the details of the instruction or action required,
the schedule, including the frequency, Reminder Days and Due Date,
the Actioned by(s) Position(s),
and the Escalation Position, to whom the notification goes of the task not being completed by the Due Date.
A Task is an instruction or action required to be completed by a specific date. The Task maybe required to be carried out by more than one position. The Task will either be required to be performed once (adhoc), or to be performed on a cyclic roll.
On the first reminder day, the task is generated into a Current Task. The Current Task contains the instructions and the Due Date, but is its only entity, separate from the Task it was created from. A separate Current Task is generated to each Actioned By Position. Each Actioned By Position will complete their own Current Tasks.
New Task Notifications
A new task notification will be sent on the Reminder Day date. If the task has a second reminder, a notification will be sent on this date. If the task is Critical, and the task is not completed on the Due Date by the Critical time, a notification will be sent on the Due Date at this time. If the task is not completed by the Due Date, a notification will be sent everyday the task is overdue until the task is complete.
Elements of a Document Review Task
The Tasks tab contains the schedule, the frequency, and the Reviewed By.
The ‘Tasks’ tab
The Document Review section elements
1 Date Calculation selection
Note: Date Calculation only available when Frequency Monthly is selected.
Specific Date selected. Select the exact Date for the schedule to start. Selection Last working day of the period will, if the Next Due is not this date, change to the Next Due to this date, for that month, when Save is clicked.
Day of Week selected. Select the Week and the Day for the schedule to run on. Then select Next Due for the first date (month/year) this task will be scheduled. Clicking Save will adjust Next Due to match the selected Week and Day.
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2 Frequency selection
Use these fields to set how often the Review Task should be performed (e.g. every 12 months). Your Interval options include Weekly or Monthly.
Weekly: Type or select a number, e.g. ‘2’ for fortnightly.
Monthly: Type or select a number, e.g. ‘3’ for quarterly, ‘12’ for annual.
Note: Selecting Weekly will remove the Date Calculation selections.
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3 Next Due date picker
Use the Date/Time Selector to set the date on which the Task must first be completed.
(Scheduled) date field
After saving the schedule, a (Scheduled) date is then displayed to the right of the ‘Next Due’ field. This field displays the actual date that the next Task will be due. Quite often, the ‘Next Due’ and ‘Scheduled’ dates will be the same, but when the ‘Next Due’ date falls on a non-business day (e.g. weekend or public holiday) the ‘Scheduled’ date is set to the preceding business day; making the task due slightly earlier.
Tip: If you leave the ‘Next Due’ field blank, the record will be created, but a Task will never be generated. This can be useful if your organisation is not yet ready to start the Task and wants to specify the ‘Next Due’ date at a later time.
4 Last working day of the period selector
Select this checkbox to override the Next Due date to always be the last day of that month.
5 ‘Reminder 1st’ field
Is the number of days before the Task due date that the Task will be generated and each ‘Actioned By’ Position notified. If the day the Task is be be generated falls on a non-business day, the task will instead be generated on the first prior business day. This is the day the task will appear in each ‘Actioned By’ Current Tasks list. This is also the day each ‘Actioned By’ position will receive a notification email containing the Task details and when the Task is Due.
(Reminder Date) field
After saving the schedule, a (Reminder Date) is then displayed to the right of the ‘Reminder 1st’ field. This field displays the actual date (business day) that the next Task will be generated.
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6 ‘Reminder 2nd’ field
For Task’s with a long lead time (i.e. 1st Reminder is set to a high number of days), set a lower number of days in the ‘2nd Reminder’ field so that an additional email notification is sent to each ‘Reviewed By’ Position before the due date. The same non-working day principle as 1st Reminder applies to this 2nd Reminder.
Tip: Set this field to zero if you don’t want a 2nd Reminder sent for this Task.
7 Reviewed By selector
Select the Position that is responsible for the Reviewing this Document. This Position selected for this role can be different from the Document Owner. This position is required to be a member of a Security Group that has Edit access to this Document record.
Procedures Document Review Task
Schedule a Document Review Task
Only one Document Review Task can be scheduled per Document. The Document Review Task is a scheduled cyclic task.
Hover over, or click the Menu Options icon, then click the Save 1 option.
The Document Review is saved. The ‘Scheduled’ and ‘Reminder Date’ are displayed. The ‘Reminder Date’ is the date the Document Review Task is generated and will appear in the Reviewed By’s ‘My Summary Current Tasks’.
View Document Review History
The ‘Show Document Review History’ icon only appears when a least one Document Review Task has been completed.
Note: Only Positions allocated to a Security Group with ‘View’ or ‘Edit’ to this Document Record can view a Task’s, Task Completion History.
Click on a Document record in the list. The ‘Document’ page is displayed.
Click the Tasks tab. The Tasks tab is displayed. In the ‘Document Review’ section, click the Show Document Review History1 icon (if displayed).
The ‘Document Review History’ window displays. The most recent completed Document Review record is displayed. If the ‘Due Date/Actioned By’ 1 field appears, it indicates that more one Document Review task completion history record exists for this Document. Click the ‘Due Date/Actioned By’ dropdown 1 to select the other Completed Document Review Task History records. Also click the Comments tab and the Attachments tab 2 to see that information for this History Record. If you have the correct security access, further comments can be added and removed, and attachments can be added or removed. Click the Close icon 3 when viewing is completed to close this window.
Update Task Completion History Comments and Attachments
Note: Only Positions that completed this Document Review task, or have been allocated to a Security Group with ‘Edit’ can update a Document Review’s Comments and Attachments.
Open the Document Review History window. Select the Document Review History record to update. Click the Comments tab. Click Add Comments 1 icon to add new comments.
The Add New Comment window displays. Enter a new Comment 1. Click the Save 2 icon to save this comment. (Click the Cancel 3 to cancel the save and close this window.)
To edit a Comment, click the Edit 1 icon.
The Edit Comment window displays. Update the comment 1. Click the Click the Save 2 icon to save this comment.
To delete a Comment, Click the Delete 1 icon. Click OK to confirm the delete.
If required, click the Attachments tab. Drop any additional attachment file(s) into the Browse field, or use Browse 1 button to find the file(s). Each file will display and load for a few seconds in the field before disappearing and reappearing in the Attachments list after the automatic upload processing completes.
Click the View 1 icon to view the attachment. Click the Delete 2 to delete the attachment.
Click on a Document record in the list. The ‘Document’ page is displayed.
Click the Tasks tab. The Tasks tab is displayed.
Select and delete the contents of the ‘Next Due’ 1 field.
Hover over, or click the Menu Options icon, then click the Save 1 option.
The Document Review is saved with the blank ‘Next Date’. No more Document Reviews will be scheduled.
Completing the Document Review Current Task
My Current Tasks
To see which tasks have been generated for you to complete, from the main menu, click the My Summary option.
Click the Current Tasks tab.
Look for, or filter by, TypeDocument Review Task in the Current Tasks list.
Completing the Task
Opening the Complete Document Review window
Click the Complete the Task1 icon to display the Complete Document Review task window.
Adding a Comment is mandatory
To add a comment, click the Add Comment 1 icon. (If you wish to change the Actioned On date from today to another date.) Note: The Document can be made Obsolete 2 from this review if required.
The Add Comment window displays. Enter in your text 1, then click the Save 2 icon.
The Comment displays in the Comments list. The Comment text can be edited 2 or deleted 4, if required. Click the Document 4 tab.
Upload a new Version
If a new version of the Document is not required, go to the Completing the Task step.
Click the Upload a new version1 option.
The new Document Version fields appear. If the Create Read and Certify Task1 option is selected, the ‘Due Date’ and ‘Second Reminder’ days fields appear.
Add the Change Summary 1 comments. Use the ‘Select Document’ 2 button to locate the new document version file. Enter the new Version 3 that will supersede the current document version. Enter the Effective date 4; if this is a future date, the current document version will remain effective until this date. If required, select the ‘Create Read and Certify Task’ 5 option and end the date you would like each view access Positions to complete this task by. Click the Document 6 tab.
Drop file(s) in the Browse field, or click Browse 1 to locate and select the file(s) you wish to attach. Files can be also be attached one at a time. As the files load, they will re-appear in the File attachment list.
Completing the Review task
To complete the Document Review Task, click the Complete Task 1 icon.
If all required information is entered correctly, the task will complete and the window will close. If an error message appears, correct the error, then reattempt clicking the Complete Task 1 icon. Repeat until all errors no longer occur.
Completing a Read and Certify Current Task
My Current Tasks
To see which tasks have been generated for you to complete, from the main menu, click the My Summary option.
Click the Current Tasks tab.
Look for, or filter by, TypeRead and Certify in the Current Tasks list.
View and Read the Document
Read the Document.
Click the View the Document1 icon.
The Document will display for you to read. If the Document has a new Version that will be Effective at a future date. A ‘View’ button will appear. Click this button 1 to view new Version of the Document.
The future Effective version of the Document displays. Read this Document. If configured, a download option 1 will display that allows you to download a local copy of the Document.
When you have completed reading the document, click the Close window 1 icons and 2.
Opening and Completing Read and Certify Task
Certify you have read the Document.
Click the Complete the Task1 icon to display the Complete Read and Certify task window.
The Complete Read and Certify Task window displays. By completing this task you are certifying that you have read the Document. Click the Complete the Task1 icon to Complete this task and close this window.
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