4.3.13 Create Subscription Check Task

 

In order to create a subscription check task an item which is following an advanced or basic workflow has to be released.


Note that a Subscription Check can only be created upon Item release.


Upon Item Release:

    1. Navigate to the Workspaces Tab
    2. Click on the New Query icon (New Query windows appears)

      • Alternatively Click on the New Query icon on the left hand side


    1. Expand the Where Item Type Is menu
    2. Select relevant Item Type
    3. Specify other relevant Search Criteria
    4. Click Search
    5. Select required Item

Notes:

      • Only Items with the status of Draft can be Released if following the Basic Workflow
      • Only Items with the status of Approved can be Released if following the Advanced Workflow unless document control override privilege is in place.


New Query - Document Search Results


Click the Periodic Review Tab and the Periodic Review Window is displayed (Note you define Periodic Review settings until the Item has been saved)


Click the Subscriptions Tab the Subscriptions Window is displayed (Note you define Subscriptions settings until the Item has been saved)

Item Subscription Window


  1. Select Create and the New Item Specific Subscriptions Settings Window is opened

  2. Define the number of days that the subscribers are to be given to acknowledge the Item

  3. Issue a reminder - this is the first reminder and is set as the number of days prior to due date

  4.  Repeat reminder every - this is further reminders after the initial reminder and can be only be set if the Issue a reminder is ticked

  5. Click Add to add the Subscribers
  6. You can then search for Persons, Roles or Audience Groups
  7. Tick the selected Persons, Roles or Audience Groups the example below shows 3 Persons; 1 Role and 1 Audience Group
  8. Click Ok to complete and save the Subscription Settings





New Item Specific Subscriptions Settings Window showing task settings and Subscribers


Once Subscriptions settings have been defined they can be further edited or removed as required by selecting the appropriate button on the Item Subscription Window.