A document will move into the 'manage' stage of the workflow for one of three reasons: when a new contract has been added, when an contract is due for review, and when a contract has been reviewed.
Quick steps to manage a document:
- Go to the Task management component
- Select from the Task options provided
- Complete the required fields
- Click Submit
Workflow
There are three reasons why you will receive a task to manage a document:
Scenario 1: A new document has been sent to you to manage
Scenario 2. The document is due for review
Scenario 3: The document has been reviewed
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 managing the document. |
| View document | Where you can view and download published and draft versions of the document. |
| System event history | A chronological list maintained by the system of all entries and linkages in the system relating to this document. |
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
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: This document has been reviewed
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.
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, if you assign the item to yourself to close, the button label will change to 'Close' allowing you to close the item without having to click through to another stage in the workflow.
Select the purple Archive button when the document is to be archived and the Document details form will be moved to the 'Archived documents' 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.