In this article:
Learn how to complete a licensing task as the Action officer. Carry out the required check, record the result and attach the supporting evidence, then submit the completed check to the Approval officer.
Recording the check accurately and attaching the right evidence gives the Approval officer what they need to close the check with confidence. A clear, evidenced completion is the foundation of a reliable licensing programme.
Sign off a task when the required check has been completed. If you are still working on it, record a progress note instead. A progress note keeps the task with you at the Action stage.
Why did I receive this task?
The task is due and you are the assigned Action officer. The person who scheduled the check assigned you when they set it up.
Can I record multiple progress notes?
Yes. You can add as many progress notes as needed while the task is at the Action stage. The task stays with you until you sign it off as complete.
What if I am not the right person to complete this check?
Contact the person who scheduled the check. They can reassign the Action officer on the licensing details page.
Before you start
Check the following:
- The licensing task is assigned to you at the Action stage.
- You can access the credential holder's instructions, reference documents and required evidence.
Step 1: Open your licensing task
Navigation path
Open the check and select Action stage. You can also open the assigned licensing task from Tasks.
Confirm the credential holder and the occurrence of the check before continuing.
Step 2: Review the instructions and carry out the check
- Read the check's instructions and open any reference documents.
- View Action history entries to review earlier instructions, progress notes and actions.
- Carry out the required check with the relevant issuing authority or source, following your organisation's requirements.
View Action history entries to read the instructions, updates and completed actions.
Record any expiry dates, conditions or other findings required by the instructions. If something needs further action, make it clear in your update rather than recording an unqualified completion.
Step 3: Choose a task option
In Task management, choose the option that matches the work completed. These are alternatives, not consecutive actions.
When the check is complete
- In Task management, select Sign off task as complete.
- In Action taken, describe what you checked, the result and any follow-up needed.
- Use Additional comments for any other context the Approval officer needs.
Sign off the task only when the required check has been completed.
When the check is still in progress
If the check is still in progress, choose Make a progress note instead of signing it off. Enter the update, then continue to the submission step below.
When you submit the note, it is added to the history and the task stays with you at the Action stage. You can add further progress notes, then sign off the task when the check is complete.
Step 4: Attach the evidence
Attach the evidence required by the instructions before signing off the check. If you are only recording a progress note, add a supporting record if it is needed for the update.
Use Attach records to add evidence such as a licence, registration confirmation or completed credential checklist.
- Select Attach.
- Enter a meaningful Record name, including the credential holder and relevant date where useful. Select a Record category if required.
- Review the record's access settings. Use All users can access or Specify who can access, then choose the relevant teams and individual users.
- Select Choose file and select the evidence from your computer. If links are enabled, switch from File to Link and enter the web or SharePoint URL.
Give the evidence a meaningful name and review who can access it before adding the file or link.
The evidence remains with the licensing check. Records attached to the check are also available in the Records register when the check is completed and closed.
Step 5: Submit your update
Check your selected option and any evidence you have attached, then select Submit.
Sign off task as complete sends the completed check to the Approval officer at the Close stage.
Make a progress note saves your update without completing the check. The task stays assigned to you.
If you also need to create a linked item on another register, select Create a related item before submitting. Follow your organisation's process for the additional item.
Other sections
System event history
Expand System event history to see when the item was created, actions were completed and details were changed. Where an entry has an expand control, select it to view more information.
System event history records events and changes associated with the licensing item.
What happens next
After you sign off and submit the completed check:
The check moves to the Close stage
The Approval officer receives the completed result and supporting evidence.
The Approval officer reviews the check
They can approve and close the check or assign further work. See Close a licensing task.