Alerts created in the Alerts module will pull from the email address in the Supplier Contact details.
Image: Error when attempt is made to remove Supplier Contact associated with a User
Contacts
5. Contact - Salutation: Using the dropdown, select the Contact Salutation, Mr, Mrs, Ms, Prof, Dr.
6. Contact - First Name: Using the open text field, enter the Contact First Name.
7. Contact - Last Name: Using the open text field, enter the Contact Last Name.
Note: If adding a Supplier Contact, the First and Last Name are mandatory. If you are not adding a Supplier Contact, it is not mandatory to fill out these fields.
8. Contact - Position: Using the open text field, enter the Contact Position.
9. Contact - Email Address: Using the open text field, enter the Contact Email Address using the correct email format 'sample@sample.com'. You will be provided an error red box if you attempt to enter an email address with the incorrect format.
10. Contact - 24 Hour Contact: Using the open text field, enter the Contact 24 Hour Contact using the international code, starting with a ‘+’ (not ‘00’), followed by the country code.
11. X: Click the 'X' button to remove any of the lines previously added.
12. Add Line: Click the 'Add Line' button to add more Contacts.
Note: If a new Contact is added within the Full Assessment, this new Contact is not automatically invited to the Supplier Portal. If an invitation is required, this must be sent out manually by your Customer. Ensure to contact your Customer informing them of what Contacts need to be invited to your Supplier Portal to help complete the Full Assessment.
Supplier Address
13. Postal Address - Street Address: Your Street Address will appear here if it has been added to Master Data previously. You can add/update the Street Address if necessary using the open text field.
14. Postal Address - Town/City: Your Town/City will appear here if it has been added to Master Data previously. You can add/update the Town/City if necessary using the open text field.
15. Postal Address - State/Region: Your State/Region will appear here if it has been added to Master Data previously. You can add/update the State/Region if necessary using the open text field.
16. Postal Address - Post Code: Your Post Code will appear here if it has been added to Master Data previously. You can add/update the Post Code if necessary using the open text field.
17. Postal Address - Country: Your Country will appear here if it has been added to Master Data previously. You can add/update the Country if necessary using the dropdown field.
18. Physical Address 'Same as Postal Address': If your Postal Address is the same as your Physical Address, click the 'Same as Postal Address' to automatically populate the information. If the Physical Address is different, use the fields to complete it.
19. Save: Click the 'Save' button to save the information you have added to this workflow section so far. This will save the information added, but not move onto to the next workflow section. If you forget to click the 'Save' button before moving away from the Full Assessment Record, you will lose all the information added. Ensure to click the 'Save' button to save your work. You can come back at a later stage to review and complete the workflow section.
20. Save & Submit: Click the 'Save & Submit' button when you have completed this workflow section and want to progress to the next workflow section. If you choose to 'Save & Submit', the workflow section will be closed, and you must click the 'Edit' button to re-enter the stage to make changes.
21. Cancel: Click the 'Cancel' button if you wish to discard the changes made.
Image: Completed Supplier Details
Image: Data Collection Workflow Stage
Checklist
The Checklist allows you to complete a questionnaire that is required as part of the Full Assessment Record, using the following fields:
- Response
- Comments/Observation
- File
Image: Blank Checklist
1. No. and Requirement: The 'No.' field displays the number of the Requirement. The Requirement can detail a heading, instructions or question that should be answered.
Note: If a Requirement has been marked as Mandatory within the Checklist, a Red Asterisk (*) will be visible beside the 'No.' field. This means that you must provide a Response to this Requirement to 'Save & Return' the Data Collection workflow stage. An error pop up screen will appear if the Full Assessment Record is attempted to be 'Save & Returned' without the mandatory Requirements completed.
Image: Red Asterisk showing Mandatory Requirement
Image: Error for Mandatory Requirements Not Completed
2. Document Preview: When your Customer has attached a Document for you view and possibly download, a Document Preview Icon will appear. The Document Preview Icon can be clicked, and the option to Preview or Download the Document will become available. If there was no Document attached to a line of the Checklist, then this field will be blank.
Note: A file with a size more than 10MB will not be visible on the 'Preview' screen. A file larger than 10MB will be downloaded to your device when the 'Preview' option is accessed.
Image: Document Preview Icon
Image: Document Preview and Download Options
3. Response: If the Requirement is noted as a 'Heading' in the Checklist, there will be no option for the Response field, as this field is only used to answer questions. You will click into each Response field opposite the question and select the correct Response for them, or if the Response has been set to auto populate within the Checklist, you can click into the Response field to change the Response where needed.
Image: Response Dropdown
4. Comments/Observations: You can use the Comments/Observations open text field to provide further details on your Responses to the questions if needed.
Note: Your Customer may not require a Response but require you to provide details in the Comments/Observations. Therefore the Response field may be populated with an instruction.
Image: Details needed in Comments/Observations
5. File: You can attach an external file directly from your device to the Checklist line using the 'Add File' field. You may want to provide evidence to back up your Requirement Response. Once the 'Add File' button has been clicked, an ‘Add File’ pop-up will be displayed. Click the three dots to access the files on your device. Locate the file you wish to attach to the Checklist line and click 'Open'. Once your file is within the 'File' field, click the 'Upload' button to attach the file to the 'File' field. To view the file, click the name of the file which will be in blue text, a preview screen will appear. The file can be removed from the 'File' field at any time by clicking the 'x' button, click the 'Yes' button to confirm removal, click 'No' button to cancel the removal. More than one file can be added within the Checklist, simply click the 'Add File' button again and follow the steps to add the file.
Warning: Ensure that Files requested in the Doclist are not added to the Checklist.
Note: A file with a size more than 10MB will not be visible on the 'Preview' screen. A file larger than 10MB will be downloaded to your device when the 'Preview' option is accessed.
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 Checklist
Image: File Attached to Checklist
6. Assessor Comments: Your Customer's Primary/Secondary Assessor will use the 'Assessor Comments' open text field to ask you questions or provide you feedback on your Responses to the questions if needed. This field is only editable by the Primary/Secondary Assessors.
Doclist
The Doclist allows you to attach documentation that is required as part of the Full Assessment Record, using the following fields:
- Next Review Date
- Comments/Observation
- File
Image: Blank Doclist
1. No. and Requirement: The 'No.' field displays the number of the Requirement. The Requirement can detail a heading, instructions or Document that should be attached.
Note: If a Document has been marked as Mandatory within the Doclist, a Red Asterisk (*) will be visible beside the 'No.' field. This means that you must attach this Document to 'Save & Return' the Data Collection workflow stage. An error pop up screen will appear if the Full Assessment Record is attempted to be 'Save & Returned' without the mandatory Documents completed.
Image: Red Asterisk showing Mandatory Requirement
Image: Error for Mandatory Requirements Not Completed
2. Document Preview: When your Customer has attached a Document for you view and possibly download, a Document Preview Icon will appear. The Document Preview Icon can be clicked, and the option to Preview or Download the Document will become available. If there was no Document attached to a line of the Doclist, then this field will be blank.
Note: A file with a size more than 10MB will not be visible on the 'Preview' screen. A file larger than 10MB will be downloaded to your device when the 'Preview' option is accessed.
Image: Document Preview Icon
Image: Document Preview and Download Options
3. Next Review Date: If the Document being attached has an expiration date, a 'Next Review Date' for the Document can be set by using the calendar field. If the Document being attached does not have an expiration date, the 'Next Review Date' can be left empty. 10 Days before the Review Date arrives, an automatic Document Review Record will generate and be placed in the 'Actions' tab of the Management Review module, and the Supplier Portal. If you upload the Document you will be linked to the Document, and will receive a system notification when the Document will soon expire and an updated version must be uploaded.
4. Comments/Observations: You can use the Comments/Observations open text field to provide further details on your Documents if needed.
5. File: You can attach an external file directly from your device to the Doclist line using the 'File' field. Once the 'Add File' button has been clicked, an ‘Add File’ pop-up will be displayed. Click the three dots to access the files on your device. Locate the file you wish to attach to the Doclist and click 'Open'. Once your file is within the 'File' field, click the 'Upload' button to attach the file to the 'File' field. To view the file, click the name of the file which will be in blue text, a preview screen will appear. The file can be removed from the 'File' field at any time by clicking the 'x' button, click the 'Yes' button to confirm removal, click 'No' button to cancel the removal.
Remember: Only one file can be added to each Doclist line.
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 Doclist
Image: File Attached to Doclist
Note: It will take up to 30 seconds before you can preview the Document added to the Doclist. This is due to the system scanning the Document for potential viruses.
Image: Virus Scanning Warning
Note: A file with a size more than 10MB will not be visible on the 'Preview' screen. A file larger than 10MB will be downloaded to your device when the 'Preview' option is accessed.
6. Assessor Comments: Your Customer's Primary/Secondary Assessor will use the 'Assessor Comments' open text field to ask you questions or provide you feedback on your Documents if needed. This field is only editable by the Primary/Secondary Assessors.
Report/Record Buttons
Image: Buttons
1. Report: Your Customer's Primary/Secondary Assessor will use the open text 'Report' field to detail any overall or additional comments.
2. Save & Return: Once you have completed the Checklist and Doclist, you will click the 'Save & Return' button to send your Full Assessment back to the your Customer. Your Customer's Primary/Secondary Assessor will receive an Alert that you have send back your Full Assessment for review. Ensure that you only click this button once you have fully completed the Checklist and Doclist.
Remember: The Full Assessment Record will be removed from your 'My Actions' tab when 'Saved & Returned', you can no longer access it from there unless your Customer returns the Full Assessment to you to complete some changes. However, you can always access a Full Assessment within the 'Assessment' module, even if the Full Assessment is not currently requiring any changes from you.
Image: Confirmation Pop-Up for 'Save & Return'
Image: Confirmation of Returned Assessment
Note: Although you can make changes to the Full Assessment Record once you have returned it to your Customer, it is best practice to await the response from your Customer before you make further changes to avoid unsaved data. You may also see a pop up box that states the record is being modified by another user if you try to edit it after you have returned the Full Assessment Record.
3. Save: Click the 'Save' button to simply save any changes made in the Data Collection workflow stage, leaving this workflow stage open. Your Customer's Primary/Secondary Assessor will not receive an Alert when you 'Save' your Full Assessment, as you have not 'Returned' it back to them, you are simply saving your work to keep working on the Full Assessment at a later date.
Remember: The Full Assessment Record will remain in your 'My Actions' tab when 'Saved' and you can access it from there when you are happy to continue working on it.
4. Cancel: Click the 'Cancel' button discard of the information added and exit the record.
Image: Completed Data Collection
Once your Customer has reviewed your Full Assessment Record, if they require further details from you, they will return the Full Assessment Record to you. The Requirements that require your attention will be seen highlighted in orange and may contain some Assessors Comments. Once you have addressed the orange Requirements, you will click the 'Save & Return' button to return the Full Assessment Record back to your Customer for review.
Image: Returned Full Assessment Record
Note: If your Customer returns the Full Assessment Record, you will receive a System Email Notification informing you that your Customer has returned your Full Assessment Record. You can access the Full Assessment Record straight from the email, using the 'View Record' button.
Image: System Email Notification
Note: The Contact that will receive the System Email Notification informing you that your Customer has returned your Full Assessment Record will be the Contact that hit the 'Save & Return' button previously. Both the Primary and Secondary Contact will not receive the System Email Notification.
Image: Changes Made to Returned Full Assessment Record
Note: If you are required to change a Document, you will need to click the 'x' button to remove the previously attached Document. This will then provide you with the 'Add File' button again to attach your new Document.
Image: 'X' Button to Remove File
Image: Confirmation of Removal Pop Up
Image: 'Add File' Button Available
Note: The Requirements that required your attention will still be seen highlighted in orange when you complete the additional information and return it to your Customer. The orange colour will be removed once your Customer's Primary/Secondary Assessor has reviewed and accepted the changes.
Image: Returned Full Assessment Record
Your Customer might ask you to complete a Self-Assessment, in the form of a Pre Assessment Record. The main tasks in this Assessment are providing:
- Your Supplier Details
- Manufacturers and other Suppliers Related to you
- Materials you provide
- Answers to a Questionnaire via a Checklist
- Documents via a Doclist
There are multiple stages to a Pre Assessment Record. However, you will only need to complete the first two workflow stages. The remaining workflow stages will be completed by your Customer.
In the Supplier Details workflow, you can add additional or missing information to ensure your Customer has the most up to date details for you. You will also detail any Manufacturing Sites or Other Supplier Entities (e.g. Agent/Broker, Warehouse, etc) that are involved in your process. This information will allow your Customer to decide whether or not your Manufacturing Sites or Other Supplier Entities will require a Pre-Assessment Record or Full Assessment Supplier Record of their own, or if not to progress with these Manufacturing Sites or Other Supplier Entities at all.
Image: Supplier Details Workflow Stage
1. Supplier: Your Name will appear here. You can update this name if necessary using the open text field. [Mandatory Field]
2. Phone: Your number will appear here if it has been added to Master Data previously. You can add/update your Phone if necessary using the open text field.
3. Fax: Your Fax number will appear here if it has been added to Master Data previously. You can add/update your Fax if necessary using the open text field.
4. Direct Dial: The Supplier's Direct Dial number will appear here if it has been added to Master Data previously. The Supplier can add/update their Direct Dial if necessary using the open text field.
5. Postal Address - Street Address: Your Street Address will appear here if it has been added to Master Data previously. You can add/update your Street Address if necessary using the open text field.
6. Postal Address - Town/City: Your Town/City will appear here if it has been added to Master Data previously. You can add/update your Town/City if necessary using the open text field.
7. Postal Address - State/Region: Your State/Region will appear here if it has been added to Master Data previously. You can add/update your State/Region if necessary using the open text field.
8. Postal Address - Post Code: Your Post Code will appear here if it has been added to Master Data previously. You can add/update your Post Code if necessary using the open text field.
9. Postal Address - Country: Your Country will appear here if it has been added to Master Data previously. You can add/update your Country if necessary using the dropdown field.
10. Physical Address 'Same as Postal Address': If your Postal Address is the same as the Physical Address, click the 'Same as Postal Address' to automatically populate the information. If the Physical Address is different, use the fields to complete it.
Note: You will see the Primary Contact who was invited to your Supplier Portal to complete the Full Assessment, along with other Contacts that may have already been completed by your Customer. However, you can add or update the contact list within the Supplier Details workflow stage.
Those Contacts who have been invited to the Supplier Portal and become Users, the Supplier Contact they have been associated to cannot be deleted from the rows. However, the details of the Supplier Contact within the row can be edited. These changes will only affect the Supplier Contact in Master Data, not the User.
Remember it is important to ensure the Supplier Contact Name and Email match those of the User they are associated to. The Alerts created in the Alerts module will pull from the email address in the Supplier Contact details.
Image: Error when attempt is made to remove Supplier Contact associated with a User
Contacts
11. Contact - Salutation: Using the dropdown, select the Contact Salutation, Mr, Mrs, Ms, Prof, Dr.
12. Contact - First Name: Using the open text field, enter the Contact First Name.
13. Contact - Last Name: Using the open text field, enter the Contact Last Name.
Image: Completed Supplier Details
Note: If adding a Supplier Contact, the First and Last Name are mandatory. If you are not adding a Supplier Contact, it is not mandatory to fill out these fields.
14. Contact - Position: Using the open text field, enter the Contact Position.
15. Contact - Email Address: Using the open text field, enter the Contact Email Address using the correct email format 'sample@sample.com'. You will be provided an error red box if you attempt to enter an email address with the incorrect format.
16. Contact - 24 Hour Contact: Using the open text field, enter the Contact 24 Hour Contact using the international code, starting with a ‘+’ (not ‘00’), followed by the country code.
17. X: Click the 'X' button to remove any of the lines previously added.
18. Add Line: Click the 'Add Line' button to add more Contacts.
Note: If a new Contact is added within the Pre-Assessment, this new Contact is not automatically invited to the Supplier Portal. If an invitation is required, this must be sent out manually by your Customer. Ensure to contact your Customer informing them of what Contacts need to be invited to your Supplier Portal to help complete the Pre-Assessment.
19. Notes: Any notes or comments can be completed here using the open text field.
20. Primary Supplier Decision Tree: If your Customer has enabled the Primary Supplier Decision Tree, you will need to complete the questions in the Decision Tree by selecting from the dropdown options in the Answer field. [Mandatory Field]
Note: You will only see the Decision Tree if your Customer has enabled it within the Pre-Assessment.
Image: Completing the Decision Tree
Image: Completing the Decision Tree
21. Result: The Decision Tree outcome will appear in the Result field automatically once the Decision Tree Answers have been entered.
Image: Decision Tree Result
22. Primary Supplier Category: Select your Supplier Category using the dropdown list from Master Data, e.g. Packaging, Ingredient, etc. [Mandatory Field]
Image: Supplier Category Dropdown
23. Primary Supplier Type: Select your Supplier Type using the dropdown list from Master Data, e.g. Agent, Broker, Manufacturer, etc. [Mandatory Field]
Image: Supplier Category Dropdown
Note: If you attempt to add a new Supplier Type or Category using the 'Add New' button, you will be directed to an error page, as you do not have the access to perform this task. If you do not see a Supplier Type or Category that suits you, please contact your Customer.
Manufacturing Sites
24. Manufacturing Sites - Site Name: If applicable, detail any Manufacturing Sites that are producing the Materials for you which will be supplied to your Customer by you. If you do not have any Manufacturing Sites to add, simply remove the blank line that appears automatically using the red 'x'.
25. Manufacturing Sites - Contact First Name: Using the open text field, enter the Supplier Contact First Name.
26. Manufacturing Sites - Contact Last Name: Using the open text field, enter the Supplier Contact Last Name.
Note: If adding a Manufacturing Site, Site Name, Contact First Name, Last Name, Email, Supplier Category and Type are mandatory. If you are not adding a Manufacturing Site, it is not mandatory to fill out these fields.
Note: You will only see the Manufacturing Sites if your Customer has enabled it within the Pre-Assessment.
27. Manufacturing Sites - Position: Using the open text field, enter the Supplier Contact Position.
28. Manufacturing Sites - Email Address: Using the open text field, enter the Supplier Contact Email Address using the correct email format 'sample@sample.com'. You will be provided an error red box if you attempt to enter an email address with the incorrect format.
29. Manufacturing Sites - Supplier Category: Using the dropdown list from Master Data, select the Supplier Category for the Manufacturing Site, e.g. Packaging, Ingredient, etc.
Image: Supplier Category Dropdown
30.Manufacturing Sites - Supplier Type:Using the dropdown list from Master Data, select the Supplier Type for the Manufacturing Site,e.g. Agent, Broker, Manufacturer, etc.
Image: Supplier Type Dropdown
Note: If you attempt to add a new Supplier Type or Category using the 'Add New' button, you will be directed to an error page, as you do not have the access to perform this task. If you do not see a Supplier Type or Category that suits you, please contact your Customer.
31. X: Click the 'X' button to remove Manufacturing Sites.
32. Add Line: Additional Manufacturing Sites can be added by clicking the 'Add Line' button.
Other Supplier Entities
33. Other Supplier Entities - Entity Name: You can detail any Other Supplier Entities here, e.g. you are receiving Materials from an Agent or Broker, or storing Materials at a Warehouse/Storage Entity, etc. If you do not have any Other Supplier Entities to add, simply remove the blank line that appears automatically using the red 'x'.
34. Other Supplier Entities - Contact First Name: Using the open text field, enter the Supplier Contact First Name.
35. Other Supplier Entities - Contact Last Name: Using the open text field, enter the Supplier Contact Last Name.
Note: If adding an Other Supplier Entity, the Entity Name, Contact First Name, Last Name, Email, Supplier Category and Type are mandatory. If you are not adding an Other Supplier Entity, it is not mandatory to fill out these fields.
Note: You will only see the Other Supplier Entities if your Customer has enabled it within the Pre-Assessment.
36. Other Supplier Entities - Position: Using the open text field, enter the Supplier Contact Position.
37. Other Supplier Entities - Email Address: Using the open text field, enter the Supplier Contact Email Address using the correct email format 'sample@sample.com'. You will be provided an error red box if you attempt to enter an email address with the incorrect format.
38. Other Supplier Entities - Supplier Category: Using the dropdown list from Master Data, select the Supplier Category for the Manufacturing Site, e.g. Packaging, Ingredient, etc.
39. Other Supplier Entities - Supplier Type: Using the dropdown list from Master Data, select the Supplier Type for the Manufacturing Site, e.g. Agent, Broker, Manufacturer, etc.
40. X: Click the 'X' button to remove Other Supplier Entities.
41. Add Line: Additional Other Supplier Entities can be added by clicking the 'Add Line' button.
42. Save: Click the 'Save' button to save the information you have added to this workflow section so far. This will save the information added, but not move onto to the next workflow section. If you forget to click the 'Save' button before moving away from the Pre-Assessment Record, you will lose all the information added. Ensure to click the 'Save' button to save your work. You can come back at a later stage to review and complete the workflow section.
43. Save & Submit: Click the 'Save & Submit' button when you have completed this workflow section and want to progress to the next workflow section. If you choose to 'Save & Submit', the workflow section will be closed, and you must click the 'Edit' button to re-enter the stage to make changes.
44. Cancel: Click the 'Cancel' button if you wish to discard the changes made.
Image: Completed Supplier Details
Image: Data Collection Workflow Stage
Materials
The Materials allows you to complete details on the Materials you provide to your Customer as part of the Pre-Assessment Record, using the following fields:
- Material Name
- Supplier Material Code
- Material Category
- Manufacturing Site
- Supplied By
- Comments/Observations
- Specification
Note: You will only see the Materials if your Customer has enabled it within the Pre-Assessment.
Image: Blank Materials
Note: If adding Materials, the Material Name, Supplier Material Code, Material Category, Supplied By and Specification are mandatory. If you are not adding Materials, it is not mandatory to fill out these fields.
1. Material Name: If applicable, detail any Material names which will be supplied to your Customer by you. If you do not have any Materials to add, simply remove the blank line that appears automatically using the red 'x'.
2. Material Code: Using the open text field, enter the Supplier Material Code.
3. Material Category: Using the dropdown list from Master Data, select the Material Category for the Material, e.g. Packaging, Ingredient, etc.
Image: Material Category Dropdown
Note: If you attempt to add a new Material Category using the 'Add New' button, you will be directed to an error page, as you do not have the access to perform this task. If you do not see a Material Category that suits you, please contact your Customer.
4. Manufacturing Site: If you have included any Manufacturing Sites in the previous workflow stage, you will be able to select from this dropdown which of these Sites manufactures each Material.
Image: Manufacturing Site Dropdown
5. Supplied By: If you have included any Other Supplier Entities, you will be able to select from this dropdown which of these Sites supply each Material. You will also have the option to select yourself.
Image: Supplied By Dropdown
6. Plus Icon (+): If there is more than one entity supplying a Material, click the plus symbol (+) to add an additional line to select the second entity that also supplies the Material.
Image: Extra Line after Plus Icon Clicked
7. Comments/Observation: You can use the Comments/Observations open text field to provide further details on your Materials if needed.
8. Specification: You can attach the Material Specification by uploading an external file directly from your device. Once the 'Add File' button has been clicked, an ‘Add File’ pop-up will be displayed. Click the three dots to access the files on your device. Locate the file you wish to attach to the Material Specification and click 'Open'. Once your file is within the 'File' field, click the 'Upload' button to attach the file to the Material Specification. To view the file, click the name of the file which will be in blue text, a preview screen will appear. The file can be removed from the Material Specification at any time by clicking the 'x' button, click the 'Yes' button to confirm removal, click 'No' button to cancel the removal. However, remember a Material Specification is a mandatory field, therefore a file must be added.
Image: Specification 'Add File'
Image: 'Add File' Pop Up Screen and Three Dots to Access Files
Image: Selecting File from Device Folder, Click 'Open' to Select File
Image: File Attached to Specification
9. X: Click the 'X' button to remove any of the lines previously added.
10. Delete Line: Click the 'Add Line' button to add more Materials.
Checklist
The Checklist allows you to complete a questionnaire that is required as part of the Pre-Assessment Record, using the following fields:
- Response
- Comments/Observation
- File
Image: Blank Checklist
1. No. and Requirement: The 'No.' field displays the number of the Requirement. The Requirement can detail a heading, instructions or question that should be answered.
Note: If a Requirement has been marked as Mandatory within the Checklist, a Red Asterisk (*) will be visible beside the 'No.' field. This means that you must provide a Response to this Requirement to 'Save & Return' the Data Collection workflow stage. An error pop up screen will appear if the Full Assessment Record is attempted to be 'Save & Returned' without the mandatory Requirements completed.
Image: Example of Red Asterisk showing Mandatory Requirement
Image: Error for Mandatory Requirements Not Completed
2. Document Preview: When your Customer has attached a Document for you view and possibly download, a Document Preview Icon will appear. The Document Preview Icon can be clicked, and the option to Preview or Download the Document will become available. If there was no Document attached to a line of the Checklist, then this field will be blank.
Note: A file with a size more than 10MB will not be visible on the 'Preview' screen. A file larger than 10MB will be downloaded to your device when the 'Preview' option is accessed.
Image: Document Preview Icon
Image: Document Preview and Download Options
3. Response: If the Requirement is noted as a 'Heading' in the Checklist, there will be no option for the Response field, as this field is only used to answer questions. You will click into each Response field opposite the question and select the correct Response for them, or if the Response has been set to auto populate within the Checklist, you can click into the Response field to change the Response where needed.
Image: Response Dropdown
4. Comments/Observations: You can use the Comments/Observations open text field to provide further details on your Responses to the questions if needed.
Note: Your Customer may not require a Response but require you to provide details in the Comments/Observations. Therefore the Response field may be populated with an instruction.
5. File: You can attach an external file directly from your device to the Checklist line using the 'Add File' field. You may want to provide evidence to back up your Requirement Response. Once the 'Add File' button has been clicked, an ‘Add File’ pop-up will be displayed. Click the three dots to access the files on your device. Locate the file you wish to attach to the Checklist line and click 'Open'. Once your file is within the 'File' field, click the 'Upload' button to attach the file to the 'File' field. To view the file, click the name of the file which will be in blue text, a preview screen will appear. The file can be removed from the 'File' field at any time by clicking the 'x' button, click the 'Yes' button to confirm removal, click 'No' button to cancel the removal. More than one file can be added within the Checklist, simply click the 'Add File' button again and follow the steps to add the file.
Warning: Ensure that Files requested in the Doclist are not added to the Checklist.
Note: A file with a size more than 10MB will not be visible on the 'Preview' screen. A file larger than 10MB will be downloaded to your device when the 'Preview' option is accessed.
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 Checklist
Image: File Attached to Checklist
6. Assessor Comments: Your Customer's Primary/Secondary Assessor will use the 'Assessor Comments' open text field to ask you questions or provide you feedback on your Responses to the questions if needed. This field is only editable by the Primary/Secondary Assessors.
Doclist
The Doclist allows you to attach some initial documentation that is required as part of the Pre-Assessment Record, using the following fields:
- Next Review Date
- Comments/Observation
- File
Image: Blank Doclist
1. No. and Requirement: The 'No.' field displays the number of the Requirement. The Requirement can detail a heading, instructions or Document that should be attached.
Note: If a Document has been marked as Mandatory within the Doclist, a Red Asterisk (*) will be visible beside the 'No.' field. This means that you must attach this Document to 'Save & Return' the Data Collection workflow stage. An error pop up screen will appear if the Full Assessment Record is attempted to be 'Save & Returned' without the mandatory Documents completed.
Image: Red Asterisk showing Mandatory Requirement
Image: Error for Mandatory Requirements Not Completed
2. Document Preview: When your Customer has attached a Document for you view and possibly download, a Document Preview Icon will appear. The Document Preview Icon can be clicked, and the option to Preview or Download the Document will become available. If there was no Document attached to a line of the Doclist, then this field will be blank.
Note: A file with a size more than 10MB will not be visible on the 'Preview' screen. A file larger than 10MB will be downloaded to your device when the 'Preview' option is accessed.
Image: Document Preview Icon
Image: Document Preview and Download Options
3. Next Review Date: If the Document being attached has an expiration date, a 'Next Review Date' for the Document can be set by using the calendar field. If the Document being attached does not have an expiration date, the 'Next Review Date' can be left empty. 10 Days before the Review Date arrives, an automatic Document Review Record will generate and be placed in the 'Actions' tab of the Management Review module, and the Supplier Portal. If you upload the Document you will be linked to the Document, and will receive a system notification when the Document will soon expire and an updated version must be uploaded.
4. Comments/Observations: You can use the Comments/Observations open text field to provide further details on your Documents if needed.
5. File: You can attach an external file directly from your device to the Doclist line using the 'File' field. Once the 'Add File' button has been clicked, an ‘Add File’ pop-up will be displayed. Click the three dots to access the files on your device. Locate the file you wish to attach to the Doclist and click 'Open'. Once your file is within the 'File' field, click the 'Upload' button to attach the file to the 'File' field. To view the file, click the name of the file which will be in blue text, a preview screen will appear. The file can be removed from the 'File' field at any time by clicking the 'x' button, click the 'Yes' button to confirm removal, click 'No' button to cancel the removal.
Remember: Only one file can be added to each Doclist line.
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 Doclist
Image: File Attached to Doclist
Note: It will take up to 30 seconds before you can preview the Document added to the Doclist. This is due to the system scanning the Document for potential viruses.
Image: Virus Scanning Warning
Note: A file with a size more than 10MB will not be visible on the 'Preview' screen. A file larger than 10MB will be downloaded to your device when the 'Preview' option is accessed.
6. Assessor Comments: Your Customer's Primary/Secondary Assessor will use the 'Assessor Comments' open text field to ask you questions or provide you feedback on your Documents if needed. This field is only editable by the Primary/Secondary Assessors.
Report/Record Buttons
Image: Buttons
1. Report: Your Customer's Primary/Secondary Assessor will use the open text 'Report' field to detail any overall or additional comments.
2. Save & Return: Once you have completed the Materials, Checklist and Doclist, you will click the 'Save & Return' button to send your Pre-Assessment back to the your Customer. Your Customer's Primary/Secondary Assessor will receive an Alert that you have send back your Pre-Assessment for review. Ensure that you only click this button once you have fully completed the Materials, Checklist and Doclist.
Remember: The Pre-Assessment Record will be removed from your 'My Actions' tab when 'Saved & Returned', you can no longer access it from there unless your Customer returns the Pre-Assessment to you to complete some changes. However, you can always access a Pre-Assessment within the 'Assessment' module, even if the Pre-Assessment is not currently requiring any changes from you.
Image: Confirmation Pop-Up for 'Save & Return'
Image: Confirmation of Returned Assessment
Note: Although you can make changes to the Pre-Assessment Record once you have returned it to your Customer, it is best practice to await the response from your Customer before you make further changes to avoid unsaved data. You may also see a pop up box that states the record is being modified by another user if you try to edit it after you have returned the Pre-Assessment Record.
3. Save: Click the 'Save' button to simply save any changes made in the Data Collection workflow stage, leaving this workflow stage open. Your Customer's Primary/Secondary Assessor will not receive an Alert when you 'Save' your Pre-Assessment, as you have not 'Returned' it back to them, you are simply saving your work to keep working on the Pre-Assessment at a later data.
Remember: The Pre-Assessment Record will remain in your 'My Actions' tab when 'Saved' and you can access it from there when you are happy to continue working on it.
4. Cancel: Click the 'Cancel' button discard of the information added and exit the record.
Image: Completed Data Collection
Once your Customer has reviewed your Pre-Assessment Record, if they require further details from you, they will return the Pre-Assessment Record to you. The Requirements that require your attention will be seen highlighted in orange and may contain some Assessors Comments. Once you have addressed the orange Requirements, you will click the 'Save & Return' button to return the Pre-Assessment Record back to your Customer for review.
Image: Returned Pre-Assessment Record
Note: If your Customer returns the Pre-Assessment Record, you will receive a System Email Notification informing you that your Customer has indeed returned your Pre-Assessment Record. You can access the Pre-Assessment Record straight from the email, using the 'View Record' button.
Image: System Email Notification
Note: The Contact that will receive the System Email Notification informing you that your Customer has returned your Pre-Assessment Record will be the Contact that hit the 'Save & Return' button previously. Both the Primary and Secondary Contact will not receive the System Email Notification.
Image: Changes Made to Returned Pre-Assessment Record
Note: If you are required to change a Document, you will need to click the 'x' button to remove the previously attached Document. This will then provide you with the 'Add File' button again to attach your new Document.
Image: 'X' Button to Remove File
Image: Confirmation of Removal Pop Up
Image: 'Add File' Button Available
Note: The Requirements that required your attention will still be seen highlighted in orange when you complete the additional information and return it to your Customer. The orange colour will be removed once your Customer's Primary/Secondary Assessor has reviewed and accepted the changes.
Image: Returned Pre-Assessment Record
In some cases your Customer might ask you to respond to a Supplier Corrective Action Records. The main tasks in the Supplier Corrective Action Records are providing:
- Corrective Investigation Details
- Supporting Documents
- Additional Information (If Applicable)
There are multiple stages to a Supplier Corrective Action Record. However, you will only need to complete the certain workflow stages. The remaining workflow stages will be completed by your Customer.
Note: If you are responsible for a Supplier Corrective Action Record, you will see this Action on your 'My Actions' tab. You may also receive an Email Alert, letting you know that the Supplier Corrective Action Record has been opened, and is awaiting your completion.
To access the Supplier Corrective Action Record, navigate to the Record via:
- The 'View Record' Button in the Email Alert
- The Record in the 'My Actions' tab
Image: Example Email Alert
Stage 2: Corrective Action Response
The Supplier Corrective Action Record will be opened in the Corrective Action Response workflow stage when accessed by you. This workflow stage gives you the opportunity to respond to the Corrective Action raised by your Customer, using the following fields:
- Investigation / Root Cause Analysis
- Corrective Action
- Preventive Action
- Completion Date
- Supporting Documents
Image: Blank Correction Action Response Workflow Stage
1. Investigation/Root Cause Analysis: Using the open text field, the details of the investigation you conducted concerning the corrective action can be entered. [Mandatory Field]
2. Corrective Action: Using the open text field, the details of the activities you have taken to correct the situation can be entered. [Mandatory Field]
3. Preventive Action: Using the open text field, the details of the preventive actions that will prevent the issue from re-occurring can be entered. [Mandatory Field]
4. Completion Date: The Date when the Corrective Action Response workflow stage was opened will appear here. You do not need to change this date. However, there is a calendar to use to change the date if applicable.
5. Supporting Documents/Add File: If your Customer has requested you to submit Documents or you would like to provide evidence via a Document, you can do so using the 'Add File' button and accessing files on your device. Once the 'Add File' button has been clicked, an ‘Add File’ pop-up will be displayed. Click the three dots to access the files on your device. Locate the file you wish to attach to the Supporting Documents and click 'Open'. Once your file is within the 'File' field, before clicking the 'Upload' button to attach the file to the 'Supporting Documents' field, you can complete the 'Description' open text field to provide details on the attachment. The file can be removed from the 'Supporting Documents' field at any time by clicking the 'x' button, click the 'Yes' button to confirm removal, click 'No' button to cancel the removal.
Note: There is no Document Preview on this Screen. All Document sizes will be downloaded to your device automatically when the the File Name in blue text is accessed.
Note: If the Supplier Corrective Action has been raised from a Document within a Doclist of a Pre-Assessment or Full Assessment Record, and the a new file is added here, the new Document will then replace the previous version of the Document. You will only be able to add one Supporting Document in this scenario.
Image: 'Add File' Pop Up Screen and Three Dots to Access Files
Image: Selecting File from Device Folder, Click 'Open' to Select File
Image: File Added to Add File Screen, Description can now be completed
Image: Click 'Upload' to Upload File and Description to Supporting Documents
Image: File Attached to Supporting Documents
6. Save: Click the 'Save' button to simply save any changes made in the Corrective Action Response workflow stage, leaving this workflow stage open. Your Customer's Primary/Secondary Assessor will not receive an Alert when you 'Save' your Corrective Action Response, as you have not 'Submitted' it back to them, you are simply saving your work to keep working on the Corrective Action Response at a later data.
Remember: The Supplier Corrective Action Record will remain in your 'My Actions' tab when 'Saved' and you can access it from there when you are happy to continue working on it.
7. Save & Submit: Once you have completed the Corrective Action Response, you will click the 'Save & Submit' button to submit your Supplier Corrective Action response back to the your Customer. Your Customer's Primary/Secondary Assessor will receive an Alert that you have completed the Corrective Action Response for review. Ensure that you only click this button once you have fully completed the Corrective Action Response.
Note: Although you can make changes to the Supplier Corrective Action Record once you have submitted it to your Customer, it is best practice to await the response from your Customer before you make further changes to avoid unsaved data. You may also see a pop up box that states the record is being modified by another user if you try to edit it after you have submitted the Supplier Corrective Action Record.
Remember: The Supplier Corrective Action Record will be removed from your 'My Actions' tab when 'Saved & Submitted', you can no longer access it from there unless your Customer returns the Supplier Corrective Action Record to you to complete an additional workflow stage. However, you can always access a Supplier Corrective Action Record within the 'Assessment' module, even if the Supplier Corrective Action Record is not currently requiring any changes from you.
8. Cancel: Click the 'Cancel' button discard of the information added and exit the record.
Image: Completed Corrective Response Workflow Stage
Your Customers Response
Once you have submitted your Corrective Action Response, it is time for your Customer to review said response. There are two scenarios that may occur:
- Your Customer Accepts your response and closes the Supplier Corrective Action (No further actions needed from you)
- Your Customer Requests further details from you within the Supplier Corrective Action (Further actions needed for you)
Note: If you are responsible for a Supplier Corrective Action Record, you will receive an Email Alert letting you know that your Customer has reviewed your Corrective Action Response and if they require further information for you, that you will receive an additional Email Alert.
Image: Example Email Alert when Corrective Action Response Reviewed by Customer
Image: Customer Reviewed and Completed Supplier Corrective Action, No Further Details Needed
Stage 4: Additional Response
Note: If you are responsible for the Supplier Corrective Action Record and are required to provide additional information, you will see this Action on your 'My Actions' tab. You may also receive an Email Alert, letting you know that the Supplier Corrective Action Record is awaiting your completion.
To access the Supplier Corrective Action Record, navigate to the Record via:
- The 'View Record' Button in the Email Alert
- The Record in the 'My Actions' tab
Image: Example Email Alert when Additional Information is Required
Image: Blank Additional Information Workflow Stage
1. Report: Using the open text field, the details of the additional information concerning the corrective action can be entered. [Mandatory Field]
2. Supporting Document/Add File: Similar to the Supporting Document/Add File in the Corrective Action response workflow stage, if your Customer has requested you to submit Documents or you would like to provide evidence via a Document, you can do so using the 'Add File' button and accessing files on your device. Once the 'Add File' button has been clicked, an ‘Add File’ pop-up will be displayed. Click the three dots to access the files on your device. Locate the file you wish to attach to the Supporting Documents and click 'Open'. Once your file is within the 'File' field, before clicking the 'Upload' button to attach the file to the 'Supporting Documents' field, you can complete the 'Description' open text field to provide details on the attachment. The file can be removed from the 'Supporting Documents' field at any time by clicking the 'x' button, click the 'Yes' button to confirm removal, click 'No' button to cancel the removal.
Note: If the Supplier Corrective Action has been raised from a Document within a Doclist of a Pre-Assessment or Full Assessment Record, and the a new file is added here, the new Document will then replace the previous version of the Document. You will only be able to add one Supporting Document in this scenario.
3. Save: Click the 'Save' button to simply save any changes made in the Additional Information workflow stage, leaving this workflow stage open. Your Customer's Primary/Secondary Assessor will not receive an Alert when you 'Save' your Additional Information, as you have not 'Submitted' it back to them, you are simply saving your work to keep working on the Additional Information at a later data.
Remember: The Supplier Corrective Action Record will remain in your 'My Actions' tab when 'Saved' and you can access it from there when you are happy to continue working on it.
4. Save & Submit: Once you have completed the Additional Information, you will click the 'Save & Submit' button to submit your Additional Information back to the your Customer. Your Customer's Primary/Secondary Assessor will receive an Alert that you have completed the Additional Information for review. Ensure that you only click this button once you have fully completed the Additional Information.
Remember: The Supplier Corrective Action Record will be removed from your 'My Actions' tab when 'Saved & Submitted', you can no longer access it from there unless your Customer returns the Supplier Corrective Action Record to you to complete an additional workflow stage. However, you can always access a Supplier Corrective Action Record within the 'Assessment' module, even if the Supplier Corrective Action Record is not currently requiring any changes from you.
Note: Although you can make changes to the Supplier Corrective Action Record once you have submitted it to your Customer, it is best practice to await the response from your Customer before you make further changes to avoid unsaved data. You may also see a pop up box that states the record is being modified by another user if you try to edit it after you have submitted the Supplier Corrective Action Record.
5. Cancel: Click the 'Cancel' button discard of the information added and exit the record.
Image: Completed Additional Information Workflow Stage
If your Customer requires further details from you, they will submit the Supplier Corrective Action Record back to you with another Additional Information workflow stage for you to complete. This will continue until your Customer is happy with the information provided and closes out the Supplier Corrective Action.
Image: Example Email Notification when Additional Review is Closed
If your Customer creates a Complaint Record involving your Company, this Complaint Record is viewable within the 'Complaints' module. These Complaints can be registered for a variety of reasons, including failure to guarantee a satisfactory level of quality, quantity, or failure to deliver in the manner agreed.
Image: Complaints Module
Note: When Complaint Records are created, although it is possible for you to view in the Supplier Portal, you may not be able to respond within the Complaint Record directly. This will depend on the access your Customer has provided you.
If you Customer has not provided you access to 'Edit' a Complaint Record, you will not see any buttons allowing you to access the workflow stages.
However, if your Customer has provided you access to 'Edit' a Complaint Record, you will only have the option to 'Edit' the Complaint Review workflow stage.
If your Customer is seeking further action on the matter, they may create a Supplier Corrective Action Record which will require your response. You may receive an Email Alert if a Supplier Corrective Action had been created for your attention.
Image: Complaint Record
Image: Supplier Corrective Action Raised
In some cases your Customer might ask you to complete tests on your Shipment, in the form of a Receiving Record. The main tasks in this Record are providing:
- Purchase Number
- Delivery Checks
- Ingredient/Material Checks
However, in some cases your Customer might provide you access to simply view the Receiving Records, to view the Checks they have performed on your Shipments. If your Customer is simply sharing Receiving Record information with you, the Record will not be your responsibility to complete and the buttons to the workflow stages will not be accessible.
Note: If you are responsible for a Receiving Record, you will see this Action on your 'My Actions' tab. You may also receive an Email Alert, letting you know that the Receiving Record has been opened, and is awaiting your completion.
To access the Receiving Record, navigate to the Record via:
- The 'View Record' Button in the Email Alert
- The Record in the 'My Actions' tab
Image: Example Email Alert
Note: When Receiving Records are created, although it is possible for you to view in the Supplier Portal, you may not be able to complete the Receiving Record. This will depend on the access your Customer has provided you.
If you Customer has not provided you access to complete a Receiving Record, you will not see any buttons allowing you to access the workflow stages.
However, if your Customer has provided you access to complete a Receiving Record, you will see the buttons allowing you to access the workflow stages.
If your Customer is seeking further action on the matter, they may create a Supplier Corrective Action Record which will require your response. You may receive an Email Alert if a Supplier Corrective Action had been created for your attention.
There are multiple stages to a Receiving Record. However, you will only need to complete the workflow stages if your Customer has requested and given you access to.
Image: Blank Receiving Record
1. Purchase Order: Using the open text field, enter the Purchase Order of the Shipment.
2. Supplier: Your Company Name will appear here. This is not editable by you.
3. Delivery Checks: If your Customer requires you to complete checks on your Delivery, e.g. Trucks Conditions, etc, you will see the list of Tests here. These Tests may require you to Add a File, Select from a Response Dropdown, Type into an Open Text Field or Click a Timestamp.
Image: Test Examples
Note: The 'Add File' Test will provide you with an 'Add File' pop up screen, where you can access files from your device. Click the three dots to access the files on your device. Locate the file you wish to attach to the Test and click 'Open'. Once your file is within the 'File' field, click the 'Upload' button to attach the file to the 'File' field. To view the file, click the name of the file which will be in blue text, a preview screen will appear. The file can be removed from the 'File' field at any time by clicking the 'x' button, click the 'Yes' button to confirm removal, click 'No' button to cancel the removal.
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 Test
Image: File Attached to Test
Note: It will take up to 30 seconds before you can preview the Document added to the Test. This is due to the system scanning the Document for potential viruses.
Image: Virus Scanning Warning
Note: A file with a size more than 10MB will not be visible on the 'Preview' screen. A file larger than 10MB will be downloaded to your device when the 'Preview' option is accessed.
Note: If a Test Name is seen in Blue Text, there is a Document behind the Test. This Document can be accessed by clicking the Blue Text. You can read the Document and click the 'x' button at the top right hand side of the Document to close it.
Image: Test with Document
Image: Document Opened
Note: If your Customer has made a Text mandatory, you will see this Text appear in a Red Box if not completed. You will not be able to 'Save & Submit' the Receiving record workflow stage until this Test is completed.
Image: Mandatory Test
4. Ingredient/Material Checks: If your Customer requires you to complete checks on your Materials, e.g. Quality Checks, etc, you will see the list of Tests here. These Tests may require you to Add a File, Select from a Response Dropdown, Type into an Open Text Field or Click a Timestamp.
Image: Material Dropdown
Note: Only Materials associated with your Company will appear here. If you note any Materials are missing, or you have query on the list of Materials, ensure to contact the Main Contact from your Customer.
Image: Open Text Field Test Examples
Image: Response Dropdown Example
Image: Add File Test Example
5. X: Click the 'X' button to remove Rows.
6. Add Line: Additional Rows can be added by clicking the 'Add Line' button. You may have more than one Material involved in the Shipment.
7. Report: You can use the open text 'Report' field to detail any overall or additional comments.
8. Save: Click the 'Save' button to simply save any changes made in the Receiving Record workflow stage, leaving this workflow stage open.
9. Save & Submit: Click the 'Save & Submit' button when you have completed the Receiving Record workflow stage. Once the 'Save & Submit' button is clicked a the Receiving Record will move to the next workflow stage.
10. Cancel: Click the 'Cancel' button discard of the information added and move back to the Shipments module.
Image: Completed Receiving Record
Note: Your Customer may review your Receiving Record workflow stage and decide that you must perform a Retest. They will open the Retest workflow stage for you to complete for any Tests that have Failed.
Image: Customer Editing Receiving Record Workflow stage to Enable 'Retest'
Image: Blank Retest
1. Delivery Retest: Any Test within the Delivery Checks that have Failed will be brought down to the Retest to be completed again. These Tests may require you to Add a File, Select from a Response Dropdown, Type into an Open Text Field or Click a Timestamp.
2. Ingredient/Material Retest: Any Test within the Ingredient/Material Checks that have Failed will be brought down to the Retest to be completed again. These Tests may require you to Add a File, Select from a Response Dropdown, Type into an Open Text Field or Click a Timestamp.
Note: As only Failed Tests will be brought down to the Retest workflow stage, you will see the text 'No failed Tests' where no Failed Tests have been noted.
3. Report: You can use the open text 'Report' field to detail any overall or additional comments.
4. Save: Click the 'Save' button to simply save any changes made in the Retest workflow stage, leaving this workflow stage open.
5. Save & Submit: Click the 'Save & Submit' button when you have completed the Retest workflow stage. Once the 'Save & Submit' button is clicked a the Receiving Record will move to the next workflow stage.
6. Cancel: Click the 'Cancel' button discard of the information added and move back to the Shipments module.
Image: Completed Retest
Note: You Customer may use the Result workflow stage to review the Tests you have created and complete this final workflow stage for you.
Image: Customer will Complete Result Workflow Stage, Therefore you have No Buttons as you do not Require Access
Image: You will Complete Result Workflow stage, Therefore you will have Button as you Require Access
Image: Blank Result
1. Result: The Result will populate from the Tests Results (Pass/Fail). The Receiving record can be completed with a Failed Result.
2. Report: You can use the open text 'Report' field to detail any overall or additional comments.
3. Release: Tick the box to 'Release' the Materials from the Receiving Record.
4. Save: Click the 'Save' button to simply save any changes made in the Result workflow stage, leaving this workflow stage open.
5. Save & Submit: Click the 'Save & Submit' button when you have completed the Result workflow stage. Once the 'Save & Submit' button is clicked a the Receiving Record will be completed and move to the Complete tab.
6. Cancel: Click the 'Cancel' button discard of the information added and move back to the Shipments module.
Image: Completed Result
Opening Receiving Records
You will see an 'Add Shipment' button within the Shipments module. However, this button may not always work for you and this is due to the way your Customer has decided to set up your Receiving Program.
Note: You will only be required to use the 'Add Shipment' button to open Record if your Customer has communicated this to you. Your Customer may open the Records on your behalf, which will not require you to see this button.
Image: 'Add Shipment' Button
If you do not have access to the 'Add Shipment', you will see the 'Add Shipment' pop up screen seen in the screenshot below. To remove this screen you can simply click the 'Cancel' button. If you attempt to hit the 'Create' button, you will be brought to a page to create a Receiving Program. However, you will see on this screen that you do not have access to the buttons required to save the Receiving Program. Your Customer will create a Receiving Program for you if needed.
Image: Add Shipment Pop Up
Image: Receiving Program with No Save Button
If you do have access to the 'Add Shipment', you will see the 'Add Shipment' pop up screen seen in the screenshot below. This pop up with allow you to select from the Receiving Program you would like to open a Record from. Your Customer has created this Receiving Program for you. Once you have selected the Receiving Program, click the 'Crate' button to open a Record.
Image: Add Shipment Pop Up
Image: Selecting Receiving Program from Dropdown
Image: Click 'Create' to Open Record
Image: New Record
A Document Review Record can be created for a variety of reasons including Audits, Legislation Changes, Scheduled Reviews, etc. Any Documents you have uploaded for your Customer that require a Document Review Record to be completed will be your responsibility. These Document Review Records are viewable within the 'Documents' module.
Image: Documents Module
Note: If you are responsible for the Document that the Document Review Record has been opened for, you will see this Action on your 'My Actions' tab. You may also receive an Email Alert, letting you know that the Document Review Record has been opened, and is awaiting your completion.
To access the Document Review Record, navigate to the Record via:
- The 'View Record' Button in the Email Alert
- The Record in the 'My Actions' tab
Image: Example Email Alert
Image: 'My Actions' Tab Containing the Document Review Record Action
Image: Document Review Workflow Stage
1. Document: The Document Name that requires review will be seen here. This is also a link that will take you directly to the Document in the Document module, as you may need to read through the Document to ensure it is up to date or not.
2. Date: The Date when the Document Review Record was opened will appear here. You do not need to change this date. However, there is a calendar to use to change the date if applicable.
3. Document Name: The Document Name that requires review will be seen here. There is a dropdown arrow noted here. However, the dropdown cannot be accessed by you.
4. Replace: Click the 'Replace' button to access the files on your device if the Document requires a new version to be added. Once the 'Replace' button has been clicked, an ‘Add File’ pop-up will be displayed. Click the three dots to access the files on your device. Locate the file you wish to attach to the Document Review Record and click 'Open'. Once your file is within the 'File' field, click the 'Upload' button to attach the file to the 'File' field. The file can be removed from the Document Review Record at any time by clicking the 'x' button, click the 'Yes' button to confirm removal, click 'No' button to cancel the removal.
Note: There is no Document Preview on this Screen. All Document sizes will be downloaded to your device automatically when the the File Name in blue text is accessed.
Remember: Only one file can be added to Document Review Record to replace the Document.
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
5. Reason for Review: The Reason for Review will be seen here. There is a dropdown arrow noted here. However, the dropdown cannot be accessed by you.
6. Next Review: If this Document Review Record has come from a Scheduled Document Review, the Next Review will appear here. The date can be changed if needed by accessing the calendar field. This will be the next date a Document Review Record will open for the Document.
7. Completed By: Using the dropdown, select your name if you are the one completing the Document Review Record.
Image: Completed By Dropdown
8. Requirement: The Requirement details the question that should be answered.
9. Response: Using the dropdown, select from the responses to answer the Requirement question. If the Document does not require to be replaced, you will select 'Yes'. If the Document does require a new version and should be replaced, you will select 'No', providing comments on why and replacing the Document using the 'Replace' button. [Mandatory Field]
Image: Response Dropdown
10. Comments/Observations: Using the open text field, you can provide comments on the Document Review, e.g. why the Document was replaced.
11. X: The 'X' button will remove the Requirement line, ensure you do not click this button.
12. Add Line: The 'Add Line' button will add an additional Requirement line to the Document Review Record. However, you do not need to add an additional questions.
13. Save: Click the 'Save' button to save the information you have added to this workflow section so far. This will save the information added, but not completed the record. Remember, this record is only a one workflow stage record. If you forget to click the 'Save' button before moving away from the Document Review Record, you will lose all the information added. Ensure to click the 'Save' button to save your work. You can come back at a later stage to review and complete the record.
14. Save & Submit: Click the 'Save & Submit' button when you have completed the Document Review Record. If you choose to 'Save & Submit', the record will be closed, and you must click the 'Edit' button to re-enter the record to make changes.
15. Cancel: Click the 'Cancel' button if you wish to discard the changes made.
Image: Completed Document Review
Note: If a Document is replaced during a Document Review Record, you will see the newly added version within the Document Overview page in the Documents module.
Image: Document Overview Page with New Version
Note: If you do not complete your Document Review before the Due Date, you will receive an Automatic System Email Notification informing you that the Document has now reached it Due Date.
Image: Example Automatic System Email Notification
