How to manage a document

Overview to managing a document in LOGIQC QMS

Managing a document is performed by an approval officer.  There are a number of stages when managing a document in LOGIQC QMS:

  • Stage 1:  A published document is up for review so the approval officer can:
    • Delegate the document to a review officer for review
    • Choose to unpublish the document as it is no longer relevant
    • Change the review date of the document to a later date if no changes are required
  • Stage 2:  A document has been sent to a review officer for review.  The review officer has either uploaded a new version for approval or advised that the current document is still relevant and no changes are required.  At this point the approval officer can approve the changes, request further action or reject/unpublish the document

There are different LOGIQC tasks that are generated when approving a document, depending on the stage of workflow the document is currently at:

  • Review approval - a document was sent to a review officer for action and has now been sent back to the approval officer for review approval review_app_task.png
  • Approve for review - a document has come up for review on its due review date approve_for_rev_task.png
  • Approval - A document has been added and been sent for approval  approve_doc_task.png

For more details regarding approving a newly added document, refer to the article:  How to approve a document

To open the approval task, click on the document name and the item will open at the 'Task options' screen.

Review the document details form

Prior to completing the task actions, you will need to review the document details form to ensure the viewing permissions set are appropriate, the related work area and meeting to monitor the task are correct and all other fields have been filled out correctly.  As an approving officer, you can adjust these settings in the details form.  To view the details, select 'See document details' in your task options form or scroll up to the view the Documents details form.

Once you are happy all the details are accurate and correct, you can now go ahead and review the document for approval.

Review Approval

review_app_task.png

A review officer has reviewed a document, updated the Document task in LOGIQC QMS and sent it back to the assigned approval officer.

  1. When you open the document item, the form will open at the task options screen
  2. Check the Document review notes which contain the approval officers instructions and the review officers description of actions taken doc_review_notes.png
  3. Select your action from the task options and complete the required fields
  4. Select 'Save'

Task options explained for a 'Review approval' task

Approve recommend document

sec_app_1.png

Select if you approve the recommended document.  This will make it available to be viewed from the Documents register 

Required fields:

  • Due date for revision

The document will be available in the 'Published' tab in the Documents register.

Reject recommend document and un-publish

sec_app_2.png

Select if you do not approve the recommended document and would like to make it unavailable for viewing from the Documents register

Required fields:

  • Comment

The document item will be moved to the unpublished tab in the Documents Register

Request further actions

sec_app_3.png

Select if you require further work to be performed on the document by a review officer

Required fields:

  • Instructions for additional action
  • Review officer
  • Re-work due date

The document task will be sent to the assigned review officer for additional action.  The task type will be 'Re-do review'.

Approve for review

approve_for_rev_task.png

If you are an assigned approval officer for a document that has come up for review, you will receive a task in LOGIQC QMS to review the published document.

  • When you open the document item, the form will open at the task options screen
  • Read any notes in the 'Instructions for review' field
  • View the document by clicking on 'Open document' in the task options screen
  • Select your action from the task options and complete the required fields
  • Select 'Save'

Task options explained for a 'Approve for review' task

Assign document to an officer for review

sec_app_rev2.png

Select if you want to send the document to an officer to be reviewed.

A date in the future must be set in the Re-work due date field.

Required fields:

  • Instructions for action officer
  • Review officer
  • Re-work due date

The document task will be sent to the assigned review officer to perform the review actions.  The task type will be 'Review'.

Un-publish document

sec_app_rev3.png

Select if you want to remove the document from the register. 

Required fields:

  • Comments

This will move the document directly to the Un-published tab.

Reschedule review to a future date

sec_app_rev4.png

Select if you do not want the document to be reviewed at this time.

A date in the future must be set in the Document review date field

Required fields:

  • Comments
  • Document review date
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