In this article:
Learn how to complete a Manage task for a document in Logiqc.
When a document is added or is due for review, the Document Manager receives a task to manage it.
Managing a document means checking the action history, reviewing the current version, and choosing what to do next: escalating it for approval, delegating the review, or re-scheduling it. The options you see depend on why the task was raised.
You will receive a Manage task for a document in three situations:
- A new document has been added and sent to you to manage before it progresses through the workflow.
- An existing document has reached its review date and needs to be assessed, updated if necessary, and progressed.
- A task you previously delegated has been completed and returned to you for the next decision.
Q: What permissions do I need to manage a document?
A: You need the Manage Governance register items permission. The minimum licence type required is Approval.
Q: Can I delegate the task to someone else?
A: Yes. Select Delegate review to assign the review to another user. The task returns to you once they have completed it.
Q: What if the document doesn't need changes yet?
A: Select Re-schedule review to postpone the review to a later date without progressing the document through the approval workflow.
Q: When does "Escalate for approval" become "Approve and publish"?
A: When you are the Document owner, the escalate option changes to Approve and publish so you can approve the document yourself.
Before you start
Check the following:
- You have a Manage task assigned to you in Logiqc.
- You have the Manage Governance register items permission (minimum: Approval licence).
- You have reviewed any notes left in the action history by previous users.
Step 1: Open the document
Open the document from your task list, or navigate to it from the Documents register.
Navigation path
Select Governance from the left-hand navigation.
Select Documents to open the Documents register.
Select the document you need to manage to open it.
Step 2: Review the action history
Before completing your task, check the Action history section for any notes left by previous users. This component displays instructions, actions taken, progress notes, and comments made as the item has progressed through the workflow, so you can see what has already been done and whether anything is outstanding.
If notes or file attachments have been added at earlier stages, they appear here in chronological order.
The action history shows what has already been done as the document moved through the workflow.
Step 3: Complete the task
In the Task management section, select a task option to decide what happens to the document next. The options available depend on why you received the task. Open the scenario that matches your task below to see its options, complete the required fields, then select Submit.
The document is in the Manage stage of the workflow. You have two options:
Delegate review: define and delegate the work needed to review the document.
- Task instructions: provide instructions for the review. You are likely to use this option when the uploaded version needs a final change before it is approved, for example: "Revise the document to reflect the recent changes we discussed relating to privacy and confidentiality."
- Add new version (optional): add a revised version before assigning it for review. See Add a new version below.
- Assign to: select the user responsible for the review, or select Assign to me to review it yourself.
- Task due date: select the date the review is to be completed by.
Escalate for approval / Approve and publish: escalate the document to the Document owner for approval. When you are the Document owner, this option changes to Approve and publish.
- Comment: recommend approval to the Document owner, for example: "Document checked to ensure it is the latest version. Recommend it is approved for 3 years."
- Add new version (optional): review and add the new version in one step. See Add a new version below.
- Next review date: select the date the document is to be next reviewed.
The task options shown when a new document is sent to you to manage.
A previously approved document has reached its review date and returned to the Manage stage. You have three options:
Delegate review: define and delegate the work needed to review the document.
- Task instructions: describe what needs to be done, for example: "Review and revise the document to reflect the organisation's new protocols for managing client privacy and confidentiality."
- Add new version (optional): add a revised version before assigning it for review. See Add a new version below.
- Assign to: select the user responsible for the review, or select Assign to me to review it yourself.
- Task due date: select the date the review is to be completed by.
Re-schedule review: postpone the review to a later date.
- Reasons for rescheduling the review: state your reasoning, for example: "Reviewed the document and no changes required at this time," "The review of this document is not a priority for the organisation at this time," or "This document will be reviewed at a later time as part of a broader review."
- Next review date: select the date the document is to be next reviewed.
Review and escalate for approval / Approve and publish: review the document yourself and escalate it to the Document owner for approval. When you are the Document owner, this option changes to Approve and publish.
- Comment: give your reasoning for recommending approval, for example: "The document has been reviewed and no changes are required at this time. Recommend it is approved for 3 years."
- Add new version (optional): review and add the new version in one step. See Add a new version below.
- Next review date: select the date the document is to be next reviewed.
The task options shown when a document reaches its review date.
The reviewed document has returned to the Manage stage. The Review stage in the workflow is ticked to show a review has been completed. You have two options:
Delegate review: use this if further review work is needed.
- Task instructions: provide instructions for further review, for example: "Changes have been made to the content of the document. Please now re-format the document as a 'client facing' document."
- Discard draft and retain published version: reject the proposed new version and re-delegate the review.
- Add new version (optional): add a revised version before re-delegating it for review. See Add a new version below.
- Assign to: select the user responsible for the review, or select Assign to me to review it yourself.
- Task due date: select the date the review is to be completed by.
Escalate for approval / Approve and publish: escalate the document to the Document owner for approval. When you are the Document owner, this option changes to Approve and publish.
- Comment: give your reasoning for recommending approval, for example: "The document has been revised to align with the organisation's new protocols for managing client privacy and confidentiality. Recommend the document is approved for a further 3 years."
- Discard draft and retain published version: reject the proposed new version and re-approve the current published version.
- Add new version (optional): add a new version yourself. See Add a new version below.
- Next review date: select the date the document is to be next reviewed.
The task options shown when a delegated review is completed and returned to you.
Add a new version
Several task options include an optional Add new version step. The process is the same wherever it appears:
- Download the current version (the initial or approved version, depending on the scenario).
- Make your changes and save the document to your computer.
- Tick the Add new version box, then select File or Link:
- File: select Choose file, navigate to the revised document on your computer, and attach it.
- Link: if links are enabled, toggle on Link and add the document's URL.
The new version replaces the existing draft version of the document in the workflow.
Other parts of the Manage section
View document
Preview the published version of the document and any draft versions in the workflow, along with a brief overview of the document management details. Select the Email link button to send a link to the page to another user. Recipients need a Logiqc user account to open it.
Preview the published and draft versions and share a link from the View document component.
Submit
The green Submit button saves your changes and progresses the item to the next stage of the workflow. The button label changes depending on the task:
- Submit / Next: saves your changes and applies the task option selected.
- Archive: moves the document to the Archived tab on the Document register and ends future workflows.
- Create a related item: select a register to create a related item. On submitting, a new item is created in that register and a link between the two items appears in the System event history.
Moves the document to the Archived tab on the Document register and ends future workflows.
Closes the section without saving any changes.
Saves your changes and progresses the item to the next stage of the workflow. The label changes depending on the task.
System event history
A chronological record kept by the system of entries and changes made to the section, including links to any related items. Select the + control on the right of a line to expand it and see more detail.
The system event history records every entry and change made to the section.
What happens next
The document progresses
The document moves to the next stage: typically sent to the Document owner for approval, or returned for further work, depending on your selection.
The next person is notified
Logiqc sends a task notification to the next person in the workflow so they know action is required.
Your task is complete
Your Manage task closes. Once the document is approved, it is published and available to staff. All activity is recorded in the action history.
To keep going, see: