4.7.3 Create, View and Edit Periodic Review Groups 

 

4.7.3.1 Create New Group


To create a new Periodic Review Group for Items:

    1. Navigate to the Workspaces Tab
    2. Click the Down Arrow under Periodic Review and New Group (Create Periodic Review Group window appears)


      3.  Enter the title

      4.  Specify Description


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 will mean that once the Periodic Review task period has ended then 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 will mean that once all actioners have voted then 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 due date
  5. Repeat reminder every - this is further reminders after the initial reminder and can be only be set if the Issue a reminder is ticked

Periodic Review Settings Window, showing General Tab settings

 

Recurrence Tab options:

This relates to the frequency of the periodic review for the item

The periodic review can be set:

  1. Weekly - the recurrence period can be set and also if can 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

 

  1. Monthly - the recurrence period be set to recur every:
    • 'number of months' on the 'Any Day' or a specific day
    • 'number of months' on the 'first, second, third, fourth or last' 'day of the week'

 

A normal setting would be recur every 'number of months' on any day

 

 Periodic Review Settings Window, showing Recurrence - Monthly Settings

 

  1. 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' 'day of the week'

 

A normal setting would be 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 means that 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)


  1. For each Item role:
    • Responsible - this means that the person/s will allocated a Periodic Review Task for action and issued with an email for the task
    • Informed - this means that the person/s will allocated a Periodic Review Task for Information (no action required)

2. Administrators can only be informed.


Periodic Review Settings Window, showing Role Involvement Tab settings


Additional Actioners Tab options:

This enables you add named persons as actioners for the Periodic Review

Periodic Review Settings Window, showing Additional Actioners Tab settings


Click Add

You can then search for Persons, Roles or Audience Groups

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


Membership Tab


  1. To add Items to the Periodic Review Group Click Membership Tab and the Members Window opens.

  2. Click Add Item
  3. Using the Item Query Screen locate the Item you wish to add to the Periodic Review Group

  4. The Items are added to the Periodic Review Group

  5. All Periodic Review Group Settings have now been completed; Click Save.



4.7.3.2 View Groups


To create a view Periodic Review Groups for Items:

    1. Navigate to the Workspaces Tab
    2. Click the Down Arrow under Periodic Review and View Group (View Periodic Review Groups window appears)

    3. You can:
      • View all Periodic Review Groups
      • Delete a Periodic Review Group
      • Create New Periodic Review Group - see 4.7.3.1 Above for more details.