4.2.5 Manage a Person

 

Once a Person is created, it is possible to edit and send the Person through its workflow cycle with the use of the Item Query results panel.



4.2.5.1 Locate a Person

 

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


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



  1. Expand the Where Item Type Is menu


Item Query - Where Item Type Is Search Criteria


  1. Select Person
  2. Specify other relevant Search Criteria
  3. Click Search
  4. Select required Person


Item Query - Person Search Results



4.2.5.2 Revising a Person

 

  1. On the Welcome Page select Item Query
  2. Enter the name or part of the name of the Person in the All or part of the item: field
  3. In Where item type is select Person
  4. On required Person right click on the Person and select Action Item


Item Query > Person > Showing Right Mouse Button Options


  1. The Item Workflow screen is displayed


Item Workflow Screen


  1. Select the Revise checkbox
  2. Add in a revision statement in the Action Comment field (if required)
  3. Click Action
  4. Click Ok
  5. Click Close
  6. On the Item Query Screen click Search to refresh the results, the Person to be revised is now shown as Draft Status
  7. Select Person
  8. Check Out the Person
  9. Once the Item is Checked Out it is possible to Edit the:


 


Note that editing a Person Item follows the same steps as creating a Person Item, for more information refer to Section 4.1.10



4.2.5.3 Editing a Person Using Override

 

  1. Click the Check Out icon


  • If the Item is already Checked Out to you please skip this step
  • If the Item is Checked Out to other User and you have Control Override you will be able to Override their Check Out and Check the Item out to yourself
  • If you do not have Control Override you cannot Check Out the item to yourself



  1. Once the Item is Checked Out it is possible to Edit the:


 


Note that editing a Person Item follows the same steps as creating a Person Item, for more information refer to Section 4.1.10



4.2.5.4 Person Item History

 

  1. Click the History tab
  2. Expand Revision Item History


Item History



4.2.5.5 Preview and Print a Person

 

  1. Click the Preview button located in the Item Query results list (Person View Item window is opened)



  1. Print the Person Item by clicking the Printer button.




4.2.5.6 View Person Relationship

 

  1. Click the View Relationship button under the Item Query results list (Item Relationship Viewer window is opened)



Note that the top represents Links from the Item and the bottom represents Links to the Item.


  1. Click the Top or Bottom buttons (depending on what is available) to view individual links to or from Items



  1. Hover over the linked to or from Item
  2. Click the Designer icon (Item is opened in new window).



4.2.5.7 Action a Person 

 

  1. On the Welcome page or Workspaces tab, select Item Query
  2. Enter the Number/Title or part of the Number/Title of the Person in the All or part of the item: field
  3. In Where item type is: select Person
  4. Click Search
  5. On the required Person, right-click on the Person and select Action Items


Item Query - Showing Right-Click Button Options


  1. The Item Workflow screen is opened where the Person Item (the default workflow for a Person is Basic) can have the following set:


  • Send for Review with the Review Task Settings being modified if required - See Section 4.3.4 for details on how to achieve this
  • Set as Reviewed
  • Send for Approval with the Approval Task Settings being modified if required - See Section 4.3.7 for details on how to achieve this
  • Set as Approved
  • Release.