Why did I get a task to manage a document?
There are three reasons why you will receive a task to manage a document: a new document has been added and sent to you to manage; an existing document is due for review; or a task you previously delegated to someone has been completed.
What do I need to do?
Check the Action history for any notes about what's been done to date. Select a Task option in the Task management section, complete the required fields and click Submit.
In this article
Click a link below to learn more about each section of the Manage form in Logiqc.
- Action history
A list of actions taken at each stage of the workflow, along with any comments provided by users. - Task management
Your options for managing the document.
- View document
Preview the published version of the document and any draft versions in the workflow. - Submit
Complete your task and submit the form - System event history
Action history
This component displays instructions, actions taken, progress notes and comments made to date as the item has progressed through the workflow.
Hover over the date to display who recorded the note.
Task management
Your options for managing the document.
Scenario 1 - A new document has been sent to you to manage
Scenario 2 - The document is due for review
Scenario 3 - A task you previously delegated has been completed.
Task management (Scenario 1) - A new document has been sent to you to manage
When a new document has been sent to you to manage it will be in the 'Manage stage' of the workflow.
Task options
Delegate review
Choose this option to define and delegate the tasks required to review the document.
- Task instructions - provide instructions to undertake the review. As this relates to a new document being added to the Documents register, you are likely to use this option when the version that has been uploaded requires a final change before it is approved on the Document register. In this scenario, the Task instruction might be: 'Revise the document to reflect the recent changes we discussed relating to privacy and confidentiality.'
- Add new version (optional) - this provides you with the option to add a revised version before assigning it for review. To add the new version: download the initial version, make changes and save the document to your computer.
To upload, tick the box and select File or Link - click on Choose file and navigate to the revised document on your computer and attach or if you have links enabled, toggle on Link and add the URL of the document. This version will replace the initial draft version of the document. - Assign to - select the user responsible for carrying out the review. Select Assign to me to assign the review to yourself.
- Task due date - select the date the review task is to be completed by.
Escalate for approval / Approve and publish
Choose this option to escalate the process to the Document owner for approval. Note: when you are the Document owner, this option will change to Approve and publish.
- Comment - use this field to communicate to the Document owner your recommendation to approve the document on the Documents register e.g. 'Document checked to ensure that it is latest version. Recommend it is approved for 3 years'.
- Add new version (optional) - this provides you with the option to undertake the review and add the new version of the document in one step. To add the new version: download the approved version, make changes and save the document to your computer.
To upload, tick the box and select File or Link - click on Choose file and navigate to the revised document on your computer and attach or if you have links enabled, toggle on Link and add the URL of the document. - Next review date - select the date the document is to be next reviewed
Task management (Scenario 2) - This document is due for review
When a document has previously been approved and is due for review it will be sent to the 'Manage stage' of the workflow.
Task options
Delegate review
Choose this option to define and delegate the tasks required to review the document.
- Task instructions - describe what needs to be done to review the document. e.g. 'Review and revise the document to reflect the organisation's new protocols for managing client privacy and confidentiality.'
- Add new version (optional) - this provides you with the option to add a revised version before assigning it for review. To add the new version: download the initial version, make changes and save the document to your computer.
To upload, tick the box and select File or Link - click on Choose file and navigate to the revised document on your computer and attach or if you have links enabled, toggle on Link and add the URL of the document. - Assign to - select the user responsible for carrying out the review. Select Assign to me to assign the review to yourself.
- Task due date - select the date the review task is to be completed by.
Re-schedule review
Choose this option to re-schedule the review to a later date.
- Reasons for rescheduling the review - state your reasoning for rescheduling the review. Typical examples include:
- '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.'
- '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
Choose this option to review the document yourself and escalate the process to the Document owner for approval. Note: when you are the Document owner, this option will change to Approve and publish.
- Comment - use this field to communicate to the Document owner your reasoning for recommending the document is approved for a further time e.g. 'The document has been reviewed and no changes are required at this time. Recommend it is approved for 3 years.'
- Add new version (optional) - this provides you with the option to undertake the review and add the new version of the document in one step. To add the new version: download the approved version, make changes to the document and save the document to your computer.
To upload, tick the box and select File or Link - click on Choose file and navigate to the revised document on your computer and attach or if you have links enabled, toggle on Link and add the URL of the document. - Next review date - select the date the document is to be next reviewed.
Task management (Scenario 3) - A task you previously delegated has been completed.
When a document has been reviewed it will be sent back to the 'Manage stage'. The workflow will reflect a review has been completed, as the 'Review stage' in the workflow will be ticked.
Task options
Delegate review
Choose this option if there is further action to be taken in relation to reviewing the document.
- Task instructions - provide instructions for further review of the document e.g. 'Changes have been made to the content of the document. Please now re-format the document as an 'client facing' document.'
- Discard draft and retain published version - this provides you with the option to reject the proposed new version and re-delegate the review.
- Add new version (optional) - this provides you with the option to add a revised version before re-delegating it for review. To add the new version: download either the approved or revised version, make changes and save the document to your computer.
To upload, tick the box and select File or Link - click on Choose file and navigate to the revised document on your computer and attach or if you have links enabled, toggle on Link and add the URL of the document. - Assign to - select the user responsible for carrying out the review. Select Assign to me to assign the review to yourself.
- Task due date - select the date the review task is to be completed by.
Escalate for approval / Approve and publish
Choose this option to escalate the process to the Document owner for approval. Note: when you are the Document owner, this option will change to Approve and publish.
- Comment - use this field to communicate to the Document owner your reasoning for recommending the document is approved for a further time e.g. '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 - this provides you with the option to reject the proposed new version and re-approve the current approved version.
- Add new version (optional) - this provides you with the option to add a new version yourself. To add the new version: download the approved version, make changes and save the document to your computer.
To upload, tick the box and select File or Link - click on Choose file and navigate to the revised document on your computer and attach or if you have links enabled, toggle on Link and add the URL of the document. - Next review date - select the date the document is to be next reviewed.
View document
In this component you can preview the published version of the document and any draft versions in the workflow. A brief overview of document management details is also provided. Note: This component is only displayed after a document has been uploaded for the first time.
Select the Email link button to send a link to the page to another user via email. Recipients will require a Logiqc user account to access the document.
Submit
The green Submit button will save the form and 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.
- Archive - The Archive option will move the document to the Archived tab on the Document register and terminate future workflows.
- Submit/Next - The green Submit button will save the form, upload the document and move it to the Manage stage.
- Create a related item -Select the appropriate register to create a related/linked item. Upon submitting the form, a new item will be generated in the chosen register. The platform will then display a link connecting the two items in the System event history.
System event history
The System event history is a chronological record maintained by the system detailing entries and changes made to the form including links to any related items created by users.
Click the '+' control on the right to expand the line item to see more information.
