Thursday 2nd February - What’s the easiest way to perform all my required Document actions?

Reply

Richie H Posted: Tue, Jan 31 2012 11:24

rated by 0 users

If your organisation uses the Documents module, you’ve probably been requested to perform a variety of actions in the module, such as approving, acknowledging, reviewing or changing a document. However, it can be difficult to remember the best way to deal with all these actions. Therefore, during this session, we will cover:

• How to manage your required actions to perform the most important ones first
• When to reject and when to approve a document
• The quickest way to perform reviews and raise change requests

This session is aimed at ALL users of the Documents module. To register for the session, log into the Academy and click the calendar icon in the "My Academy" page. 

Please use this thread to ask any questions or make any comments! 

Reply

Richie H replied on Thu, Feb 2 2012 14:22

rated by 0 users

We've just had a question from John, who asks about what to do when a document is rejected. In particular, the document has been rejected not because of its content, but because the list of approvers was incorrect. 

We'll cover this scenario in the course at 3pm. Any other questions please post them here!

Reply

Richie H replied on Thu, Feb 2 2012 17:28

rated by 0 users

Hi folks, 

Thanks to everyone who attended today - sadly, due to a fault with the messaging system, no reminder was sent out. However, the recording is now available to download from the Academy - simply log in, click [Library], then [Academy Live Recordings]... you can then choose to watch / download any recording from the past year. 

During the session, we discussed DRS - which is a way of viewing documents without opening Q-Pulse... if you'd like to find out more, send me an email to academy@gaelquality.com, or reply to this thread, and I'll get the right person to get in touch with you!

Reply

khaja replied on Mon, Feb 20 2012 9:39

rated by 0 users

Hi Richie,

I viewed the recorded session, very interesting and informative. i suggest a enhancement request for document review to work better in team environment.

1.  Ability for document reviewer to assign document review actions to his team. Some thing similar to action page in CA/PA or Incident module.

2. Once actions are completed, he shall close the review.

This help to review the document as a team, especially for a complex document.

Regards,

Khaja Lashkari

Reply

Richie H replied on Mon, Feb 20 2012 10:07

rated by 0 users

Thanks for the post Khaja. 

You're quite right that the Documents module is quite limited when it comes to assigning different actions to different people for more complex document reviews. However, if you wish to use a formal process for reviewing documents, you can use the following workaround:

1. Create a new CA/PA Source called "Document Review". 
2. Create a new CA/PA Template called "Document Review" and assign it to your new CA/PA source. Now you can add stage / stage actions to mirror your document review process (and assign default owners). 
3. Within your new CA/PA Template, use workflow to make the final stage  "Close Review". The person assigned to this action would be responsible for performing the actual review against the document (i.e. although most of the work will have been done earlier in the workflow, this person will still need to formally perform the document review). 
4. Now, whenever you have a document to review, create a new CA/PA record using your new source and in the Document field, add the document requiring review. Now everyone who has an action to review the document will be able to read the document and add their findings into the appropriate CA/PA stage. 

I'll pass on your feature request although it might take a while before it is implemented, so in the meantime, I'd suggest using the above workaround. If you have any questions about this, please let me know. 

Reply

khaja replied on Mon, Feb 20 2012 10:52

rated by 0 users

Thank you very much Richie,

I will give a try, and let you know how it goes.

Regards,

Khaja Lashkari