4.3.10 Create Periodic Review Task

 

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


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)

 

 

Item Periodic Review Window

 

Click Settings and the setting window is opened

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 within Item Workflow Settings - refer to Section 5.4.
  2. Move to - this enables the Item to utilise the Periodic Review Settings associated to a Workflow Item Group - refer to Section 4.4.
  3. Item Specific - this enables Periodic Review Settings for the Item to be defined.

Apply Periodic Review Settings from a Workflow Item Group

  1. Select Move to radio button
  2. Click down arrow
  3. Select the required Workflow Item Group.

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

 

Once all settings have been set then 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 is Released)