When a licence check is completed, the task progresses to the Close stage. In this stage you review the outcomes of the check to ensure the licensing and credentialing requirements are met before closing the task.
Quick steps to closing a licensing check:
- Go to the Task management component
- Select from the options provided
- Complete the required fields
- Click Close
Workflow
The Stage Navigation Bar displays the stage in the workflow that the task is in. In the example below, the task is currently in the Close stage.
Form components
| Licensing summary | The name of the licensing check |
| Action history | A chronological list of actions within each stage of the licensing check and the comments users have made. |
| Task management | Your options for closing the licensing check or making a progress note. |
| Attach records | Where you can attach files relevant to the licence / registration, such as a certificate of registration, drivers' licence. |
| System event history | A chronological list maintained by the system of most entries, changes, and linkages made in the system in relation to this licensing check. |
Action history
This component displays instructions, actions taken, progress notes and comments made to date as the item has progressed through the workflow. Hovering over the date in the Action history will display who recorded the note.
Task management
This licensing task has been completed and sent to you to approve.
Task options
Before deciding which option you will choose, you may need to review what action has been taken in relation to the licensing check. To review the action taken, view the Action history.
Assign another task
There are some reasons why you may choose this option. For example, if a step was missed in the checking process, or if a copy of the registration / licence was not uploaded to Logiqc.
- Task instructions - document what further action is required, e.g.
"Upload a copy of certificate in relation to Work with Check". - Assign to - select the staff member who is responsible for taking the action
- Assign to me - tick this box, if the further action to be taken is to be assigned to you
- Task due date - select the date the task is to be completed by
Approve and close
Choose this option if no further action is required.
- In signing off on the task you may want to note the grounds for approving the licensing check. For example, "The staff member has received a Working With Children number, confirming they are able to work with children in an unsupervised setting. A copy of the certificate has been uploaded to the QMS".
- Additional comments (optional) - tick the box, to add additional comments.
Caution: Once a licensing check has been closed, details relating to what action has been taken and any other comments cannot be edited.
Attach records
This component enables you to attach records associated with the licensing check. While it would be expected that the Action officer who conducted the licensing check would have already uploaded a copy of the registration / licence, there may be other records associated with the licensing check that need to be uploaded. For example, if a peer review was undertaken post the registration check. These records can be attached at this stage of the workflow. Click Attach to add records.
- Record name - When naming the record ensure the description is meaningful and easily found when searching. For instance, "Peer Review Report - Harper Whitley - 2022".
- File or 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/...)
- Viewing permissions - by default, the viewing permissions for the record will inherit the viewing permissions set in the Assign component on the Licensing details form, however, you can apply a different level of access for the record. This is because the record itself can also be accessed via the Records register.
Submit/save the form
Once a task option is selected, click the Save/Submit button to save the form and complete the task.
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.