When an asset has been added or reviewed, it's sent to someone to approve. In the Approve stage you review and approve the work that's been done or delegate further action.
Quick steps to approve an asset:
- Go to the Task management component
- Select from the Task options provided
- Complete the required fields
- Click Submit
Form components
| Action history | A chronological list of the instructions and actions recorded to date within each stage of the workflow. |
| Task management | Your options for approving the asset. |
| Asset details | Where you can view key information about the asset. |
| Attach records | Where you can attached related records to the asset. |
| System event history | A chronological list maintained by the system of all entries and linkages in the system relating to this asset. |
Workflow
There are two reasons why you will receive a task to approve an asset:
Scenario 1: A new asset has been sent to you to approve
Scenario 2: An existing asset has been managed or reviewed and sent to you to approve
Action history
This component displays the commentary by the assigned officers at each stage of the workflow.
Hover over the date to display who recorded the note.
Task management
This asset has been managed and sent to you to approve
When a new or existing asset has been sent to you to approve
Click on Go to asset to review the Asset details form, which will provide a full description of the asset.
Task options
Delegate further review
Choose this option to define and delegate the tasks required to review the asset.
- Task instructions - provide instructions for the review. Prior to approval of the asset, you can use the workflow to delegate a task. For example, if you wanted to be sure that the required servicing and maintenance tasks required by the warranty agreement have been scheduled in the QMS, you might assign a task with the following instruction: 'Ensure all required servicing and maintenance of the equipment as per the terms and conditions of the warranty have been scheduled in the QMS '.
- Assign - select the user responsible for carrying out the task. Select Assign to me to assign the task to yourself.
- Task due date - select the date the task is to be completed by.
Approve the asset
Choose this option to approve the asset to be added to the Asset register.
- Next review date - this is the proposed date the asset will be reviewed again in the future, which can be changed.
- Additional Comment (optional) - use this field to add any additional comments relating to the asset. These comments will appear in the Action history and will therefore be visible when the asset is next reviewed.
- Planned disposal date - proposed disposal date, which can be changed or removed by selecting 'No planned disposal date'.
Attach records
This component enables you to upload or link related records.
- Record name - When naming the record ensure the description is meaningful and easily found when searching. For instance, 'Equipment condition report - March 2022'.
- File/Link - click on Choose file and navigate to the record on your computer. If you have links enabled, toggle to change the control to add a URL to the record. The URL must be a in a web (http://) or Microsoft Sharepoint format (https://<company>.sharepoint.com/...).
Submit/save the form
The green Submit button will save the form and in most cases progress the item to the next stage of the workflow. The button label, however, will change depending on certain conditions to make it quicker to complete tasks. For example, The green button will change to Approve if you choose Approve the asset. If you have assigned a task to someone other than yourself it will change to Submit, and if you have assigned a task to yourself it will change to Next.
Select the purple Dispose button when the asset is to be disposed and the Assets details form will be moved to the 'Disposed assets' tab on the register.
Select Create a related item if you want to create a separate linked item on another register when you save the form. A link between the two items will be displayed in each item's System event history. For example, if you need to schedule a maintenance task for the asset, you could select the Maintenance option to create a new item in that register. The platform will display a link between the two items in the System event history.