4.1.4 Item: Periodic Review Tab

 

After you have created and saved a new Item you can define the Periodic Review settings.


Click the Periodic Review Tab and the Periodic Review Window is displayed (Note you cannot define Periodic Review settings until the Item has been saved)


Item Periodic Review Window


Click Settings and the Edit Periodic Review Settings window is opened


Edit Periodic Review Settings Window, showing Global Settings selected (default option)


There are three options for the Periodic Review for an Item, which are:

  1. Global Settings (this is the default) - In this case it shows Global Settings for Document, however this change depending on the Item Type being used. The Global Settings for Periodic Review of Items is defined within the System tab > Item Workflow Settings. For more information, refer to Section 5.4 .
  2. Move to - This enables the Item to utilise the Periodic Review Settings associated to a Workflow Item Group. For more information, refer to section Section 4.4 .
  3. Item Specific - This enables Periodic Review Settings for the Item to be defined for that individual Item only.


Apply Periodic Review Settings from a Periodic Review Group

  1. Select the Move to radio button
  2. Click down arrow
  3. Select the required Periodic Review Group.


Periodic Review Settings Window, showing Move to option and in this case the WG Test Periodic Review Group


Define Item Specific Periodic Review Settings


Select Item Specific radio button, by doing so automatically ticks the Require Periodic Review check box.


General tab options:

  1. The number of days that the Periodic Review Task will run for
  2. Auto-complete on the Due Date - By ticking this, once the Periodic Review Task period has ended, the Periodic Review Task will close; it cannot go overdue
  3. Auto-complete prior to Due Date if all Actioners have voted - By ticking this, once all Actioners have voted (before the Due Date), the  Periodic Review task will close
  4. Issue a Reminder - This is the first Reminder and is set as the number of days prior to the Due Date
  5. Repeat Reminder every - This is further Reminders after the initial Reminder and can only be set if the Issue a Reminder is ticked first.


Periodic Review Settings Window, showing General settings tab


Recurrence tab options:


This relates to the frequency of the Periodic Review for the Item.


The Periodic Review can be set by:


  • Weekly - The Recurrence Period can be set and can also be set to recur on a certain day of the week (this is useful if you wish to avoid Saturdays and Sunday).


Periodic Review Settings Window, showing Recurrence - Weekly Settings


  • Monthly - The Recurrence Period be set to recur every:
    • "Number of months" on "Any Day" or a specific day
    • "Number of months" on the "first, second, third, fourth or last" and also the "day of the week".


A normal setting would be to recur every "number of months" on any day.


Periodic Review Settings Window, showing Recurrence - Monthly Settings


  • Yearly - The Recurrence Period be set to recur every:
    • "Number of years" on the "Any Day' or a specific day
    • "Number of years" on the "first, second, third, fourth or last" and also the "day of the week".


A normal setting would be to recur every "number of years" on any day.


Periodic Review Settings Window, showing Recurrence - Yearly Settings


For each Recurrence Frequency, the Period Review Due Date in Re-Release can be preserved - By ticking this, the original Periodic Review Frequency will be retained and not reset after each Re-Release of the Item.


Role Involvement tab options:


This relates to defining if any of the Item Roles defined within the System and the Administrators are to have involvement in the Periodic Review (note the Item Roles may vary to those shown below depending on your own System Settings for Item Roles).


  • For each Item Role:
    • Responsible - This means that the Person(s) will allocate a Periodic Review Task for action and issued with an email for the Task (action required)
    • Informed - This means that the Person(s) will allocate a Periodic Review Task for Information (no action required)
  • Administrators can only be set as Informed.

Periodic Review Settings Window, showing Role Involvement tab settings


Additional Actioners tab options:


This enables you to add named Person(s), Roles or Audience Groups as Actioners for the Periodic Review Task.


Periodic Review Settings Window, showing Additional Actioners Tab settings


To add additional Actions:

  1. Click Add
  2. Search for Persons, Roles or Audience Groups
  3. Tick the selected Persons, Roles or Audience Groups - The example below shows 3 Persons, 1 Role and 1 Audience Group.


Periodic Review Settings Window, showing Additional Actioners tab settings


Once all of the settings have been set, Click OK to enable the Periodic Review settings to be applied to the Item (note the Periodic Review settings will not take affect until the Item has been Released).