Revise procedures with compliance

ClosedPrerequisites

 

Administrators can optionally configure approvals for revising procedures. In the default workflow, you do not require approval to make a Draft revision Current. The approval workflow is determined by the Procedure Approvals preference and access group rights. You can configure approval if you have the appropriate access rights.

Configure approval

You can set whether approval is required and the levels of approval in the Procedure Approvals preference.

  1. Click Tools > Preferences.

  2. In the Procedure Module/Category pane, click Procedure.

  3. Under List, click Procedure Approvals.

  4. In Current Value, select the approval level you want.

    The default value is None, meaning that procedure revisions do not require approval. The maximum you can set is Level 4, requiring four approvals with the appropriate approval access.

  5. Click Apply and then click Close.

Configure access group rights

Each access group needs rights for their approval levels:

  • Procedure Edit: Required to start a new revision.

  • Procedure Approval: Required to approve or reject procedure revisions.

  1. Click Open.

  2. In the window that opens, click Access Groups.

  3. Double-click the Access Group you want to configure.

  4. Click the Rights tab.

  5. In the Module pane, click Procedure Module.

  6. Set the Procedure Edit access rights:

    1. In the Type pane, click Edit.

    2. Select the Procedure.

    3. Click Action > Enable Selected.

    4. Click Save.

  7. Set the Procedure Approval access rights:

    1. In the Type pane, click Approvals.

    2. Select each approval level you want.

    3. Click Action > Enable Selected.

    4. Click Save.

Configure History and Versions tabs

The History tab records milestones and dates for each version of a procedure and the Versions tab lists all current and previous versions.

  1. Click Tools > System > Tab Manager.

  2. In the Module pane, click Procedure.

  3. In the Tab Groups pane, click PR_COMPLIANCE.

  4. Click Edit.

  5. In Status?, select Enabled.

  6. Click Save.

If your organization uses the compliance feature set, all fields are unavailable for editing until you start a revision. Each revision is given a version for compliance and auditing purposes, ensuring proper procedure tasks are recorded against work orders that use them. The Versions tab shows each revision for the procedure. When you start a new revision, a new version is created in Draft status. Depending on the approval process configured for your organization, approval may be required before it can be set to the Current version of that procedure.

The status of a procedure is shown in the upper right corner of the Details tab:

  • Current: Procedure version is currently in effect. Only this version can be associated with other Maintenance Connection components.

  • Draft: Procedure currently being edited. A Draft version is required to generate a Current version.

  • Review: Draft procedure that is awaiting approval before replacing the Current version. This can be demoted back to a Draft.

  • Archived: A previous version that is no longer in use.

  • Retired: Latest version of a procedure to be discontinued and no longer in use.

Start a new revision

  1. On the procedure you want to update click Revise at the bottom of the page.

    • If a draft version of the procedure does not exist, a new Version opens in Draft status and is editable.

    • If a draft exists, a message indicates that you have an existing draft. You can edit the existing draft or cancel the changes.

  2. Make your changes.

  3. Click Save at the top of the page.

  4. Click Submit to submit your procedure version for review:

    • If approval is not required, this version becomes the Current version and the previous version is Archived.

    • If approval is required, an approver can approve or reject the draft procedure.

Approve or reject a draft procedure

  1. Navigate to the procedure that requires approval from either home page notifications or by filtering the List View.

  2. Click the Versions tab to compare with previous versions.

  3. Approve or reject the changes:

    • Approve:

      1. Click Approve at the bottom of the page.

      2. Review previous comments, approvals, and rejections.

      3. Enter your approval comments.

      4. Click Approve and Sign.

    • Reject:

      1. Click Reject at the bottom of the page.

      2. Review previous comments, approvals, and rejections.

      3. Enter your rejection comments.

      4. Click Reject.

  4. Click the History tab to review all actions on the procedure.

 

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