The Grand Avenue Software Change Request Process is as follows:
%%{init: {"flowchart": { 'padding':'5', 'curve': 'basis', "htmlLabels": false }} }%%
flowchart LR
Submit["`**Submit New Request**`"];
OptionalReview["`**Preliminary Reviews (Optional)**`"]
CoordinatorReview["`**Preliminary Coordinator Review**`"]
FormalReview["`**Formal Review**`"]
Release["`**Release Documents**`"]
RollOut["`**Roll Out Changes**`"]
Closed["`**Closed**`"]
Submit --> OptionalReview --> CoordinatorReview --> FormalReview;
Submit --> FormalReview --> Release --> RollOut --> Closed;
click Submit "#DocControlSubmitNewRequest" "Submit New Request"
click OptionalReview "#DocControlPreliminaryReviewsOfRequest" "Preliminary Reviews of Request"
click FormalReview "#DocControlFormalReviewOfRequest" "Formal Review of Request"
click Release "#DocControlPrepareAndReleaseDocumentRevision" "Prepare and Release Document Revisions"
click RollOut "#DocControlRolloutChanges" "Roll Out Changes"
The process of changing one or more released documents begins with preparing and submitting a detailed Change or Deviation Request. Requests can either propose a set of permanent changes, as a formal Change Request, or a set of temporary changes, as a Deviation Request. Both types of Requests must provide details about:
Additionally, Change Requests must provide details about how to disposition products affected by the proposed document changes.
In the Grand Avenue Software Document Control system, any user is capable of initiating Change Requests and Deviation Requests (see the Submit New Request task).
To begin the process of submitting a Change Request, click "Submit a Change Request" on the navigation menu. The software will automatically take you to the Create/Edit Request page, where you will fill in detail about the Request.
To begin the process of submitting a Deviation Request, click "Submit a Deviation Request" on the navigation menu. The software will automatically take you to the Create/Edit Request page, where you will fill in detail about the Request.
During the development of a Request, the system will assign you a Submit New Request task, which authorizes you to continue making changes to the Request up until the time that you submit it into the process. If the system has been configured to issue Request IDs immediately, a Request ID will be generated the first time the Request is saved. If the Request is returned to you later for additional changes, the system will assign you another Submit New Request task to perform those changes.
Once you have provided all necessary information about the Request, it will proceed on to the first Preliminary Review step.
The Create/Edit Request page provides an interface for gathering all of the necessary up-front information about Change Requests and Deviation Requests.
To fill out all necessary information for a Change Request, you must:
Optionally you may also assign tasks to aid in the preparation of the Request:
New Request Collaboration Tasks - Assign tasks to aid in preparing the Request for review
To fill out all necessary information for a Deviation Request, you must:
Optionally you may also assign tasks to aid in the preparation of the Request:
New Request Collaboration Tasks - Assign tasks to aid in preparing the Request for review
If you need assistance in filling out any of this information, you can request help from another user by assigning them a New Request Collaboration Task.
Click the "Save for Later" button to save your work and return to it later. You will receive an assignment (or retain your existing assignment) to complete your task, which will show up in your "My Tasks" page.
Clicking the "Cancel" button will return you to the "My Tasks" page without saving your changes.
Enter a high-level description of the proposed changes into the "Overall Description of Change/Deviation Request" field.
Once you have described the proposed changes, enter a detailed explanation of why the changes are necessary into the "Reason/Justification for the Proposed Change/Deviation Request" field.
Specify the conditions under which the deviation will be effective:
Each change request identifies a list of documents that will be introduced or changed as a result of the request.
The "Markup" column contains links to the corresponding markup file for each document in the change request.
Click the "Edit" button next to an included document to modify the information entered for that document (see Edit New Document to be Released, Edit Document to be Revised, Edit Document to Obsolete or Edit Obsolete Document to be Revived).
Click the "Delete" button next to an included document to remove it from the change request.
NOTE: The Grand Avenue Training Management module includes a configuration option for allowing users to provide training recommendations as part of the change request process (see Configure Training Process Options). If this option is enabled, users can provide training recommendations for new documents or new revisions of existing documents. Training recommendations cannot be supplied for documents being obsoleted.
Identify one or more existing documents that will be marked up by this Deviation Request. To add documents to the list, click the "Add Document" button (see Select Document for Deviation Request).
The "Proposed Markup" column contains links to the corresponding markup file for each document in the deviation request.
Click the "Edit" button next to each included document to change information about this document (see Edit Document for Deviation Request).
Identify one or more products that will require dispositioning because of the proposed changes.
To add products to the list, click the "Add Product Disposition" button (see Edit Product Disposition).
Click the "Edit" button next to a product to modify disposition information about the product.
Click the "Delete" button next to a product to remove its product disposition entries from the list.
NOTE: (see Process Impacts Overview)
Review and edit each potential impact in the Process Impacts table to specify how it applies to the Request.
If the impact is not applicable to the Request, you may be required to enter a justification of why it does not apply (see Edit Process Impact). The "Description Required" column indicates whether you must provide a description or justification for an impact.
Process Impacts identified as applicable for a Request may require the Document Control Module Coordinator to assign a follow-up Impact Implementation task during the rollout of the Request. The "Requires Task?" column indicates whether a follow-up task will be assigned during the rollout of the Request.
If no Process Impacts have been configured by the Document Control Module Coordinator, this section will not be displayed.
Use the "Assign a Collaboration Task" button to delegate the work of some portion of the Request definition, such as filling out a process impact or creating a markup file for a specific document. Clicking this button will take you to the Assign Collaboration Task page.
If there are still open Collaboration tasks when you are ready to sign off on the Request, the system will ask you to confirm that you want to sign off. If your system is configured to allow New Request collaboration tasks to remain open until Formal Review, the tasks will remain open after you sign off, and the assignees will be able to continue reviewing and/or modifying the Request. Otherwise, the collaboration tasks will automatically be closed when you sign off.
At any point you may click the "Save for Later" button. This will save any changes you have made to the Request and take you to your Task List. If this is the first time the Request has been saved, a Submit New Request task assignment will be created, to allow you to complete the submission of the Request. The task will have a default Due Date, but you will be able to modify it using the Change Due Date button on the "My Tasks" page.
Clicking "Cancel" at any point will discard any changes made since the last save and take you to your Task List.
Once you have completed entering or updating all necessary information about the Request, submit it to the Document Control process by clicking the "Save and Proceed to Signoff" button. This will take you to the Sign Off Submit New Request page.
You may also withdraw a Request from the Document Control process by clicking the "Withdraw" button, which will take you to the Withdraw Request page.
In some cases, a Request may have moved forward through part of the Document Control Process and been returned for more information or corrections. In these cases, comments from the reviewer requesting the information or correction are shown at the top of the page. Otherwise the field is not shown.
If you are assigned a collaboration task, enter or update any necessary information on the Change Request to complete the assigned task, and then sign off the task by clicking the "Save and Proceed to Signoff" button. This will take you to the Sign Off Collaboration Task page.
If you are a Department Manager performing a Preliminary Department Review, review and update the Request to ensure it is complete and appropriate to advance in the Document Control Process, and then click the "Approve Request" button, which will take you to the Approve Preliminary Department Review page.
To reject the Request and return it to the originator, click the "Reject Request" button, which will take you to the Reject Preliminary Department Review page.
If you are a Document Control Module Coordinator performing a Preliminary Coordinator Review, review and update the Request to ensure it is complete and ready to be formally reviewed, then click the "Approve Request" button, which will take you to the Approve Coordinator Review page.
If your system has been configured to allow New Request Collaboration tasks to remain open until Formal Review, those tasks must be completed before you can click the "Approve Request" button.
To reject the Request and return it to the originator, click the "Reject Request" button, which will take you to the Reject Coordinator Review page.
The Select Document to Derive From page allows you to search for and select a document that will be referenced as the source for a new document that will be released by the change request.
Fill in any applicable search criteria and click the "Search" button to find the appropriate source document. Click the corresponding "Select" button for the document to proceed to the Add New Document to be Released page.
You will only be allowed to select document revisions that have been previously approved.
Clicking the "Cancel" button will return you to the previous page without selecting a document.
The Add/Edit New Document to be Released page allows you to enter information about a new document that will be released by the Change Request. If this new document is a derivative from an existing document, a "Derived from Document" field will display a link to the existing document.
To complete this page you will need to:
If the Document Number Generation feature has been enabled (see Configure Document Numbering), the system will provide a "Generate" button that will generate a suggested Document Number. The suggested Document Number will be generated using the following information:
The Document Number suggested by the "Generate" button can still be modified if additional changes are necessary.
The following information can be left blank during the initial work on a change request, but must be completed before the Document Control Module Coordinator can send the Request on to Formal Review:
The Additional Files for Document table can be used to store other files that need to be tracked with this document revision. For example, you can upload source files used to generate the primary document file (e.g. CAD source files used to generate a PDF file), or additional files containing auxiliary data for the document (e.g. reports). These will not be indexed by the system for File Content searches and are displayed independently from the primary document file.
To upload an additional file for this document revision, click the "Add Additional File for Document" button. This will save any changes and take you to the Add Additional File for Document page. To edit or delete a previously uploaded file, click its corresponding button in the Additional Files for Document table.
Once you have provided this information, click the "Save" button to save the information about the new document and return to editing the overall Request.
Clicking the "Cancel" button will return you to the previous page without saving your changes.
The Select Document to be Revised page allows you to search for and select a document that will be revised by the Change Request.
Fill in any applicable search criteria and click the "Search" button to find the document to revise. Then, click the corresponding "Select" button for the document to proceed to the Add Existing Document to be Revised page.
You will only be allowed to select documents that are eligible to be revised. Documents are only eligible to be revised if they have been approved and have not been previously revised.
Clicking the "Cancel" button will return you to the previous page without selecting a document.
The Add/Edit Existing Document to be Revised page allows you to identify the changes that will be introduced by the Change Request for an existing document.
The "Document Number" field displays a link to the revision of the document that this change request will be revising. NOTE: If the page displays a warning that the current revision has proposed or effective Deviations against it, you should evaluate those Deviations to determine if their changes should be incorporated into this Change Request.
Specify the new revision for this document:
NOTE: The Revision and Minor Revision fields can be left blank during the initial work on a change request, but must be completed before the Document Control Module Coordinator can send the request on to Formal Review.
Review the following fields and determine if the values need to be updated for the new revision:
Use the "Description of Change to this Document" field to provide a high-level description of the changes introduced by this revision.
Indicate whether there are special conditions under which the currently effective revisions of the documents will temporarily remain effective after the release of this change request. If you select "Yes", you will be directed to document those conditions, which will be displayed to users viewing either document revision, and also to the user assigned to manually mark the revision as superseded once it should no longer be used (see Mark Previous Revisions as Superseded).
NOTE: The Grand Avenue Training Management module includes a configuration option for allowing users to provide training recommendations as part of the change request process (see Configure Training Process Options). If this option is enabled, you can provide recommendations for how users should be trained on the changes for this revision.
The Additional Files for Document table can be used to store other files that need to be tracked with this document revision. For example, you can upload source files used to generate the primary document file (e.g. CAD source files used to generate a PDF file), or additional files containing auxiliary data for the document (e.g. reports). These will not be indexed by the system for File Content searches and are displayed independently from the primary document file.
To upload an additional file for this document revision, click the "Add Additional File for Document" button. This will save any changes and take you to the Add Additional File for Document page. To edit or delete a previously uploaded file, click its corresponding button in the Additional Files for Document table.
Once you have provided all necessary information, click the "Save" button to save the information about the proposed changes to the document and return to editing the overall Request.
Clicking the "Cancel" button will return you to the previous page without saving your changes.
The Select Documents to Obsolete page allows you to search for and select one or more documents that will be marked as Obsolete by the Change Request.
Fill in any applicable search criteria and click the "Search" button to find the documents to obsolete. Then select the corresponding checkbox for each document to be obsoleted.
Once you have selected the checkboxes for the documents to be obsoleted, click the "Add Selected Documents" button proceed to the Add Existing Documents to Obsolete page, where you will provide additional details about the obsoletion of these documents.
Clicking the "Cancel" button will return you to the previous page without selecting a document.
The Add/Edit Existing Document to Obsolete page allows you to provide details about the document(s) that will be marked Obsolete by the Change Request.
A table at the top of the page displays the list of documents that you are providing additional details about. A warning is displayed below the table if the current revision of any of the documents has proposed or effective Deviations against it. The deviations for each document are listed in the table, and should be evaluated to verify it is appropriate to obsolete the document.
Document the Reason the documents are being marked as Obsolete.
Indicate whether there are special conditions under which the currently effective revisions of the documents will temporarily remain effective after the release of this change request. If you select "Yes", you will be directed to document those conditions, which will be displayed to users viewing the document, and also to the user assigned to manually mark the existing revision as superseded once it should no longer be used (see Mark Previous Revisions as Superseded).
NOTE: When adding multiple documents to be obsoleted, the information you are providing will be applied to all the documents. If some documents have different effectivity conditions, or reasons for obsoletion, you should add them to the change request in separate steps.
Once you have provided all necessary information, click the "Save" button to save the information entered and return to editing the overall Request.
Clicking the "Cancel" button will return you to the previous page without saving your changes.
This page allows you to search for and select a previously obsoleted document that will be revived by this Change Request. Reviving an obsolete document creates a new revision that will again be available for use and changes all previous revisions from Obsolete to Superseded.
Fill in any applicable search criteria and click the "Search" button to find the document to revise. Then, click the corresponding "Select" button for the document to proceed to the Add Obsolete Document to be Revived page.
You will only be allowed to select document revisions that are eligible to be revived. Document revisions are only eligible to be revived if:
Clicking the "Cancel" button will return you to the previous page without selecting a document.
This page allows you to update the information for the new revision of the previously obsoleted document to be revived.
The "Document Number" field displays a link to the final obsolete revision of the document. NOTE: If the page displays a warning that the current revision has proposed or effective Deviations against it, you should evaluate those Deviations to determine if their changes should be incorporated into this Change Request.
Specify the new revision for this document:
NOTE: The Revision and Minor Revision fields can be left blank during the initial work on a change request, but must be completed before the Document Control Module Coordinator can send the request on to Formal Review.
Review the following fields and determine if the values need to be updated for the new revision:
Use the "Description of Change to this Document" field to provide a high-level description of the changes introduced by this revision.
NOTE: The Grand Avenue Training Management module includes a configuration option for allowing users to provide training recommendations as part of the change request process (see Configure Training Process Options). If this option is enabled, you can provide recommendations for how users should be trained on the changes for this revision.
The Additional Files for Document table can be used to store other files that need to be tracked with this document revision. For example, you can upload source files used to generate the primary document file (e.g. CAD source files used to generate a PDF file), or additional files containing auxiliary data for the document (e.g. reports). These will not be indexed by the system for File Content searches and are displayed independently from the primary document file.
To upload an additional file for this document revision, click the "Add Additional File for Document" button. This will save any changes and take you to the Add Additional File for Document page. To edit or delete a previously uploaded file, click its corresponding button in the Additional Files for Document table.
Once you have provided all necessary information, click the "Save" button to save the information about the proposed changes to the document and return to editing the overall Request.
Clicking the "Cancel" button will return you to the previous page without saving your changes.
The Select Document for Deviation Request page allows you to search for and select a document that will be included in the Deviation Request.
Fill in any applicable search criteria and click the "Search" button to find the document to revise. Then, click the corresponding "Select" button for the document to proceed to the Add Document for Deviation Request page.
You will only be allowed to select documents that are eligible to be included in this deviation. Documents are only eligible for deviations if their Status is either Effective or Pending Effective.
Clicking the "Cancel" button will return you to the Create/Edit Request page without selecting a document.
For a document that will be temporarily changed by the Deviation Request you will need to provide a high-level Description of the changes being made to the document. You may also optionally provide a file containing the proposed markups to the document. The document file markup is optional if the changes can be adequately described in the description field.
When editing the document, you may browse to a file to be uploaded if you wish to replace the current markup file. If you do not browse to a file, the current markup file will remain.
Once you have provided all necessary information, click the "Save" button to save the information about the proposed changes to the document and return to editing the overall Request.
Clicking the "Cancel" button will return you to the Create/Edit Request page without saving your changes.
The Edit Product Disposition page allows you to identify a product that will require disposition as a result of the changes proposed by a Change Request. You will need to:
Once you have entered the appropriate Disposition Codes for all applicable Disposition Locations, click the "Save" button to save the information and return to editing the overall Request.
Clicking the "Cancel" button will return you to the Create/Edit Request page without saving your changes.
Give detailed instructions to the assignee of this collaboration task. The assignee will have the ability to edit any portion of the Change/Deviation Request, so your instructions should be specific enough to guide the assignee to enter the appropriate information.
Select an assignee and a due date for the task, and then click the "Assign Task and Close" button to assign the task. The system will notify the assignee via email of their assignment, and you will be taken back to the Create/Edit Request page.
Click the "Assign Task" button to assign the task and remain on this page to assign another task.
Clicking the "Cancel" button will return you to the Create/Edit Request page without assigning a task.
To complete the signoff, enter any additional comments and your signoff key and then click the "Sign Off" button to sign off the task and submit the Change/Deviation Request. The Request will proceed on to the first Preliminary Review step.
NOTE: A warning will be displayed if there are any open New Request Collaboration tasks. If your system is configured to allow these tasks to remain open until Formal Review, the tasks will remain open after you sign off, and the assignees will be able to continue reviewing and/or modifying the Request. Otherwise, the tasks will automatically be closed when you sign off.
Clicking the "Cancel" button will return you to the Create/Edit Request page without submitting the Request.
Withdrawing a Change/Deviation Request removes it from the Document Control process. Your task assignment for this Request will be closed and the Request will be removed from the process.
If the Request has not reached Formal Review and been assigned a Request ID, then the Request will be deleted along with all related information.
If the Request has been assigned a Request ID, the Request will be retained but marked as "Withdrawn". Markups will be retained, but any information about proposed new document revisions will be deleted.
To withdraw the Request, enter the reason you are removing the Request into the comments field and then enter your signoff key and click the "Withdraw Request" button.
Clicking the "Cancel" button will return you to the Create/Edit Request page without withdrawing the Request.
The New Request Collaboration task allows you to assist in the development of a Change/Deviation Request. The assigned task has a set of specific instructions and a due date by when the task should be completed. When you receive a New Request Collaboration task, you will be able to contribute to any of the sections of the Request (see the Create/Edit Request page).
When you have completed the assigned task, click the "Save and Proceed to Signoff" button (see the Sign Off Collaboration Task page).
To sign off your Collaboration task, enter any additional comments about the task, and then enter your signoff key. Then click the "Sign Off" button to sign off the collaboration task. The primary user (originator, department manager or Document Control Module Coordinator) that is currently working on the Request will receive an email notification that you have completed the task.
Clicking the "Cancel" button will return you to the Create/Edit Request page without signing off on the task.
When a Change/Deviation Request is submitted to the Document Control process, it must first pass through one or more preliminary reviews to determine if the Request is valid and complete. The Grand Avenue Software provides three potential preliminary review steps:
The Preliminary Department Manager Review task allows you to review Change/Deviation Requests submitted by users in departments you manage. While reviewing the Request you can correct or add information to the Request as necessary (see the Create/Edit Request page).
After reviewing the Request and making any necessary modifications, you can choose to approve or reject the Request. If you approve the Request, it will proceed on to a Document Control Module Coordinator for review (see the Approve Preliminary Department Manager Review page). If you reject the Request, it will be returned to the Originator (see the Reject Preliminary Department Manager Review page).
The Approve Preliminary Department Manager Review page displays the complete Change/Deviation Request.
When you have completed your review of the Request, enter any additional comments about the Request, then enter your signoff key and click the "Approve Request" button. The Request will proceed on to the next Preliminary Review step, and you will be taken back to the "My Tasks" page.
NOTE: A warning will be displayed if there are any open New Request Collaboration tasks. If your system is configured to allow these tasks to remain open until Formal Review, the tasks will remain open after you sign off, and the assignees will be able to continue reviewing and/or modifying the Request. Otherwise, the tasks will automatically be closed when you sign off.
Clicking the "Cancel" button will return you to the Create/Edit Request page without signing off on the Request.
The Reject Preliminary Department Manager Review page provides a field for entering feedback to the Originator describing why the Change/Deviation Request was rejected. Use this field to give the Originator direction on whether to update or withdraw the Request.
When you have finished providing feedback to the Originator, enter your signoff key and click the "Reject Request" button. The Request will be returned to the Originator with a Submit New Request task.
NOTE: A warning will be displayed if there are any open New Request Collaboration tasks. If your system is configured to allow these tasks to remain open until Formal Review, the tasks will remain open after you sign off, and the assignees will be able to continue reviewing and/or modifying the Request. Otherwise, the tasks will automatically be closed when you sign off.
Clicking the "Cancel" button will return you to the Create/Edit Request page without signing off on the Request.
Each subject matter expert receiving a Preliminary Subject Matter Review Task for a Change/Deviation Request is responsible for reviewing the proposed changes and their associated impacts, and then approving or rejecting the Request. Clicking on the task assignment on the "My Tasks" page will take the approver to the Sign Off Preliminary Subject Matter Review page.
The Sign Off Preliminary Subject Matter Review page displays the Change/Deviation Request and its proposed changes and impacts for review. After reviewing the Request, you can either approve or reject the Request. If you choose to reject the Request, you must provide feedback to the Originator in the "Comments" field.
After you have recorded your decision and any necessary comments, enter your signoff key and click the "Sign Off" button.
Clicking the "Cancel" button will return you to the "My Tasks" page without signing off on the assignment.
Prior to the Formal Review of a Change/Deviation Request, Document Control Module Coordinators are responsible for reviewing the Request for completeness, editing it if necessary (see Create/Edit Request). If major changes are required to correct the Request, you can reject the Request and it will be returned to the Originator (see Reject Coordinator Review).
Once you have completed any necessary changes, you are responsible for identifying the approvers and observers for the Formal Review (see Approve Coordinator Review).
On the Approve Coordinator Review page you select the approvers and observers for the Formal Review of a Change/Deviation Request.
You must assign a user for each approving or observing department determined by the configuration for the list of document types included in the request (see the Configure Document Types page).
For Change Requests, you may also be required to assign an approver on behalf of each document collection containing affected documents. Document collections are only included in this list if they have been configured to require approval (see the Edit Document Collection Type page).
You can also assign additional approvers and/or observers for the request. The "Document Stakeholders" table displays the list of required approving and observing departments for each document included in the request.
Select the appropriate user for each approving and observing department. Each department may have a default approver/observer for Formal Review, according to the procedure set on the Configure Department Reviewers page.
The minimum number of Review Assignments and minimum number of Unique Approvers for Formal Review is specified by the Document Type(s) of the Document(s) being changed. By default, these minimums are both set to two (2), however both are configured per Document Type. If there are multiple Document Types being approved for a Change Request, the highest value of both minimum settings is used. For example, if Document Type A requires 3 Minimum Review Assignments and 1 Minimum Unique Approvers, and Document Type B requires the defaults of 2 and 2, the Formal Review will require 3 Minimum Review Assignments and 2 Unique Approvers.
Select the appropriate user for each approving Document Collection. The Owner will be listed as the default approver for each document collection.
Use the "Review Due Date" field to specify the date by when all approvals must be completed.
After you have identified all necessary approvers and observers, enter your signoff key and optional comments, and then click "Approve Request". The Request will proceed to the Formal Review step, where each approver you have identified will receive a Formal Review task.
NOTE: A warning will be displayed if there are any open New Request Collaboration tasks. If your system is configured to allow these tasks to remain open until Formal Review, you will be required to wait for all tasks to be completed before you can proceed. Otherwise, the tasks will automatically be closed when you sign off.
Clicking the "Cancel" button will return you to the Create/Edit Request page without approving the Request.
Enter detailed instructions about the additional information required to accept this Change/Deviation Request. If necessary, you can also choose to select a different Assignee for the Submit New Request task than the person that originally performed the task.
Enter any additional comments and your signoff key, and then click the "Reject Request" button to sign off your task and initiate a Submit New Request task with the specified instructions, assignee, and due date.
NOTE: A warning will be displayed if there are any open New Request Collaboration tasks.
Clicking the "Cancel" button will return you to the Create/Edit Request page without rejecting the Request.
Before a Change/Deviation Request can proceed to implementation and release, it must be approved by the departments impacted by the proposed document changes. The system sets the Approval Start Date for a Request to the date that the Request goes to Formal Review for the first time. Each department (or additional) reviewer identified by the Document Control Module Coordinator during the Preliminary Coordinator Review task will receive a Formal Review task.
If all approvers approve the Request, the system will set its Approval End Date to the date of the final approval, and the Request will proceed on to the next step (Prepare and Release Document Revisions for Change Requests or Release Deviation for Deviation Requests). For Change Requests the system will also use the Approval End Date as the Last Reviewed Date for each of the documents included in the request.
If any of the approvers reject the Request, it will return to the Preliminary Coordinator Review step. By default, the system will wait until all reviewers have signed off on their Formal Review task, to allow for everyone's input before sending it back to the Preliminary Coordinator Review for changes. The Document Control Module Administrator can change this behavior to have the system automatically cancel the rest of the Formal Review immediately when any of the reviewers rejects the Request (see Configure Document Control Process Options).
Document Control Module Coordinators may also cancel the Formal Review at any time (see Manage Formal Review). All remaining open Formal Review assignments will be canceled, and the request will immediately return to the Preliminary Coordinator Review step.
Each approver receiving a Formal Review Task for a Change/Deviation Request is responsible for reviewing the proposed changes and their associated impacts, and then approving or rejecting the Request. Clicking on a Formal Review assignment on the "My Tasks" page will take the approver to the Sign Off Formal Review page.
The Sign Off Formal Review page displays the Change/Deviation Request and its proposed changes and impacts for review.
The task instructions will indicate the department on behalf of which you will be approving the request, and any additional instructions about your role in the review.
The "Document Stakeholders" table displays the list of required approving departments for each document included in the request. While you should review the entire request, this information is intended to assist you in identifying the documents that explicitly require the approval of the department identified for this task.
After reviewing the Request, you can either approve or reject the Request. If you choose to reject the Request, you must provide feedback in the "Comments" field. If you choose to approve the Request you will not be allowed to provide comments unless the system has been configured to allow comments when approving (see Configure Document Control Process Options).
After you have recorded your decision and any necessary comments, enter your signoff key and click the "Sign Off" button.
Clicking the "Cancel" button will return you to the "My Tasks" page without signing off on the assignment.
Once a Change Request has been approved, the Document Control Module Coordinator is responsible for preparing the final electronic versions of all affected documents and setting their specific effective dates.
The Document Control Module Coordinator can request assistance in creating or proofreading the final version of the documents by assigning a Prepare Documents Collaboration task.
When the effective date for each document arrives, the system will automatically update the document Status either from "Pending Effective" to "Effective", or from "Pending Obsolete" to "Obsolete". The same process will also change the Status of previous revisions of the document to either "Superseded" or "Obsolete".
When all revisions of a document have been obsoleted, the system will automatically remove the document from any document collections, from any training requirements, and from any refresher training schedules.
NOTE: The automated process for advancing documents based on effective dates runs according to the configured system time zone (see Configure System Options), so documents are considered effective as of 12:00:00 AM in the specified time zone.
The Document Control Module Coordinator receives the Release Documents task after all users assigned to the Formal Review have signed off that they approve of the change request. To complete this task, the Document Control Module Coordinator must indicate the date on which each of the new document revisions will become effective and prepare/upload the final electronic version of each affected document.
If the Document Control Module Coordinator determines that the approved change request should not be released, it can be returned to the Preliminary Coordinator Review step for additional work. The request will then be required to pass through Formal Review again before it can be released.
If the Change Request includes any instructions for product disposition, the Document Control Module Coordinator is responsible for assigning someone to ensure that all of the instructions are communicated and completed (see the Disposition Verification task).
If any of the applicable Process Impacts requires a corresponding Impact Implementation task, the Document Control Module Coordinator is also responsible for assigning someone to ensure that each task is completed.
After the Release Documents task has been signed off, all affected departments will receive Roll Out Documents tasks. The list of departments that will receive the Roll Out Documents task is determined by the types of documents included in the change request (see Configure Document Types).
If any of the documents affected by the Change Request have been previously added to document collections, the owners of those collections may be assigned tasks to perform any necessary work for their collections (see Collection Documents Updated by Change Request). If a document is obsoleted by the Change Request, the system will automatically remove the document from any document collections.
If the Training Module is in use, corresponding document training records will be created for users for each document that they have been assigned as a training requirement. The Document Control Module Coordinator may have the option to assign Complete Training tasks for newly created training records (see Configure Training Process Options). Notifications about incomplete training will be sent out to all Training Module Coordinators, the Department Managers and Department Trainers for those users, and the Item Trainers for the documents (see the Managing Training Initiated by Document Control Processes for more information). If a document is obsoleted by the Change Request, the system will automatically remove the document from all Training Requirements and Refresher Training Schedules.
Before proceeding with the release of the change request, you should review all comments made by the approvers during Formal Review. If the change request requires additional work, you can return it to the Preliminary Coordinator Review task by clicking the "Reject and Return to Preliminary Review" button (see Reject Release for Change Request).
For each new or revised document in the "Prepare Documents for Release" table, you will use the file in the "Markup" column to generate the final electronic version that will be released (documents being obsoleted neither require nor allow final electronic versions). This may involve:
After you generate the electronic version for each document, click its associated "Prepare" button in the "Prepare Documents for Release" table. You will be taken to the Prepare Document for Release page, where you can upload the electronic version and specify the date on which it will become effective.
You may request assistance in creating or proofreading the final version of the electronic documents by assigning Prepare Documents Collaboration tasks. The assignees will have the ability to read the currently uploaded version of the final documents and/or upload new final versions. You will still be responsible for setting the Effective Date for each document. To assign one or more of these tasks, click the "Assign Collaboration Task" button (see Assign Prepare Documents Collaboration Task).
You will be notified after each Prepare Documents Collaboration task has been completed. Review any changes made by the assignee and apply their comments as appropriate.
If any of the documents included in the Change Request have proposed or effective Deviation Requests against them, you will see a list of actions to take to resolve the Deviations. Your options will be to:
When you have finished preparing all of the documents for release, click the "Proceed to Signoff" button to go to the Sign Off Release Documents page.
Click the "Finish Later" button to return to your task list and finish releasing the documents later.
Fill in the date the document will become effective. For documents that are being obsoleted, this is the date the document will become obsolete.
Create the final version of the file for this document revision. This is intended to be the primary file that users will open when viewing this document. This is also the only file that will be indexed by the system for File Content searches (see Search for Documents). If you need to track other files or alternate file formats, you can upload them using the Additional Files for Document table.
If the markup does not require changes to be used as the final version, set the "Use Markup as New Document File?" question to "Yes". When you click the "Save" button the system will automatically copy the Markup file to the new document file.
Otherwise, if changes are necessary, click the "Markup" link to download the markup file to your local machine and make the changes. Then click the "Browse" or "Choose File" button to find and select the updated file from your local machine.
The Additional Files for Document table can be used to store other files that need to be tracked with this document revision. For example, you can upload source files used to generate the primary document file (e.g. CAD source files used to generate a PDF file), or additional files containing auxiliary data for the document (e.g. reports). These will not be indexed by the system for File Content searches and are displayed independently from the primary document file.
To upload an additional file for this document revision, click the "Add Additional File for Document" button. This will save any changes and take you to the Add Additional File for Document page. To edit or delete a previously uploaded file, click its corresponding button in the Additional Files for Document table.
Click the "Save" button to save changes and return to the previous page.
Clicking the "Cancel" button will return you to the previous page without saving your changes.
To upload an additional file for the document, enter a brief description of the file and then click the "Browse" or "Choose File" button to find and select the file from your local machine. Once you have identified the file, click the "Save" button to upload the file and return to the previous page.
If you have chosen to make a change to a previously uploaded file, the page will display a link to the current version. You can replace the current version by selecting another file.
Click the "Cancel" button to discard any changes and return to the previous page.
Give detailed instructions to the assignee of this collaboration task. The assignee will have the ability to read the currently uploaded version of the final documents and/or upload new final versions, so your instructions should be specific enough to guide the assignee. Specify which documents should be addressed by the assignee, along with any necessary detailed instructions to proofread and/or generate final versions.
Select an assignee and a due date for the task, and then click the "Assign Task and Close" button to assign the task. The system will notify the assignee via email of their assignment, and you will be taken back to the Release Documents page. You will be notified by email when the assignee completes this task.
Click the "Assign Task" button to assign the task and remain on this page to assign another task.
Clicking the "Cancel" button will return you to the Release Documents page without assigning a task.
When you sign off on this task, the documents affected by the change request will be released and various tasks will be assigned to perform the rollout of those documents.
A Roll Out Documents task will be assigned to each of the departments identified as "Affected Departments" for the document types included in the change request (see Configure Document Types). The default assignee for each department is its manager. Use the "Rollout Due Date" field to specify the date by which these tasks must be completed. You can also optionally provide additional instructions that will be included with these assignments.
If effectivity conditions have been defined for any current document revisions included in the change request, select someone to be responsible for manually marking them as superseded when those effectivity conditions expire (see Mark Previous Revisions as Superseded). You must also indicate a due date for this task, based on an estimate of when the conditions will expire.
Document Collections
If any document collections contain documents affected by the change request, Collection Documents Updated by Change Request tasks may be assigned to the corresponding owners to perform any necessary work for their collections. The "Collection Documents Updated by Change Request Due Date" field indicates the date by which these tasks must be completed. The default value for this field is already set to the earliest effective date for the new document revisions.
If a document is obsoleted by the Change Request, the system will automatically remove the document from any document collections.
Product Disposition
If any products that need dispositioning were identified in this Change Request, a Disposition Verification task will be assigned to verify that all disposition instructions are completed. You must select an assignee and due date for this task.
Process Impacts
If any of the applicable Process Impacts requires a corresponding Impact Implementation task, you must select an assignee and a due date for the completion of the task. You should also review the default instructions for each implementation task and add any details that should be communicated to the assignee.
Training Integration
If the Training Module is in use, training records will be created for users for new revisions of each document that they have been assigned as a training requirement, either directly or through a Training Profile.
The "Training Profiles for Documents Included in Change Request" table displays the Training Profiles that contain each of the affected documents. This is intended to allow you to verify that each document has been added to any necessary training profiles before the Change Request is released.
The "Training Required-by Date" field indicates the date that will be entered on those training records as the Training Required-by Date. The default value for this field is already set to the earliest effective date for the new document revisions.
The Training Module may be configured to allow a Document Control Module Coordinator during the Release Documents task to assign users to complete their own training (see Configure Training Process Options). If this feature has been enabled, the following fields will allow you to optionally assign Complete Training tasks for all newly created training records.
Tasks created for incomplete training records will have the same task due date as the specified "Training Required-by Date".
Collaboration Tasks
If any Prepare Documents Collaboration tasks are still open at this point, they will be automatically closed when you sign off this task. Be sure any required assistance or review has been completed since assignees will lose the ability to perform their tasks after they are closed.
Enter any additional comments regarding the release, and then enter your signoff key and click the "Sign Off" button to release the documents. Your task will be closed and you will be taken back to the "My Tasks" page.
Clicking the "Cancel" button will return you to the previous page without releasing the documents.
Rejecting the release of a change request allows you to address any issues that have arisen during or after the approval of the request.
Enter the reason why this request is being rejected. Then enter your signoff key and click the "Reject Release of Request" button.
Clicking the "Cancel" button will return you to the Release Documents page.
The Document Control Module Coordinator can assign Prepare Documents Collaboration tasks to request assistance in creating or proofreading the final version of the electronic documents in a Change Request. The Document Control Module Coordinator should specify what assistance they require from each assignee.
The assignees will upload any requested final document versions or enter proofreading comments when completing the task. The Document Control Module Coordinator is notified when tasks are completed, and will review any changes and/or comments.
If any collaboration tasks are still open when the Document Control Module Coordinator completes the Release Documents task, they will automatically be closed.
You should follow the detailed instructions given by the Document Control Module Coordinator to proofread or generate the final electronic version of the documents specified.
If final versions of the files for each document have already been uploaded you may view them by clicking on the link in the "New Document File" column of the "Prepare Documents for Release" table.
When generating final electronic versions for new or revised documents in the "Prepare Documents for Release" table, you will use the file in the "Markup" column to generate the final electronic version that will be released. This may involve:
If you generate a new final version for a document, click its associated "Prepare" button in the "Prepare Documents for Release" table. You will be taken to the Upload Prepared Document page, where you can upload the file you created.
NOTE: The "Prepare" button will not be available for documents that are being obsoleted.
When you have completed the detailed instructions, click the "Proceed to Signoff" button to go to the Sign Off Prepare Documents Collaboration page.
Click the "Finish Later" button to return to your task list and finish the task later.
Create the final version of the file for this document revision. This is intended to be the primary file that users will open when viewing this document. This is also the only file that will be indexed by the system for File Content searches (see Search for Documents). If you need to track other files or alternate file formats, you can upload them using the Additional Files for Document table.
If the markup does not require changes to be used as the final version, set the "Use Markup as New Document File?" question to "Yes". When you click the "Save" button the system will automatically copy the Markup file to the new document file.
Otherwise, if changes are necessary, click the "Markup" link to download the markup file to your local machine and make the changes. Then click the "Browse" or "Choose File" button to find and select the updated file from your local machine.
The Additional Files for Document table can be used to store other files that need to be tracked with this document revision. For example, you can upload source files that were used to generate the primary document file (e.g. CAD source files used to generate a PDF file), or additional files containing auxiliary data for the document (e.g. reports). These will not be indexed by the system for File Content searches and are displayed independently from the primary document file.
To upload an additional file for this document revision, click the "Add Additional File for Document" button. This will save any changes and take you to the Add Additional File for Document page. To edit or delete a previously uploaded file, click its corresponding button in the Additional Files for Document table.
Click the "Save" button to save changes and return to the previous page.
Clicking the "Cancel" button will return you to the previous page without saving your changes.
To close the collaboration task, enter any comments that you wish to send back to the Document Control Module Coordinator, then enter your account signoff key and click the "Sign Off" button. The Document Control Module Coordinator will receive an email notification that you have completed the task.
Clicking the "Cancel" button will return you to the previous page without signing off on your task.
The next step in the process is for the managers of all affected departments to roll out the Change Request's documents to the organization. The list of departments that will receive the Roll Out Documents task is determined by the document type configuration.
Once all document rollout and disposition verification tasks have been signed off, notifications will be sent to the Originator and the Document Control Module Coordinator, and the Change Request will be closed.
The Department Manager for each department affected by a Change Request receives the Roll Out Documents task. You are responsible for ensuring the changed documents are rolled out to your department. (Detailed instructions appear on the Document Rollout page.)
You may receive multiple Document Rollout task assignments, one for each department that you are responsible for. The department associated with a task assignment will be displayed in the task instructions on the Document Rollout page.
The Document Rollout page allows a department manager to perform any necessary tasks to roll out a change request for the users in a department. Instructions about the rollout tasks are provided, along with a list of the documents included in the change request.
The "Documents Included in Change Request" table contains the list of new document revisions being rolled out with the Change Request. Each document includes a link to its markup for the change request and the new version of the file that is being released.
If the Training Module is activated:
After you have completed all necessary rollout tasks for this change request, click the "Proceed to Signoff" button (see Sign Off Document Rollout).
Clicking the "Cancel" button will return you to the "My Tasks" page without signing off on the task assignment.
Enter any additional comments and then enter your signoff key and click the "Sign Off" button.
Clicking the "Cancel" button will return you to the previous page without signing off on the task assignment.
For Change Requests that have Product Dispositions, the Document Control Module Coordinator assigns a Disposition Verification task to someone who can verify that all products have been dispositioned as intended. When you receive this task you will use the Disposition Verification page to review all necessary product dispositions and verify that they have been applied. You may also assign Disposition Verification Collaboration tasks to delegate work to other users to help with performing and/or verifying product dispositions. You will receive an email notification when a collaboration task is completed.
The Disposition Verification page displays a list of all necessary product dispositions that must happen as a result of the Change Request.
Use the "Disposition Verification Evidence Files" table to upload files containing additional verification evidence about the disposition.
You may request assistance in performing and/or verifying the dispositioning of products by assigning Disposition Verification Collaboration tasks. The assignees will receive your instructions and sign off their assignments when complete. As each collaboration task is completed you will receive an email notification. Click the "Assign Collaboration Task" button to go to the Assign Disposition Verification Collaboration Task page.
Once you have verified that all dispositions have been applied, click the "Proceed to Signoff" button and you will be taken to the Sign Off Disposition Verification page. If any Disposition Verification Collaboration tasks are still open you will receive a warning telling you that the open tasks will be automatically closed if you sign off on this assignment
Clicking the "Finish Later" button will return you to the "My Tasks" page.
To upload a file containing verification evidence of a Disposition, enter a brief description of the file and then click the "Browse" or "Choose File" button to find and select the file from your local machine. Once you have selected the file, click the "Save" button to upload the file and return to the previous page.
If you have chosen to make changes to a previously uploaded file, the page will display a link to the current version. You can replace the current version by selecting another file.
Click the "Cancel" button to discard any changes and return to the previous page.
Give detailed instructions to the assignee of this collaboration task. Specify which products and locations should be addressed by the assignee, along with any necessary detailed instructions.
Select an assignee and a due date for the task, and then click the "Assign Task and Close" button to assign the task. The system will notify the assignee via email of their assignment, and you will be taken back to the Disposition Verification page. You will be notified by email when the assignee completes this task.
Click the "Assign Task" button to assign the task and remain on this page to assign another task.
Clicking the "Cancel" button will return you to the Disposition Verification page without assigning a task.
Enter any additional comments about the disposition verification, and then enter your signoff key and click the "Sign Off" button to indicate all product dispositions have been completed. The task will be signed off and you will be taken back to the "My Tasks" page.
If any Disposition Verification Collaboration tasks are open, they will be automatically closed when you sign off this task. Be sure any required assistance been completed since the tasks will be removed from the assignee's task list once they are closed.
Clicking the "Cancel" button will return you to the Disposition Verification page without signing off on the task.
The person assigned to perform the Disposition Verification task for a Change Request may assign Disposition Verification Collaboration tasks to request help in performing and/or verifying products have been dispositioned as proposed. When you receive this task you will use the Disposition Verification Collaboration page to review the necessary product dispositions and verify that they have been applied.
The Disposition Verification page displays a list of all necessary product dispositions that must happen as a result of the Change Request, as well as detailed instructions stating the scope of this task.
Once you have performed the task instructions, click the "Proceed to Signoff" button and you will be taken to the Sign Off Disposition Verification Collaboration page.
Clicking the "Finish Later" button will return you to the "My Tasks" page.
Enter comments describing the completion of the collaboration task, and then enter your signoff key and click the "Sign Off" button to indicate this assignment has been completed. The task will be signed off and you will be taken back to the "My Tasks" page.
Clicking the "Cancel" button will return you to the Disposition Verification Collaboration page without signing off on the task.
When documents revised by a Change Request have additional effectivity conditions, the Document Control Module Coordinator assigns this task to someone who will be responsible for manually marking the previous revisions as superseded when the conditions expire. When you receive this task you will use the Mark Revisions With Effectivity Conditions As Superseded page to review all revisions with effectivity conditions to be monitored.
When a document revision with effectivity conditions is marked as superseded, the owners of any document collections containing that document may be assigned tasks to perform any necessary work for their collection associated with that revision being superseded (see Collection Document Revision No Longer Effective).
This page displays a list of document revisions that continued to be conditionally effective after the change request was released. You are responsible for using this page to monitor the effectivity conditions for these revisions. When the effectivity conditions for a revision expire, click its associated "Mark Previous Revision As Superseded" button to proceed to the Mark Previous Revision As Superseded page.
Once all conditionally effective revisions have been marked as superseded, click the "Proceed to Signoff" button and you will be taken to the Sign Off Mark Revisions As Superseded page.
Clicking the "Finish Later" button will return you to the "My Tasks" page.
Review the effectivity conditions for the previous revision, and verify that they have expired. If so, click the "Mark Previous Revision As Superseded" button to mark the revision as superseded. Its status will officially change from "Effective" to "Superseded". For documents being obsoleted, the status will change from "Effective" to "Obsolete".
NOTE: Once a revision has been marked as superseded, it cannot be undone.
Clicking the "Cancel" button will return you to the Mark Revisions With Effectivity Conditions As Superseded page without altering the revision.
Enter any additional comments about the revisions that were marked as superseded, and then enter your signoff key and click the "Sign Off" button to indicate all revisions with effectivity conditions have been marked as superseded. The task will be signed off and you will be taken back to the "My Tasks" page.
Clicking the "Cancel" button will return you to the Mark Revisions With Effectivity Conditions As Superseded page without signing off on the task.
The Manage Change Requests page allows authorized users to perform administrative actions necessary to manage Change Requests in the Grand Avenue system.
The page has links to the following actions:
This page displays a list of Change or Deviation Requests that are currently undergoing a Formal Review.
Normally a Formal Review is only concluded once all reviewers have signed off on their Formal Review tasks. The Document Control Module Coordinator has the option to cancel a Formal Review that is in progress. Any remaining open Formal Review assignments will be canceled, and the request will return to the Preliminary Coordinator Review step.
To cancel the Formal Review for a request, click its corresponding "Cancel Formal Review" button (see Cancel Formal Review).
Click the "Close" button to return to the previous page.
Canceling a Formal Review that is in progress will immediately cancel any open Formal Review task assignments and return the request to Preliminary Coordinator Review, where you will be able to make any necessary changes to the request or return it to the Originator.
To proceed with canceling the Formal Review, enter a description of the reason for canceling the request, then enter your signoff key and click the "Cancel Formal Review" button.
Clicking the "Cancel" button will return you to the previous page without canceling the Formal Review for this request.
By default, change requests cannot be modified once they have been closed or withdrawn. However, Document Control Module Administrators can set an option on the Configure Document Control Process Options page that allows Document Control Module Coordinators to record additional information for closed or withdrawn change requests.
The page displays a list of all change requests that have been closed or withdrawn. To record additional information for a change request, click the "Record Additional Information" button (see Record Additional Information for Closed Item).
Click the "Close" button to return to the previous page.
The Export Change Requests feature allows Document Control Module Administrators to export the metadata and file content for a selected set of Change Requests to a directory on the web server.
The export will generate a separate directory structure for each selected Change Request, which will contain two types of files for each related item:
Click the "Export Change Requests" link on the Manage Change Requests page. You will be taken to the Select Change Requests to Export page, where you can use search criteria to specify the set of Change Requests that will be included in the export.
This page allows you to select the set of Change Requests to be included in the export.
Fill in any applicable search criteria and click the "Search" button to find matching Change Requests.
When the search results display the desired set of Change Requests, click the "Export Results to Server" link to proceed to the Export Change Requests to Server page.
Clicking the "Cancel" button will return you to the Manage Change Requests page.
This page will export the metadata and file content for each Change Request that matches the values in the "Search Criteria for Export" table.
Use the "File Format" field to indicate the format for the delimited text files.
Use the "List Separator" field to specify the delimiter to be used when exporting the delimited text files using a CSV file format. By default, the delimiter is set to the list separator for your locale, so you should only need to change this setting when exporting a CSV file for a different locale.
Use the "Date Format" field to select the format to be used when exporting date values. By default, the format is set to match the configuration setting for entering and displaying dates in Grand Avenue (see Configure System Date and Time Settings). This feature allows you to specify a different format if exporting to an application like Excel that expects a different format for your region (e.g. en-GB /[dd/mm/yyyy/] instead of en-US /[mm/dd/yyyy/]). Using the recommended culture-independent format defined by ISO-8601 (yyyy-mm-dd) will ensure that dates will always be interpreted correctly.
Click the "Export Change Requests to Server" button to initiate the export process. A successful export will indicate the full path of the export directory created on the web server.
Clicking the "Close" button will return you to the Manage Change Requests page.
The Grand Avenue Software Deviation Request Process is as follows:
%%{init: {"flowchart": { 'padding':'5', 'curve': 'basis', "htmlLabels": false }} }%%
flowchart LR
Submit["`**Submit New Request**`"];
OptionalReviews["`**Preliminary Reviews (optional)**`"]
CoordinatorReview["`**Preliminary Coordinator Review**`"]
FormalReview["`**Formal Review**`"]
Release["`**Release Deviation**`"]
RollOut["`**Roll Out Deviation**`"]
Close["`**Close**`"]
Submit --> OptionalReviews --> CoordinatorReview --> FormalReview ---> Release --> RollOut --> Close;
click Submit "#DocControlSubmitNewRequest" "Submit New Request for Action"
click OptionalReviews "#DocControlPreliminaryReviewsOfRequest" "Preliminary Reviews of Request"
click FormalReview "#DocControlFormalReviewOfRequest" "Formal Review of Request"
click Release "#DocControlReleaseDeviation" "Release Deviation"
click RollOut "#DocControlRollOutDeviation" "Roll Out Deviation"
Once a Deviation Request has been approved, the Document Control Module Coordinator is responsible for preparing the final versions of deviation markups and releasing the Request to all affected departments.
The Document Control Module Coordinator can request assistance in creating or proofreading the final version of the markups by assigning a Prepare Deviation Markups Collaboration task.
When the deviation is released, its status is immediately changed from "Proposed" to "Effective", indicating that the deviation should be applied as indicated by the stated Effectivity Conditions. Department managers for each of the affected departments are assigned Roll Out Deviation tasks to communicate the release of the deviation to their departments.
When the Document Control Module Coordinator receives the Release Deviation task, they are responsible for preparing the final electronic versions of the approved markups. When signing off on the task they can also update the estimated expiration date for the request, and provide any necessary additional instructions to the managers of the affected departments that will perform the Roll Out Deviation tasks. The Deviation Request is immediately effective upon signoff, and the Effectivity Conditions must be used to determine when the deviation should be applied.
If the Document Control Module Coordinator determines that the approved deviation request should not be released, it can be returned to the Preliminary Coordinator Review step for additional work. The request will then be required to pass through Formal Review again before it can be released.
If any of the applicable Process Impacts requires a corresponding Impact Implementation task, the Document Control Module Coordinator is also responsible for assigning someone to ensure that each task is completed.
The Document Control Module Coordinator also assigns someone the Close Deviation task. This person is responsible for closing the Request when the effectivity conditions no longer apply.
If the Training Module is in use, training may be required for users with training requirements against documents affected by the Deviation Request. Notifications about incomplete training will be sent out to all Training Module Coordinators and the Department Managers and Department Trainers for those users (see the Managing Training Initiated by Document Control Processes for more information).
Before proceeding with the release of the deviation request, you should review all comments made by the approvers during Formal Review. If the deviation request requires additional work, you can return it to the Preliminary Coordinator Review task by clicking the "Reject and Return to Preliminary Review" button (see Reject Release for Deviation Request).
For each document listed in the "Prepare Markups for Release" table, you will use the file in the "Proposed Markup" column to generate the final markup that will be released. This may involve:
For each document in the "Prepare Markups for Release" table click its corresponding "Prepare" button to be taken to the Prepare Deviation Markup for Release page where you will select the final version.
You may request assistance in creating or proofreading the final version of the markups by assigning Prepare Deviation Markups Collaboration tasks. The assignees will have the ability to read the currently uploaded version of the markups and/or upload new final versions. To assign one or more of these tasks, click the "Assign Collaboration Task" button (see Assign Prepare Deviation Markups Collaboration Task).
You will be notified after each Prepare Deviation Markups Collaboration task has been completed. Review any changes made by the assignee and apply their comments as appropriate.
When you have finished preparing all of the markups for release, click the "Proceed to Signoff" button to go to the Sign Off Release Deviation page. If any Prepare Deviation Markups Collaboration tasks are still open you will receive a warning telling you that the open tasks will be automatically closed if you sign off on this assignment.
When you are ready to release the deviation, click the "Proceed to Signoff" button to go to the Sign Off Release Deviation page.
Click the "Finish Later" button to return to your task list and finish releasing the deviation later.
When a Deviation Request is submitted for approval, proposed markups for each document can be uploaded for review. This page allows you to select the final version of the markup that will be distributed when the Deviation Request is released.
If a Proposed Markup was uploaded, you can either:
If no Proposed Markup was uploaded, you can either:
Once you have uploaded a Final Markup file, your only option will be to replace that file.
Click the "Save" button to save changes and return to the previous page.
Clicking the "Cancel" button will return you to the previous page without saving your changes.
Give detailed instructions to the assignee of this collaboration task. The assignee will have the ability to read the currently uploaded version of the markups and/or upload new final versions, so your instructions should be specific enough to guide the assignee. Specify which markups should be addressed by the assignee, along with any necessary detailed instructions to proofread and/or generate final versions.
Select an assignee and a due date for the task, and then click the "Assign Task and Close" button to assign the task. The system will notify the assignee via email of their assignment, and you will be taken back to the Release Deviation page. You will be notified by email when the assignee completes this task.
Click the "Assign Task" button to assign the task and remain on this page to assign another task.
Clicking the "Cancel" button will return you to the Release Deviation page without assigning a task.
Review the "Estimated Expiration Date" for the deviation and update it if necessary.
If any of the applicable Process Impacts requires a corresponding Impact Implementation task, you must select an assignee and a due date for the completion of the task. You should also review the default instructions for each process impact implementation task and add any details that should be communicated to the assignee.
Managers for departments affected by the Deviation Request (determined by the document type configuration) will receive Roll Out Deviation tasks when the Deviation Request is released. The due date for the Roll Out tasks will be set to the same day on which you release the Deviation Request. If you have additional instructions that should be communicated to the department managers of the affected departments, enter them into the "Additional Rollout Instructions" field.
The system will generate a Close Deviation task to monitor the Deviation Request and close it when the effectivity conditions no longer apply. The user releasing the deviation will be the default assignee for the Close Deviation task, but you may assign a different user to perform this task. The due date for this task will be set to the Estimated Expiration Date of the Deviation request.
If any Prepare Deviation Markups Collaboration tasks are still open at this point, they will be automatically closed when you sign off this task. Be sure any required assistance or review has been completed since assignees will lose the ability to perform their tasks after they are closed.
Enter any desired comments and your signoff key then click the "Sign Off and Release Deviation" button to advance the Request to the Roll Out Deviation step.
Click the "Cancel" button to return to the previous page without signing off on the task.
Rejecting the release of a deviation request allows you to address any issues that have arisen during or after the approval of the request.
Enter the reason why this request is being rejected. Then enter your signoff key and click the "Reject Release of Request" button.
Clicking the "Cancel" button will return you to the Release Deviation page.
The Document Control Module Coordinator can assign Prepare Deviation Markups Collaboration tasks to request assistance in creating or proofreading the final version of the electronic markups in a Deviation Request. The Document Control Module Coordinator should specify what assistance they require from each assignee.
The assignees will upload any requested final versions or enter proofreading comments when completing the task. The Document Control Module Coordinator is notified when tasks are completed, and will review any changes and/or comments.
If any collaboration tasks are still open when the Document Control Module Coordinator completes the Release Deviation task, they will automatically be closed.
You should follow the detailed instructions given by the Document Control Module Coordinator to proofread or generate the final version of the markups specified.
The "Prepare Markups for Release" table contains the list of documents that are affected by the Deviation Request. The "Proposed Markup" column will contain the markup that was approved by the Formal Review. The "Final Markup" column will indicate if a final markup has been already prepared.
Completing the requested work for this assignment may involve the following actions for documents in the "Prepare Markups for Release" table:
To select the final version for a markup in the "Prepare Markups for Release" table click its corresponding "Prepare" button to be taken to the Prepare Deviation Markup for Release page.
When you have completed the requested work, click the "Proceed to Signoff" button to go to the Sign Off Prepare Deviation Markups Collaboration page.
Click the "Finish Later" button to return to your task list and finish the task later.
To close the collaboration task, enter any comments that you wish to send back to the Document Control Module Coordinator then enter your account signoff key and click the "Sign Off" button. The Document Control Module Coordinator will receive an email notification that you have completed the task.
Clicking the "Cancel" button will return you to the previous page without signing off on your task.
The next step in the process is for the managers of all affected departments to roll out the Deviation Request to the organization. The list of departments that will receive the Roll Out Deviation task is determined by the document type configuration.
The coordinator will have assigned someone the Close Deviation task. This person is responsible for closing the Deviation Request when the effectivity conditions no longer apply.
The Department Manager for each department affected by a Deviation Request receives the Roll Out Deviation task. You are responsible for ensuring that the Deviation Request is released to your department. (Detailed instructions appear on the Sign Off Deviation Rollout page.)
You may receive multiple Roll Out Deviation task assignments, one for each department that you are responsible for. The department associated with a task assignment will be displayed in the task instructions on the Sign Off Deviation Rollout page.
The Sign Off Deviation Rollout page displays the list of documents and descriptions of the deviation for each.
You can print out a cover sheet containing information about the deviations by clicking the "View Deviation Cover Sheet" link, and then selecting File-Print in the cover sheet window that opens. Others can view and print the cover sheet by searching for the deviation, clicking the "Info" link next to the deviation, clicking the "View Deviation Cover Sheet" link, and then selecting File-Print in the cover sheet window that opens.
After you have followed the specific instructions on this page, enter any additional comments and then enter your signoff key and click the "Sign Off" button.
Clicking the "Cancel" button will return you to the "My Tasks" page without signing off on the rollout task.
The coordinator will assign a Close Deviation task when a Deviation Request is released. You are responsible for monitoring the Deviation Request and closing it when the effectivity conditions no longer apply (e.g. when all affected lot numbers have been produced). You may also use the Close Deviation task to cancel a Deviation Request prematurely if necessary (e.g. a superior approach has been found). The task due date is set to the Deviation Request's Estimated Expiration Date, but the Deviation Request will remain open until the close Deviation task is signed off.
When a Deviation Request is closed or canceled, it will no longer be effective, and any open Roll Out Deviation tasks will automatically be closed and the assignees notified. Any incomplete Impact Implementation tasks will remain open to be completed by the assigned users.
The Sign Off Close Deviation page allows you to close a Deviation Request. You should not sign off on this task assignment until the Deviation Request should no longer be effective.
Select a value for the closure status:
Enter any additional comments and your signoff key and then click the "Sign Off and Close Deviation Request" button to close the Request.
Clicking the "Cancel" button will return you to the "My Tasks" page without signing off on the task.
The Manage Deviation Requests page allows authorized users to perform administrative actions necessary to manage Deviation Requests in the Grand Avenue system.
The page has links to the following actions:
By default, deviation requests cannot be modified once they have been closed or withdrawn. However, Document Control Module Administrators can set an option on the Configure Document Control Process Options page that allows Document Control Module Coordinators to record additional information for closed or withdrawn deviation requests.
The page displays a list of all deviation requests that have been closed or withdrawn. To record additional information for a deviation request, click its "Record Additional Information" button (see Record Additional Information for Closed Item).
Click the "Close" button to return to the previous page.
The Export Deviation Requests feature allows Document Control Module Administrators to export the metadata and file content for a selected set of Deviation Requests to a directory on the web server.
The export will generate a separate directory structure for each selected Deviation Request, which will contain two types of files for each related item:
Click the "Export Deviation Requests" link on the Manage Deviation Requests page. You will be taken to the Select Deviation Requests to Export page, where you can use search criteria to specify the set of Deviation Requests that will be included in the export.
This page allows you to select the set of Deviation Requests to be included in the export.
Fill in any applicable search criteria and click the "Search" button to find matching Deviation Requests.
When the search results display the desired set of Deviation Requests, click the "Export Results to Server" link to proceed to the Export Deviation Requests to Server page.
Clicking the "Cancel" button will return you to the Manage Deviation Requests page.
This page will export the metadata and file content for each Deviation Request that matches the values in the "Search Criteria for Export" table.
Use the "File Format" field to indicate the format for the delimited text files.
Use the "List Separator" field to specify the delimiter to be used when exporting the delimited text files using a CSV file format. By default, the delimiter is set to the list separator for your locale, so you should only need to change this setting when exporting a CSV file for a different locale.
Use the "Date Format" field to select the format to be used when exporting date values. By default, the format is set to match the configuration setting for entering and displaying dates in Grand Avenue (see Configure System Date and Time Settings). This feature allows you to specify a different format if exporting to an application like Excel that expects a different format for your region (e.g. en-GB /[dd/mm/yyyy/] instead of en-US /[mm/dd/yyyy/]). Using the recommended culture-independent format defined by ISO-8601 (yyyy-mm-dd) will ensure that dates will always be interpreted correctly.
Click the "Export Deviation Requests to Server" button to initiate the export process. A successful export will indicate the full path of the export directory created on the web server.
Clicking the "Close" button will return you to the Manage Deviation Requests page.
Document Control Module Administrators can configure the list of Process Impacts that will be used by Change and/or Deviation Requests (see Configure Process Impacts for Module). The Process Item Types field for Process Impact Definitions may be used to specify that an impact is to be displayed for Change Requests, Deviation Requests or both by selecting "Only Document Change Requests", "Only Deviation Requests", or "All Process Items" respectively.
Process impacts can also be specified to be applicable only for specific document types.
When a Change/Deviation Request is created, process impacts applicable to the request type are added. When documents are subsequently added to either type of Request, additional process impacts applicable to those document types may be added.
As users edit the Change or Deviation Request (see Edit Request), they will need to evaluate all process impacts added to the request to determine whether each is applicable for the request (see Process Impacts).
When signing off the release of a Change or Deviation Request (see Sign Off Release Documents / Sign Off Release Deviation), the Document Control Module Coordinator will assign Impact Implementation tasks for each applicable impact that was defined to require an implementation task.
The Grand Avenue Software Document Control module provides an optional process for importing change requests managed by external document control processes. This optional process is only intended for organizations that continue to manage some document changes in legacy document control processes, but need to record the results in Grand Avenue Software in order to leverage the integrated rollout process steps. The process will allow authorized users to complete a change request and submit it for rollout without any additional approvals inside the Grand Avenue Software Document Control Process.
This process is disabled by default, and must be enabled by a Document Control Module Administrator before use (see Configure Document Control Process Options).
%%{init: {"flowchart": { 'padding':'5', 'curve': 'basis', "htmlLabels": false }} }%%
flowchart LR
Import["`**Import External Change Request**`"];
Release["`**Release Documents**`"]
RollOut["`**Roll Out Changes**`"]
Close["`**Closed**`"]
Import --> Release --> RollOut --> Close;
click Import "#DocControlImportExternalChangeRequest" "Import External Change Request"
click Release "#DocControlPrepareAndReleaseDocumentRevisions" "Release Documents"
click RollOut "#DocControlRolloutChanges" "Roll Out Changes"
The External Change Request is automatically closed once all rollout and disposition verification tasks have been completed.
The process of importing an existing change request from an external document control process begins with preparing a Change Request inside the Grand Avenue Software Document Control module. The request must include:
In the Grand Avenue Software Document Control system, only authorized users are allowed to import external change requests (see the Import External Change Request task). Document Control Module Administrators are responsible for identifying the users that are authorized for this action (see Manage Document Control Roles).
To begin the process of importing an External Change Request, click "Import External Change Request" on the navigation menu. The software will automatically take you to the Import External Change Request page, where you will fill in detail about the Request. You must provide a complete list of documents included in the change request, optionally uploading the associated markups for each.
Once you have provided all necessary information about the Request, you will proceed directly to the Release External Change Request task, where you will indicate the effective dates for the affected documents and optionally upload final versions of the document files.
The Import External Change Request page provides an interface for recording all documents affected by the external change request.
To fill out all necessary information about an External Change Request, you must:
Click the "Save for Later" button to save your work and return to it later. You will receive an Import External Change Request assignment (or retain your existing assignment) to complete your task, which will show up in your "My Tasks" page.
Clicking the "Cancel" button will return you to the "My Tasks" page without saving your changes.
Once you have completed entering or updating all necessary information about the External Change Request, submit it on to the Release Documents step by clicking the "Save and Proceed to Signoff" button. This will take you to the Sign Off Import External Change Request page.
You may also withdraw a Request from the Document Control process by clicking the "Withdraw" button, which will take you to the Withdraw Request page.
Enter the high-level description of the proposed changes from the External Change Request into the "Overall Description of Change Request" field.
The "Reason/Justification for the proposed Change Request" field is initially populated with a simple statement that it was "Authorized by External Change Request". You can update this field with more detailed information about the original reason/justification for the External Change Request.
Use the "External Change Request ID" field to record the unique ID of the original External Change Request.
Each change request identifies a list of documents that will be introduced or changed as a result of the request.
Click the "Edit" button next to an included document to modify the information entered for that document (see Edit New Document to be Released, Edit Document to be Revised, and Edit Document to Obsolete).
Click the "Delete" button next to an included document to remove it from the change request.
Enter any additional comments and your signoff key, and then click the "Sign Off" button to sign off the task and submit the External Change Request. You will be assigned a Release External Change Request task, and be taken directly to the Release Documents for External Change Request page
Clicking the "Cancel" button will return you to the Import External Change Request page without submitting the Request.
Once an External Change Request has been imported, the user that imported the request is responsible for setting the effective date and optionally preparing the final electronic version for each of the affected documents.
After the request has been released, when the effective date for each document arrives the system will automatically update the document Status either from "Pending Effective" to "Effective", or from "Pending Obsolete" to "Obsolete". The same process will also change the Status of previous revisions of the document to either "Superseded" or "Obsolete".
NOTE: The automated process for advancing documents based on effective dates runs according to the configured system time zone (see Configure System Options), so documents are considered effective as of 12:00:00 AM in the specified time zone.
When an authorized user imports a change request from an external process into the Grand Avenue Document Control system, that user is assigned a Release External Change Request task, making them responsible for indicating the date on which each of the new document revisions will become effective, and optionally preparing/uploading the final electronic version of each affected document.
After the task has been signed off, all affected departments will receive Roll Out Documents tasks. The list of departments that will receive the Roll Out Documents task is determined by the types of documents included in the change request (see Configure Document Types).
If any of the documents affected by the Change Request have been previously added to document collections in the organization, the owners of those collections may be assigned tasks to update their books accordingly (see Collection Documents Updated by Change Request).
If the Training Module is in use, corresponding document training records will be created for users for each document that they have been assigned as a training requirement. The Document Control Module Coordinator may have the option to assign Complete Training tasks for newly created training records (see Configure Training Process Options). Notifications about incomplete training will be sent out to all Training Module Coordinators, the Department Managers and Department Trainers for those users, and the Item Trainers for the documents (see the Managing Training Initiated by Document Control Processes for more information).
Before proceeding with the release of the change request, you should review the information for each of the affected documents. If the change request requires additional work, you can return it to the Import External Change Request task by clicking the "Reject and Return to Import Request" button (see Reject Release for External Change Request).
For each new or revised document in the "Prepare Documents for Release" table, you will use the file in the "Markup" column to generate the final electronic version that will be released (documents being obsoleted neither require nor allow final electronic versions). This may involve:
After you generate the electronic version for each document, click its associated "Prepare" button in the "Prepare Documents for Release" table. You will be taken to the Prepare Document for Release page, where you can upload the electronic version and specify the date on which it became (or will become) effective.
If any of the documents included in the Change Request have proposed or effective Deviation Requests against them, you will see a list of actions to take to resolve the Deviations. Your options will be to:
When you have finished preparing all of the documents for release, click the "Proceed to Signoff" button to go to the Sign Off Release External Change Request page.
Click the "Finish Later" button to return to your task list and finish releasing the documents later.
When you sign off on this task, the documents affected by the change request will be released and various tasks will be assigned to perform the rollout of those documents.
A Roll Out Documents task will be assigned to each of the departments identified as "Affected Departments" for the document types included in the change request (see Configure Document Types). The default assignee for each department is its manager. Use the "Rollout Due Date" field to specify the date by which these tasks must be completed. You can also optionally provide additional instructions that will be included with these assignments.
If effectivity conditions have been defined for any current document revisions included in the change request, select someone to be responsible for manually marking them as superseded when those effectivity conditions expire (see Mark Previous Revisions as Superseded). You must also indicate a due date for this task, based on an estimate of when the conditions will expire.
Document Collections
If any document collections contain documents affected by the change request, Collection Documents Updated by Change Request tasks may be assigned to the corresponding owners to perform any necessary work for their collections. The "Collection Documents Updated by Change Request Due Date" field indicates the date by which these tasks must be completed. The default value for this field is already set to the earliest effective date for the new document revisions.
If a document is obsoleted by the Change Request, the system will automatically remove the document from any document collections.
Training Integration
If the Training Module is in use, training records will be created for users for new revisions of each document that they have been assigned as a training requirement, either directly or through a Training Profile.
The "Training Profiles for Documents Included in Change Request" table displays the Training Profiles that contain each of the affected documents. This is intended to allow you to verify that each document has been added to any necessary training profiles before the Change Request is released.
The "Training Required-by Date" field indicates the date that will be entered on those training records as the Training Required-by Date. The default value for this field is already set to the earliest effective date for the new document revisions.
The Training Module may be configured to allow a Document Control Module Coordinator during the Release Documents task to assign users to complete their own training (see Configure Training Process Options). If this feature has been enabled, the following fields will allow you to optionally assign Complete Training tasks for all newly created training records.
Tasks created for incomplete training records will have the same task due date as the specified "Training Required-by Date".
Enter any additional comments regarding the release, and then enter your signoff key and click the "Sign Off" button to release the documents. Your task will be closed and you will be taken back to the "My Tasks" page.
Clicking the "Cancel" button will return you to the previous page without releasing the documents.
Rejecting the release of an external change request allows you to address any issues that have been identified after the initial import.
Enter the reason why this request is being rejected. Then enter your signoff key and click the "Reject Release of Request" button.
Clicking the "Cancel" button will return you to the Release External Change Request page.
The Grand Avenue Software Document Control module provides an optional process for requiring a periodic review of effective document revisions.
Document Control Module Administrators are responsible for defining which types of documents must be periodically reviewed, and how often those reviews must occur (see Configure Document Types).
Once a review policy has been defined for a document type, the system will automatically assign the Document Control Module Coordinator to review those documents as required by the configured policy (see the Periodic Document Review task). The system uses the "Last Reviewed Date" field to record the last time a document was reviewed.
When document revisions are released through the Change Request process, their Last Reviewed Date is set to the "Approval End Date" of the Change Request. Document revisions imported via the Import Documents feature allow the "Last Reviewed Date" to be explicitly set to a date in the past. Users performing a Periodic Document Review task for a document will be able to set the Last Reviewed Date to the date that the review was completed.
Periodic Document Review tasks are created on a document revision's Last Reviewed Date plus the number of months specified in the periodic review frequency for the document type. Periodic Document Review task due dates are determined by the value of the system configuration option "Default Number of Days to Complete Task Assignment".
Example:
When the system detects that an effective document revision has not been reviewed within the period defined by the review policy for its document type, a Periodic Document Review task will be assigned as follows:
The assignee for the task is responsible for reviewing the document revision and verifying that it still accurately reflects current policies/procedures.
Review this document revision and verify that it still accurately reflects current policies/procedures.
If any updates are required, you should initiate a change request before signing off on this task.
Once you have finished your review, click the "Proceed to Signoff" button.
Clicking the "Finish Later" button will return you to the "My Tasks" page without signing off on the task.
Use the "Date Review Completed" field to indicate the date that you completed the review of the document.
Use the Comments field to record results of the review, including the ID of any Change Request that was initiated to make any necessary updates.
Enter your signoff key and click the "Sign Off" button. The task will be closed, and the "Last Reviewed Date" for the document will be set to the date you entered for the "Date Review Completed".
Clicking the "Cancel" button will return you to the previous page without signing off on the task.
The Document Control module provides a Searching capability that allows any user to find Documents, Change Requests, and Deviation Requests that match specified criteria. For example, a user can search for all currently effective Operating Procedures owned by the Development department.
Other software applications that need to display information to the user about the currently effective revision of a document can link to the View Latest Effective Document Revision page.
The Document Control module also provides a standard set of dashboard charts for monitoring the status of your Document Control processes. These charts are available on the Document Control Dashboard page.
The Search for Documents page allows authorized users to search for documents managed by Grand Avenue. See the Searching and Reports section for additional information about searching in Grand Avenue.
The page displays a set of criteria that can be used to narrow your search to a particular group of documents.
The Status field allows you to restrict your search to document revisions in a specific state:
The Affects Departments field narrows the search results to documents that have the selected department as one of their affected departments. The affected departments for a document are determined by its Document Type.
The Included in Document Collections field narrows the search results to documents that are in any of specified Document Collections.
Use the following date-based search fields to narrow your search to document revisions that have fields within a specified date range:
If the full-text search feature has been enabled for the Document Control module, a "File Content" field is displayed. You can enter keywords into this field in order to narrow the search results to documents that contain those keywords. This search only applies to released or imported documents, not the markups or attachments that are generated for review during the change process. See Additional Information about Full-Text Searches for more information on how keywords are applied in full-text searches.
When a search is performed, summary information is displayed about each document found. You can click on the "Info" link corresponding to each document to see more complete information about the document.
The Search for Change Requests page allows authorized users to search for change requests managed by Grand Avenue. See the Searching and Reports section for additional information about searching in Grand Avenue.
The page displays a set of criteria that can be used to narrow your search to a particular group of change requests.
The Status field allows you to restrict your search to Change Requests that are in a particular stage of the process:
Selecting an Applicable Process Impact will only find Change Requests that have the selected process impact marked as "Applicable". For example, you can restrict your search to only find Change Requests that resulted in a regulatory impact.
Selecting "Yes" for the "Rejected During Formal Review?" field will only find Change Requests that have been rejected at least once by the Formal Review process. Selecting "No" will only find Change Requests that have never been rejected by the Formal Review process.
Use the following date-based search fields to narrow your search to Change Requests that have fields within a specified date range:
You can also select criteria for the documents included by the Change Requests. The search results will be limited to change requests that include one or more documents matching all the specified document criteria:
When a search is performed, summary information is displayed about each Change Request found. You can click on the "Info" link corresponding to each Change Request to see more complete information about the Change Request.
The Search for Deviation Requests page allows authorized users to search for deviation requests managed by Grand Avenue. See the Searching and Reports section for additional information about searching in Grand Avenue.
The page displays a set of criteria that can be used to narrow your search to a particular group of deviation requests.
The Status field allows you to restrict your search to Deviation Requests that are in a particular stage of the process:
Selecting an Applicable Process Impact will only find Deviation Requests that have the selected process impact marked as "Applicable". For example, you can restrict your search to only find Deviation Requests that resulted in a regulatory impact.
Selecting "Yes" for the "Rejected During Formal Review?" field will only find Deviation Requests that have been rejected at least once by the Formal Review process. Selecting "No" will only find Deviation Requests that have never been rejected by the Formal Review process.
Use the following date-based search fields to narrow your search to Deviation Requests that have fields within a specified date range:
You can also select criteria for the documents included by the Deviation Requests. The search results will be limited to deviation requests that affect one or more documents matching all the specified document criteria:
When a search is performed, summary information is displayed about each Deviation Request found. You can click on the "Info" link corresponding to each Deviation Request to see more complete information about the Deviation Request.
The Search for Document Collections page allows authorized users to search for Document Collections managed by Grand Avenue. See the Searching and Reports section for additional information about searching in Grand Avenue.
The page displays a set of criteria that can be used to narrow your search to a particular group of document collections.
Use the following date-based search fields to narrow your search to Document Collections that have fields within a specified date range:
When a search is performed, summary information is displayed about each Document Collection found. You can click on the "Info" link corresponding to each collection to see more complete information about the Document Collection.
This page is intended to be invoked by other software applications that need to display information to a user about the current effective revision of a document. If there are no effective revisions for the specified document, an error message is displayed, with a link to the most recent (not effective) revision.
The software application must open a URL with the following format in a new web browser window:
<BaseURL>/<ApplicationName>/DocControl/ViewLatestEffectiveDocumentRevision.aspx?DocumentNumber=<DocumentNumber>
An optional parameter can be specified to indicate whether the page should attempt to automatically download the file content for the latest effective revision, instead of displaying the View Document page. If this parameter is not specified, the page's behavior will be determined by a configuration option on the Configure Document Control Process Options page. The parameter is included in the URL using the following format:
<BaseURL>/<ApplicationName>/DocControl/ViewLatestEffectiveDocumentRevision.aspx?DocumentNumber=<DocumentNumber>&DownloadFile=Yes
<BaseURL>/<ApplicationName>/DocControl/ViewLatestEffectiveDocumentRevision.aspx?DocumentNumber=<DocumentNumber>&DownloadFile=No
The page can only download the file content for the user if all of the following are true:
If the system has been configured to enable access by using a read-only account (see Configure Read-Only Account) the following additional parameters can be added to the URL to allow users to view documents without logging into the system:
<BaseURL>/<ApplicationName>/DocControl/ViewLatestEffectiveDocumentRevision.aspx?DocumentNumber=<DocumentNumber>&ReadOnlyUserID=ReadOnly&ReadOnlyUserPassword=<ReadOnlyAccountPassword>
The values for BaseURL and ApplicationName can be found by a System Administrator on the Configure Notifications page. The value for ReadOnlyAccountPassword can be found by a System Administrator on the Configure Read-Only Account page
Examples:
http://companywebserver/GrandAvenue/DocControl/ViewLatestEffectiveDocumentRevision.aspx?DocumentNumber=D-12345
http://companywebserver/GrandAvenue/DocControl/ViewLatestEffectiveDocumentRevision.aspx?DocumentNumber=D-12345&DownloadFile=Yes&ReadOnlyUserID=ReadOnly&ReadOnlyUserPassword=ro4pd21
The dashboard allows you to monitor pre-defined measurements about your Document Control process. The following charts are displayed:
This chart shows the number of new Deviation Requests created for each of the past 12 months.
NOTE: The Document Control Module Coordinator can find additional information about any overdue tasks using the Manage Task Assignments page. Department managers can also use the same page to find information about overdue tasks for users in their departments.
NOTE: The values for the last month in any "by Month" chart only represent data through the current date, not projections or estimates for the entire month.
When an organization installs and rolls out the Grand Avenue Software Document Control module, there are a number of preliminary configuration and boot-strapping steps that must be performed by Document Control Module Administrators. Each step has its own configuration screen to assist Document Control Module Administrators in getting the system ready for production.
This page guides you through the steps in configuring the Document Control module, and can be used as part of your Operational Qualification (OQ) procedures, by printing the checklist/signature version of the page. Perform and initial each step, then sign the page when it is complete.
This page is also used to modify configuration settings as necessary.
The Configure Document Control page has links to the following configuration tasks:
The document content search feature allows users to search for documents using keywords found in the corresponding document files.
NOTE: Before you can enable document content search, a System Administrator must enable the full-text search feature in Grand Avenue Software (see Configure Full-Text Search in the General help). A warning will be displayed if this feature has not been enabled and the button for enabling document content search will be disabled.
When you enable this feature:
When you disable this feature:
After the Document Control module is configured and documents have been imported, use the Search for Documents page to verify that each type of document (e.g. pdf, doc, and xls) is being indexed appropriately. If a particular document type cannot be found using one of its keywords, contact a System Administrator to verify that the index server has been configured to support that type of document.
The Configure Document Control Process Options page is used by Document Control Module Administrators to tailor the Grand Avenue Software Document Control process to align with the organization into which it is deployed.
The following process options can be configured:
Each Revision of a given document number is uniquely identified by its Revision field (e.g. document number 1234, may have two revisions, A and B). You may configure your process to require an additional Minor Revision field for all Documents. When this additional field is required, a given document number is uniquely identified by the combination of the existing (major) Revision and the new Minor Revision fields (e.g. document number 1234 may have three revisions, "A, 1" and "A, 2" and "B, 1"). Also the Minor Revision field will be required in addition to the Revision field when adding new and revising existing documents.
When Minor Revisions are required by the process, users will see document revisions identified by their Number, Revision and Minor Revision. For example:
| Document Number | Revision | Minor Revision | |
|---|---|---|---|
| 1234, A, 1 | 1234 | A | 1 |
| 1234, A, 2 | 1234 | A | 2 |
| 1234, B, 1 | 1234 | B | 1 |
Like the Revision field, the Minor Revision Field may contain any sequence of alpha numeric characters.
Setting this option to "Yes" will prevent users from downloading document files on the "View Document" page for superseded and obsolete document revisions. Document Module Control Administrators and Coordinators can always access document files for superseded or obsolete document revisions, regardless of this setting.
NOTE: If the Grand Avenue Software Training module is in use, users with an open training assignment for that document revision will still be allowed to access superseded/obsolete document files until they have completed the training assignment (see Assign Users to Complete Own Training in the online help for the Training module).
Setting this option to "Yes" will prevent users viewing information about a document from directly accessing the original markup file for the document.
Users will still be able to navigate to the original markup file for a document by viewing the originating change request.
NOTE: If access to markups is restricted while the Grand Avenue Software Training module is in use, even users with an open training assignment for that document revision will not see the markup file associated with the change to the document (see Assign Users to Complete Own Training in the online help for the Training module).
Indicate when authorized users are allowed to view the markup history for an affected document for a change or deviation request:
NOTE: The "View Markup History" link for an affected document is only displayed if more than one version of the markup has been uploaded.
Indicate whether a user must have an open task for a change or deviation request to be authorized to view the markup history for an affected document.
If this option is set to "No", even users without an open task will be authorized to view the markup history for affected documents for change or deviation requests.
NOTE: This configuration option only appears if the Design Control Module is active.
Indicates whether to allow access to documents associated with a Design Control Project for users with tasks and roles for that project even when restricted by the Document Control Access List. This option also grants access to the additional document files associated with the document.
If this option is set to "Yes", users assigned as a Project Manager or Project Viewer for an open Design Project will be authorized to view all revisions of any document that has been attached to a deliverable for that project. If the Design Project is closed or the role is removed from the user, they will no longer have access to the documents or additional document files.
Allowing access to Additional Document Files authorizes users to download additional document files associated with a document. This setting has the following values:
NOTE: Document Control Module Administrators and Coordinators are always authorized to view additional document files, regardless of this setting.
The default setting of "Yes" indicates that users working on a Change Request prior to Formal Review are authorized to upload Additional Document Files for document revisions being created by the Change Request.
Setting this option to "No" will prevent users from uploading Additional Document Files until the request has been approved by the Formal Review.
The ViewLatestEffectiveDocumentRevision page allows sites to create URLs in websites or documents to point directly to the latest effective revision of a document in Grand Avenue. The URL has an optional parameter that determines whether the page will attempt to download the file content for the specified document, or instead taking the user to the "View Document" page. This option controls the behavior for that page when it is not specified in the URL.
The administrative update process provides a means of modifying the files associated with a document without sending it through the Document Change Request process (see Administrative Update for Document Files for more detailed information). If this feature is enabled, Document Control Module Coordinators will see an "Administrative Update for Document Files" link on the Manage Documents page.
Prior to enabling this feature, the "What types of Administrative Updates are allowed for document files?" user assistance page should be updated by a System Administrator to reflect your organization's policy for Administrative Updates.
Setting this option to "Yes" will allow authorized users to use the following features to export all file content for a specified set of document revisions to a directory on the web server.
NOTE: Before these feature can be used, a System Administrator must enable Server Export and configure an export directory on the web server using the Configure Server Export Options page.
This feature allows the change request process to have different standard review teams for preproduction and production documents. If this feature is enabled:
In a system where this feature is not enabled, all document revisions will be considered as Production. When this feature is enabled, existing document revisions and change requests will continue to have a Production Status of "Production".
Once this feature has been enabled, it can only be disabled if the following conditions are true:
Setting this option to "Yes" will allow Document Control Module Coordinators to record additional information using a link on the Manage Change Requests page.
Setting this option to "Yes" will allow Document Control Module Coordinators to record additional information using a link on the Manage Deviation Requests page.
Each Change/Deviation Request is assigned a unique ID (e.g. DCR-00001). By default, this ID is issued when the Originator saves the request for the first time. You can configure the process to issue these IDs only after a Document Control Module Coordinator approves the request for Formal Review.
Indicate whether the Change Request process should include a Product Disposition section for recommending and implementing the disposition of material affected by the proposed document changes. If this option is set to "No", the Product Disposition section will not be included for any Change Requests that do not already have disposition entries recorded.
Enabling the Preliminary Department Manager Review step configures the Change and Deviation processes so that when a new Request is submitted, it is reviewed by the Originator's department manager before proceeding on to a Document Control Module Coordinator. If this step is disabled, all newly submitted Requests will proceed directly from the Originator to the Preliminary Coordinator Review. The Preliminary Department Manager Review step is disabled by default.
By default, New Request Collaboration tasks are allowed to remain open until the Document Control Module Coordinator submits the request for Formal Review. If this option is set to 'No', these tasks will automatically be closed each time the request proceeds to the next step (Submit New Request, Preliminary Department Manager Review, and Preliminary Coordinator Review).
By default, the system waits until all approvers have signed off on their task before ending a Formal Review, even if one or more users have already rejected the proposed changes. If this option is set to "Yes", the system will automatically cancel the rest of the Formal Review as soon as any user rejects, and send it back to the Preliminary Coordinator Review task.
By default, users are not allowed to provide comments when they approve a Formal Review task. If this option is set to "Yes", users will be able to provide comments even when approving.
When a Document Control Module Coordinator is assigning approvers for a Formal Review, they can specify additional "ad-hoc" approvers beyond those required by the document type definitions. This setting controls the maximum number of additional approvers that Coordinator can assign. You can enter any value from 2 to 15.
By default, users are required to provide comments when they sign off a Periodic Document Review task, in order to ensure that there's a record of the results of the review. If this option is set to "No", users will be able to sign off on the task without recording any information in the Comments field.
This option is only intended for organizations that continue to manage some document changes in legacy document control processes, but need to record the results in Grand Avenue Software in order to leverage the integrated rollout process steps. Enabling the Import of External Change Requests will allow authorized users to complete a change request and submit it for rollout without any additional approvals inside the Grand Avenue Software Document Control Process (see Import External Change Request).
The instructions in the "Change Request Rollout Instructions" field will appear on the Sign Off Document Rollout page. These instructions should match your company policy for the requirements necessary for signing off a Roll Out Documents task assignment. If using the Grand Avenue Software Training Module, we suggest that you define the Rollout task to mean verify training requirements and due dates are defined properly in the training module. Then use the Training Module to ensure that training is completed. (See Training Module help for more information.) However, if you do not use the Training Module and your company policy specifies that signing off the Rollout task requires that you have completed all training then you might word the instructions as follows:
Sign off after all rollout tasks have been completed for your department:
As another example, if your company policy specifies that signing off the Rollout task acknowledges that you have received and will perform the task, (but have not necessarily completed it) then you might word the instructions as follows:
Sign off to acknowledge that you have received and agree to perform all rollout tasks for your department:
To restore the system default instructions, clear the field and click the "Save Configuration" button.
The instructions in the "Deviation Request Rollout Instructions" field will appear on the Sign Off Deviation Rollout page. These instructions should match your company policy for the requirements necessary for signing off a Roll Out Deviation task assignment. For example, if your company policy specifies that signing off the Rollout task acknowledges that you have received and will perform the task, (but have not necessarily completed it) then you might word the instructions as follows:
Sign off to acknowledge that you have received and agree to perform all rollout tasks for your department:
To restore the system default instructions, clear the field and click the "Save Configuration" button.
Click the "Save Configuration" button to apply your changes and return to the Configure Document Control page.
Clicking the "Cancel" button will return you to the Configure Document Control without saving your changes.
Enabling the Preliminary Subject Matter Review step configures the Change and Deviation processes so that when a new Request is submitted, it is reviewed by subject matter experts for the affected documents before proceeding on to the Document Control Module Coordinator. If this step is not enabled, all newly submitted Requests will proceed directly from the Originator to the Preliminary Coordinator Review. NOTE: If both Preliminary Department Manager Review and Preliminary Subject Matter Review are enabled, the Preliminary Department Manager Review is performed first.
To enable this step you must define one or more subject matter areas and assigned experts for each. Users will then be required to select a Subject Matter when revising, creating, or importing documents into the system. You can later disable the feature by deleting all defined subject matter areas.
If all documents affected by a change request either do not have a subject matter area defined, or no expert has been assigned to the subject matter areas, then the Preliminary Subject Matter Review step is skipped and the Request is advanced directly to the Preliminary Coordinator Review step.
The Configure Preliminary Subject Matter Review page displays the current list of defined subject matter areas, along with their assigned experts.
To add an additional subject matter area, click the "Add Subject Matter" button, which takes you to the Add Subject Matter Definition page.
To change the assigned expert for a subject matter area, click its corresponding "Edit" button.
To delete a subject matter area, click its corresponding "Delete" button.
Clicking the "Close" button will return you to the Configure Document Control page.
The Add/Edit Subject Matter Definition page is used to add a new subject matter area, or assign a different expert for an existing subject matter area.
When adding a new subject matter area, the system will ask you to specify its official name. Subject matter area names must be unique. An "N/A" subject matter will automatically be defined by the system and cannot be used as the name for a subject matter area.
Select a user to assign as the designated expert for this subject matter area. This user will automatically receive a Preliminary Subject Matter Review task for each submitted Change or Deviation Request that affects a document with this subject matter area.
Click the "Save" button to record your changes and return to the Configure Preliminary Subject Matter Review page.
Clicking the "Cancel" button will return you to the Configure Preliminary Subject Matter Review page without saving your changes.
Documents managed by the Grand Avenue Document Control process are assigned "Document Types" when their first revision is entered into the system. Document Control Module Administrators are responsible for configuring the set of Document Types to correspond with the types of documents managed by their organization's document control process, using the Configure Document Types page.
For each document type, a Document Control Module Administrator must specify the departments that will:
Additionally, the Document Control Module Administrator must specify the minimum number of Formal Review Assignments must be sent out to get approval for a change request, as well as the minimum number of Unique Approvers must be assigned for Formal Review. If more Review Assignments are required than are Unique Approvers, the same User may be assigned multiple Reviews Assignments, all of which must be Approved. By default, both the minimum Review Assignments and the minimum Unique Approvers are 2.
If the management of preproduction document revisions has been enabled (see Configure Document Control Process Options), a Document Control Module Administrator must also specify the departments that will:
When a document type is no longer used by an organization for creating new document revisions, Document Control Module Administrators can "deactivate" that type (see Deactivate Document Type page). While a deactivated document type cannot be selected when creating a new document revision, it can still be selected when searching for existing documents.
The Configure Document Types page allows Document Control Module Administrators to configure the list of defined document types.
The page is organized into tabs which show preproduction or production summary information for active or inactive types. For each document type the summary information indicates whether a periodic review policy has been defined, and the required Approving, Observing and Affected Departments:
NOTE: Preproduction information is only displayed if the management of preproduction document revisions has been enabled (see Configure Document Control Process Options).
To add an additional document type, click the "Add Document Type" button, which takes you to the Add Document Type page.
To edit an existing document type, click its corresponding "Edit" button (see Edit Document Type page).
To deactivate an active document type, click its corresponding "Deactivate" button (see Deactivate Document Type page).
To activate an inactive document type, click its corresponding "Activate" button (see Activate Document Type page).
To delete a document type, click its corresponding "Delete" button.
If all document types have been deleted from the system, you can use the "Add Default Document Types" button to re-initialize the out-of-the-box document types defined by Grand Avenue Software.
Clicking the "Close" button will return you to the Configure Document Control page.
This page is used to add a new document type, or change the associated sets of departments for an existing document type.
When adding a new document type, the system will ask you to specify the official name for the new type.
Specify whether documents of this type must be reviewed on a periodic basis. If a periodic review is required, you must specify the number of months that can pass before an effective document revision must be reviewed again. Once a review policy is defined, the system checks periodically (every 30 minutes) to see if any effective document revisions require review. If a document revision requires review the system will assign a Periodic Document Review task to the Document Control Module Coordinator for that revision. NOTE: This check only applies to document revisions that are Effective.
If the Document Number Generation feature has been enabled and configured to allow suggested prefixes for each Document Type (see Configure Document Numbering), you can optionally specify a Document Number Prefix to recommend to users for documents of this type. If you do not configure a Document Number Prefix for this type, the System Default Prefix will be recommended instead.
For each department, indicate whether the department acts as an Approver or Observer of proposed changes to this type of document, and if they should be included in the rollout of approved changes. If the management of preproduction document revisions has been enabled (see Configure Document Control Process Options), for each of these options you will need to indicate whether the department is involved for preproduction document revisions, production document revisions, or both. For example, an organization may decide to have manufacturing sign off on production revisions of design documents, but not on preproduction revisions of design documents.
The "Owning Department" for documents can be selected if a document type requires the participation of the owning department during Formal Review, Document Rollout, and/or Deviation Rollout.
Click the "Save" button to record your changes and return to the Configure Document Types page.
Clicking the "Cancel" button will return you to the Configure Document Types page without saving your changes.
When a document type is no longer used by an organization for creating new document revisions, Document Control Module Administrators can "deactivate" that type. While a deactivated document type cannot be selected when creating a new document revision, it can still be selected when searching for existing documents. Periodic document reviews for effective document revisions of this type will still be conducted as configured.
Click the "Deactivate Document Type" button to deactivate the document type and return to the Configure Document Types page.
Clicking the "Cancel" button will return you to the Configure Document Types page without saving your changes.
Activating an inactive document type makes it available for selection for new document revisions.
Click the "Activate Document Type" button to activate the document type and return to the Configure Document Types page.
Clicking the "Cancel" button will return you to the Configure Document Types page without saving your changes.
This feature allows users to request a unique Document Number when adding a new document to the system.
Use the "Enable Document Number Generation?" field to indicate whether the feature is enabled in your system. When set to "Yes", users will be able to ask the system to generate a unique Document Number on the following pages:
If the feature is enabled, the system will suggest new document numbers with a unique sequence, configured by the following fields:
The system can also be configured to suggest specific document number prefixes (e.g. a prefix of "DOC-" to generate a document number of "DOC-00037").
Click the "Save" button to record your changes and return to the Configure Document Control page.
Clicking the "Cancel" button will return you to the Configure Document Control page without saving your changes.
This page is used to identify users that will be the default Reviewers for each department identified as a required approver or observer for the Formal Review of a change or deviation request. This list is shown to the Document Control Module Coordinator when assigning the Formal Review tasks.
The list of all active departments is displayed, with the users that will be the default assignee for each department when it is involved in the Formal Review for a change or deviation request.
The "Use Department Manager If No Default Reviewer Specified?" field indicates whether the manager will be automatically used as the default for departments with no default reviewer specified. If this field is set to "No", any department without a default reviewer will be left blank and the Document Control Module Coordinator will be required to select a reviewer.
After selecting default users for each department, click the "Save" button to record your changes and return to the Configure Document Control page.
Clicking the "Cancel" button will return you to the Configure Document Control page without saving your changes.
See (Configure Product Disposition Locations)
See (Configure Product Disposition Codes)
Document Control Module Administrators can assign the following administrative roles to one or more users:
See the Manage Role Assignments section in the General help for additional information about assigning roles to users.
By default, all users are authorized to view information for the Document Control Module.
You can control which users are authorized by configuring the Document Control Module Access List.
If a user is restricted from accessing information by the Document Control Module Access List, that user will only be able to view Document Control information when:
NOTE: A user authorized by a task assignment may also be authorized to view related information. For example:
See the Configure Access List section in the General help for additional information about configuring this access list.
This feature allows a site to restrict access to the file content for specified document revisions. While the Document Control Module Access List prevents users from accessing all information in the module, this feature is intended to only restrict access for documents for which the average user should not be able to view the related file content. Unlike other access controls in Grand Avenue, users not explicitly authorized to view restricted file content will not be allowed to view file content even if they receive a task assignment or role assignment related to the document.
This page allows Document Control Module Administrators to enable the feature, and configure the list of users that are authorized to view the file content for restricted documents. Documents are restricted by setting the "File Access Restricted" property, which is made available when the feature is enabled. The property can be set like any of the other primary document properties, during the normal DCR process, during import, or by the Administrative Update for Document Field Values feature.
Use the "Enable Restricted Document Access Feature" field to enable or disable this feature.
When the feature is enabled, unauthorized users are prevented from downloading any of the file content for the document, including its related markup files and Additional Document Files, and the audit trail for all of those quality records. This also applies to any server export features that include Document file content (see Configure Server Export Options). A user must be in the list of authorized users in order to view restricted file content. Even Document Control Module Administrators and Coordinators are not authorized to view restricted file content unless they have been added to this list.
When users are restricted by this feature, there are also additional configuration options to optionally allow unauthorized users to still be able to search through the restricted files using the "File Content" feature on the Search for Documents page.
Setting the "Allow Full-Text Search to Bypass Document Access Restrictions?" field to "Yes" will enable users to still find documents matching specified File Content keywords even if the user is not authorized to view the file content.
If you choose "No", the full-text search engine will only find documents matching specified File Content keywords if the user is authorized to view the file content. When the feature is configured in this manner, you will need to determine whether users should be warned when documents matching File Content keywords are excluded from the search results.
If the "Warn Users When Restricted Documents Are Excluded From Search Results?" field is set to "Yes", the full-text search engine will display a warning to the user whenever documents are excluded from the search results. Otherwise, the full-text search engine will not give any indication to the user that it excluded documents matching specified File Content keywords.
The "Users Authorized to View Restricted Document Files" table identifies the list of users that will be able to view the file content for restricted files. NOTE: If this feature is disabled, this list is ignored and all users will be able to view file content for restricted documents.
Click the "Save" button to save changes to the configuration options and return to the Configure Document Control page. Clicking the "Cancel" button will discard any pending configuration changes before returning to the Configure Document Control page.
This page allows you to search for and select users to be authorized to view restricted document files.
Fill in any applicable search criteria and click the "Search" button to find matching users. Use the checkboxes to select one or more users, and then click the "Add Selected Users" button to add them to the list and return to the previous page. Users that are inactive or already in the list will not have a corresponding checkbox.
Clicking the "Cancel" button will return you to the previous page without adding any additional users to the list.
This page allows you to remove one or more users from the list of users to be authorized to view restricted document files.
Use the checkboxes to select one or more users, and then click the "Remove Selected Users" button to remove them from the list and return to the previous page.
Clicking the "Cancel" button will return you to the previous page without removing any users from the list.
The Manage Documents page allows authorized users to perform administrative actions necessary to manage documents in the Grand Avenue system.
The page has links to the following actions:
The links for working with imported documents are accessible by users assigned either the Document Control Module Administrator role or the Document Importer role (see Manage Role Assignments).
When new document revisions are imported into the system or released by a Change Request, they temporarily remain in a "pending" state until their Effective Date. The system monitors the Effective Date for each document, and when that date is reached it updates the status of the document to Effective (or to Obsolete for documents being obsoleted).
During the period when a document revision has been released but its effectivity is still pending, Document Control Module Coordinators have the option to modify the Effective Date if necessary.
This page displays a table of all document revisions that have a Status of either "Pending Effective" or "Pending Obsolete".
To modify the effective date for one of these documents, click its corresponding "Change Effective Date" button (see Change Effective Date for Pending Revision).
Click the "Close" button to return to the Manage Documents page.
Use the "Effective Date" field to specify the new date that the document revision will become effective.
You should consider any associated training and/or rollout tasks that were initiated based on the original effective date.
Use the "Comments" field to indicate why this change was necessary. This text will be recorded in a Change Effective Date for Pending Revision task assignment for the document.
Enter your signoff key and click "Save" to record the change.
Clicking the "Cancel" button will return you to the previous page without recording your change.
This task is automatically recorded in the Task History for a document when the effective date for a pending revision is changed (see Change Effective Date for Pending Revision page)
Enter the identifying information for the document.
If the Document Number Generation feature has been enabled (see Configure Document Numbering), the system will provide a "Generate" button that will generate a suggested Document Number. The suggested Document Number will be generated using the following information:
The Document Number suggested by the "Generate" button can still be modified if additional changes are necessary.
Click "Browse" or "Choose File" button to find and select a file that will be uploaded as the primary file for this document.
The Additional Files for Document table can be used to import other files that need to be tracked with this document revision. For example, you can import source files that were originally used to generate the primary document file (e.g. CAD source files used to generate a PDF file), or additional files containing auxiliary data for the document (e.g. reports). These will not be indexed by the system for File Content searches and are displayed independently from the primary document file.
To import an additional file for this document revision, click the "Add Additional File for Document" button. This will save any changes and take you to the Add Additional File for Document page. To edit or delete a previously imported file, click its corresponding button in the Additional Files for Document table.
Once you have entered all necessary information for this document, click the "Save" button save your changes. If you are importing a new and a document with the same Document Number already exists, an error will be reported.
When importing a new document you can click the "Save and Import Another Document" button to save your changes without returning to the previous page. A success message will be displayed and the input fields will be cleared out to allow you to enter information about the next document to import.
Click "Cancel" to abandon an entry, or when you are finished importing documents. This will not affect documents that have already been successfully imported.
This page allows you to search for and select a previously imported document to edit.
Fill in any applicable search criteria and click the "Search" button to find the document to be edited.
Click the corresponding "Select" button for the document to proceed to the Edit Imported Document page.
Clicking the "Cancel" button will return you to the previous page.
This page allows you to search for and select one or more previously imported documents to be deleted.
Fill in any applicable search criteria and click the "Search" button to find the documents to be deleted.
Use the checkboxes to select the documents to be deleted and click the "Delete Selected Documents" button. The documents will be permanently deleted from the system.
Clicking the "Cancel" button will return you to the previous page.
To import multiple documents, you must first create a single delimited text file that contains all of the information for those documents. See the instructions below on how to format the input file.
Use the "File Format" field to indicate the format used to create the delimited text file.
If your delimited text file uses the CSV format, specify the List Separator that is used as the delimiter. By default the delimiter is already set to the list separator used by Excel when saving a CSV file for your locale, so you should only need to change this setting when working with a CSV file created by Excel in another locale.
After specifying the File Format for your delimited text file you can click the "Download" link to download a Template Delimited Text File in that format with all of the necessary columns.
Click the "Browse" or "Choose File" button to find and select the file from your local machine, and then click the "Import Documents" button. The system will report the number of documents imported.
If any errors are found in the input file, no documents will be imported and a summary of all the errors will be displayed. Once you have corrected the errors in the input file, you can start the import again by re-selecting the file and clicking the "Import Documents" button.
Click the "Cancel" button to return to the previous page.
The input file to the import process must be formatted as follows:
To batch import additional files for multiple documents, you must first create a single delimited text file that contains all of the information for those documents and the corresponding files that will be uploaded. See the instructions below on how to format the input file.
Use the "File Format" field to indicate the format used to create the delimited text file.
If your delimited text file uses the CSV format, specify the List Separator that is used as the delimiter. By default the delimiter is already set to the list separator used by Excel when saving a CSV file for your locale, so you should only need to change this setting when working with a CSV file created by Excel in another locale.
After specifying the File Format for your delimited text file you can click the "Download" link to download a Template Delimited Text File in that format with all of the necessary columns.
Once you have prepared your delimited text file for import, click the "Browse" or "Choose File" button to find and select the file from your local machine, and then click the "Import Additional Document Files" button to proceed with the import. If the import is successful the system will report the number of files that were imported.
If any errors are found in the input file, no files will be imported and a summary of all the errors will be displayed. Once you have corrected the errors in the input file, you can start the process again by re-selecting the file and clicking the "Import Additional Document Files" button.
Click the "Cancel" button to return to the previous page.
The input file to the import process must be formatted as follows:
The Export Documents feature allows Document Control Module Administrators to export the metadata and file content for a selected set of documents to a directory on the web server. In addition to exporting the primary and additional document files for each document revision, the export will generate delimited text files containing the identifying information for each document revision and the export path on the web server for each file.
Click the "Export Documents" link on the Manage Documents page. You will be taken to the Select Documents to Export page, where you can use search criteria to specify the set of document revisions that will be included in the export.
This page allows you to select the set of document revisions to be included in the export.
Fill in any applicable search criteria and click the "Search" button to find matching document revisions.
When the search results display the correct set of document revisions, click the "Export Results to Server" link to proceed to the Export Documents to Server page.
Clicking the "Cancel" button will return you to the Manage Documents page without exporting documents.
This page will export the metadata and file content for each document revision that matches the values in the "Search Criteria for Export" table.
For each document revision exported the following will be exported in its corresponding folder:
Use the "File Format" field to indicate the format for the delimited text files.
Use the "List Separator" field to specify the delimiter to be used when exporting the delimited text files using a CSV file format. By default the delimiter is set to the list separator for your locale, so you should only need to change this setting when exporting a CSV file for a different locale.
Use the "Date Format" field to select the format to be used when exporting date values. By default, the format is set to match the configuration setting for entering and displaying dates in Grand Avenue (see Configure System Date and Time Settings). This feature allows you to specify a different format if exporting to an application like Excel that expects a different format for your region (e.g. en-GB /[dd/mm/yyyy/] instead of en-US /[mm/dd/yyyy/]). Using the recommended culture-independent format defined by ISO-8601 (yyyy-mm-dd) will ensure that dates will always be interpreted correctly.
Click the "Export Documents to Server" button to initiate the export process. A successful export will indicate the full path of the export directory created on the web server.
Clicking the "Cancel" button will return you to the Manage Documents page without exporting documents.
Document Control Module Administrators are authorized to make administrative corrections to Document Numbers. Changes are applied using a batch update, and making a change to a document number will apply to all revisions of the document.
To perform an administrative update of one or more Document Numbers, you must first create a single delimited text file that contains the Current Document Number and New Document Number for each document to be updated. See the instructions below on how to format the input file.
Use the "File Format" field to indicate the format used to create the delimited text file.
If your delimited text file uses the CSV format, specify the List Separator that is used as the delimiter. By default the delimiter is already set to the list separator used by Excel when saving a CSV file for your locale, so you should only need to change this setting when working with a CSV file created by Excel in another locale.
After specifying the File Format for your delimited text file you can click the "Download" link to download a Template Delimited Text File in that format with all of the necessary columns.
Once you have prepared the delimited text file for import, click the "Browse" or "Choose File" button to find and select the file from your local machine.
Use the "Comments" field to provide a brief description of the reason updating the Document Numbers for these documents. These comments will be visible in a corresponding Administrative Update task assignment in the Task History for each of the updated document revisions. Additionally, the system automatically records a description of the changed Document Number in the Task Results field of the task assignment. For example, in a system where D-101 is changed to DOC-101, the Task Results would be displayed as "Updated Document Number(Number) from 'D-101' to 'DOC-101'".
Enter your signoff key and click the "Update Document Numbers" button. The system will report the number of document numbers that were updated.
If any errors are found in the input file, no items will be updated and a summary of all the errors will be displayed. Once you have corrected the errors in the input file, you can start the process again by re-selecting the file and clicking the "Update Document Numbers" button.
Click the "Cancel" button to return to the previous page.
The input file to the import process must be formatted as follows:
To perform an administrative update of the Revision fields for one or more document revisions, you must first create a single delimited text file that contains the identifying information for each document revision to update, and the new values for the Revision fields. If the "Require Minor Revision for Documents" feature is enabled (see Configure Document Control Process Options), the delimited text file will need to specify both the Revision and Minor Revision fields for each document. See the instructions below on how to format the input file.
Use the "File Format" field to indicate the format used to create the delimited text file.
If your delimited text file uses the CSV format, specify the List Separator that is used as the delimiter. By default the delimiter is already set to the list separator used by Excel when saving a CSV file for your locale, so you should only need to change this setting when working with a CSV file created by Excel in another locale.
After specifying the File Format for your delimited text file you can click the "Download" link to download a Template Delimited Text File in that format with all of the necessary columns.
Once you have prepared the delimited text file for import, click the "Browse" or "Choose File" button to find and select the file from your local machine.
Use the "Comments" field to provide a brief description of the reason updating the Revision fields for these document revisions. These comments will be visible in a corresponding Administrative Update task assignment in the Task History for each of the updated document revisions. Additionally, the system automatically records a description of updates to the Revision fields in the Task Results field of corresponding task assignments.
Enter your signoff key and click the "Update Document Revisions" button. The system will report the number of document revisions that were updated.
If any errors are found in the input file, no items will be updated and a summary of all the errors will be displayed. Once you have corrected the errors in the input file, you can start the process again by re-selecting the file and clicking the "Update Document Revisions" button.
Click the "Cancel" button to return to the previous page.
The input file to the import process must be formatted as follows:
Administrative updates allow Document Control Module Coordinators to upload permanent changes to Document Files that do not need to be reviewed through the Document Control Change Request Process, do not require Rollout tasks such as training, and do not require a new Revision. Simple typos or page formatting are examples that your company policy may allow as administrative updates.
Document revisions are only eligible for the Administrative Update for Document Files process if all the following are true:
A history of Administrative Updates to document files for a Document Revision will appear in the Task History for that Revision, with a corresponding Administrative Update task for each change.
When an administrative update is made to a document file, notifications will be sent to:
The Administrative Update for Document Files page allows a Document Control Module Coordinator to either perform an administrative update for a single document, or use a batch process to upload administrative updates for multiple documents.
This feature is enabled by default. To disable this feature, see the Configure Document Control Process Options page.
To perform an administrative update for the files for one document at a time, click the "Update Single Document" button. You will be taken to the Select Document for Administrative Update for Files page, where you will search for and select the document to be changed.
If you need to upload administrative updates for the files for multiple documents at once, click the "Update Multiple Documents" button. You will be taken to the Upload Document Files as Administrative Updates page, where you will upload a batch processing file containing the list of documents to be changed and the locations of the corresponding files to be uploaded.
This page allows you to search for and select a document revision which requires an administrative update for one or more files.
Fill in any applicable search criteria and click the "Search" button to find the desired document. Then, click the corresponding "Perform Administrative Update" button for the document to proceed to the Administrative Update for Files for Document page. Only document revisions which are eligible for an Administrative Update will have a "Perform Administrative Update" button next to them.
Click the "Cancel" button to return to the previous page.
Click the "What types of Administrative Updates are allowed for document files?" assistance link to review your organization's Administrative Update policy and verify that the change you are about to make is allowed.
To modify the document file for the document, click the "Upload Document File" button (see Upload Document File as Administrative Update).
To add, edit or delete additional files for the document, click the "Update Additional Files for Document" button (see Update Additional Files for Document as Administrative Update).
Click the "Close" button to return to the previous page.
Click the "What types of Administrative Updates are allowed for document files?" assistance link to review your organization's Administrative Update policy and verify that the change you are about to make is allowed.
Click the "Browse" or "Choose File" button to find and select the file from your local machine that will replace the current file for the document.
Use the "Comments" field to provide a brief description of the reason for and type of change being made. These comments will be sent to the users notified about this change, and will be visible in the document's Task History on an Administrative Update task.
Enter your signoff key and click the "Upload Document File" button to upload the change. You will be taken back to the previous page.
Click the "Cancel" button to return to the previous page without uploading a change for the document.
Click the "What types of Administrative Updates are allowed for document files?" assistance link to review your organization's Administrative Update policy and verify that the change you are about to make is allowed.
The Additional Files for Document table can be used to store other files that need to be tracked with this document revision.
To upload a new additional file for this document revision, click the "Add Additional File for Document" button (see Add Additional File for Document as Administrative Update).
To edit a previously uploaded file, click its corresponding "Edit" button in the Additional Files for Document table (see Edit Additional File for Document as Administrative Update).
To delete a previously uploaded file, click its corresponding "Delete" button in the Additional Files for Document table (see Delete Additional File for Document as Administrative Update).
Click the "Close" button to return to the previous page.
To upload an additional file for the document, enter a brief description of the file and then click the "Browse" or "Choose File" button to find and select the file from your local machine. Once you have identified the file, click the "Save" button to upload the file and return to the previous page.
If you have chosen to make a change to a previously uploaded file, the page will display a link to the current version. You can replace the current version by selecting another file.
Use the "Comments" field to provide a brief description of the reason for and type of change being made. These comments will be sent to the users notified about this change, and will be visible in the document's Task History on an Administrative Update task.
Enter your signoff key and click the "Save" button to save your changes. You will be taken back to the previous page.
Click the "Cancel" button to discard any changes and return to the previous page.
Use the "Comments" field to provide a brief description of the reason for deleting this additional file. These comments will be sent to the users notified about this change, and will be visible in the document's Task History on an Administrative Update task.
Enter your signoff key and click the "Delete" button to delete the file. You will be taken back to the previous page.
Click the "Cancel" button to discard any changes and return to the previous page.
Click the "What types of Administrative Updates are allowed for document files?" assistance link to review your organization's Administrative Update policy and verify that the change you are about to make is allowed.
To batch process administrative updates for multiple documents, you must first create a single delimited text file that contains all the information for those documents and the corresponding files that will be uploaded. See the instructions below on how to format the input file.
Use the "File Format" field to indicate the format used to create the delimited text file.
If your delimited text file uses the CSV format, specify the List Separator that is used as the delimiter. By default the delimiter is already set to the list separator used by Excel when saving a CSV file for your locale, so you should only need to change this setting when working with a CSV file created by Excel in another locale.
After specifying the File Format for your delimited text file you can click the "Download" link to download a Template Delimited Text File in that format with all of the necessary columns.
Once you have prepared your delimited text file for import, click the "Browse" or "Choose File" button to find and select the file from your local machine.
Use the "Comments" field to provide a brief description of the reason for and type of change being made. These comments will be sent to the users notified about this change, and will be visible in the Task History on an Administrative Update task for all of the changed documents.
Enter your signoff key and click the "Upload Document Files" button. The system will report the number of changes that were uploaded.
If any errors are found in the input file, no changes will be uploaded and a summary of all the errors will be displayed. Once you have corrected the errors in the input file, you can start the process again by re-selecting the file and clicking the "Upload Document Files" button.
Click the "Cancel" button to return to the previous page.
The input file to the import process must be formatted as follows:
The Document Control module provides an optional feature for defined collections of related documents. For example, a collection can be created to represent a physical book of hardcopies on a manufacturing floor, or an electronic collection of files at a supplier.
Document Control Module Administrator are responsible for defining the types of document collections that can be managed by the system, including the configuration options for each type (see Define Document Collection Types).
Document Control Module Administrators and Coordinators are responsible for defining and maintaining the document collections managed in the system. Each collection is given a unique name, an optional description, and a user assigned as the owner. The owner of a collection will receive any notifications and task assignments associated with the collection (see Define Document Collections).
Document collection types can also be configured to require an explicit approver during Formal Review for each collection containing documents affected by a change request.
Document collection types can also be configured to automatically assign tasks when documents are added to or removed from collections, or when documents in a collection are affected by a change request:
NOTE: Once a document collection has had one or more task assignments it can never be deleted from the system. Collections can be deactivated in order to remove them from the list of active document collections.
This page displays the list of document collection types defined in the system.
To edit a document collection type, click the corresponding "Edit" button (see Edit Document Collection Type).
Click the "Add Document Collection Type" button to add a new document collection type to the system (see Add Document Collection Type).
Click the "Delete" button for a document collection type to remove it from the system. NOTE: A type can only be deleted if there are no longer any collections of that type defined in the system.
Provide a unique name for the collection type. This will be displayed on all collections of this type. Optionally enter any additional information about the purpose of this type in the description field.
Use the "Display Format for Table of Contents" field to indicate the information included and format used when displaying a Table of Contents for collections of this type.
Use the "Require approval when documents affected by Change Requests?" field to indicate whether to require an explicit approver during Formal Review for each collection of this type containing documents affected by a change request. The collection Owner will be used as the default approver when the Document Control Module Coordinator is selecting assignees for the Formal Review tasks.
Use the "Allow collection Owners to add and remove documents?" field to indicate whether the Owners will be authorized to add and remove documents for collections of this type. If set to "Yes", Owners will be able to add/remove documents using an "Edit" button on the My Document Collections page.
Use the "Allow collection Owners and Viewers to always view Additional Files for documents in the collection?" field to indicate whether the owners for collections of this type will be authorized to view Additional Files for documents associated with their collection, even when they are restricted by the Document Control Module Access List.
Use the "Assign tasks for document changes?" field to indicate whether tasks can be assigned for changes to the documents in a collection. If the type is configured to assign tasks, use the "Always require tasks when adding and removing documents?" field to indicate whether Document Control Module Coordinators can choose not to assign these tasks when adding or removing documents.
If the collection type is configured to assign tasks, you can use the additional task instruction fields to specify additional bullets that will be displayed to the user when performing that specific task. Each line of the additional task instruction will be displayed as a separate bulleted instruction. You can use the "Save and Preview Additional Instructions" button to see how these will be displayed to users receiving the tasks (see Preview Additional Instructions for Document Collection Type).
Click the "Save" button to save any changes and return to the Define Document Collection Types page.
Click the "Cancel" button to discard any changes and return to the Define Document Collection Types page.
This page allows you to preview any additional bulleted instructions specified for document collection tasks.
There is a section header for each of the four document collection tasks, with the instructions displayed below as they will be when a collection owner is performing the task assignment.
Click the "Close" button to return to the previous page.
This page displays a list of all document collections currently defined for the organization. The page separates the collections into two tabs:
Click the "Add Document Collection" button to add a new collection (see the Add Document Collection page).
Click the "Add Document to Document Collections" to search for a document and then add it to one or more existing document collections (see the Select Document to Add to Document Collections page).
Click the "Edit" button next to a document collection to make changes to the collection or its list of documents (see the Edit Document Collection page).
Click the "Delete" button next to a document collection to remove it from the system. NOTE: Once any tasks have been assigned for a document collection it can no longer be deleted.
To deactivate a document collection on the "Active Document Collections" tab, click its corresponding "Deactivate" button. NOTE: You will not be able to deactivate a collection until all documents have been removed from it.
To reactivate a document collection on the "Inactive Document Collections" tab, click its corresponding "Activate" button.
This page can be accessed either by Document Control Module Administrators and Coordinators when defining Document Collections, or by the Owner if they have been authorized to add/remove documents for the collection type (see Edit Document Collection Type).
Defining the Collection
Select the Document Collection Type for this collection and assign it a unique name. You can use the Description field to record any additional information about the collection (e.g. purpose, location).
Select a user to be the Owner for this collection.
Click the "Save" button to save any changes and return to the previous page.
Click the "Cancel" button to discard any changes and return to the previous page.
If the user is not authorized to change the definition of the collection, a "Close" button will be displayed instead of the "Save" and "Cancel" buttons and take the user back to the previous page.
Document Collection Viewers
The "Document Collection Viewers" table lists all the users with explicit view access rights to this collection even when restricted by the module access list.
Click the "Add Document Collection Viewers" button to select one or more new users to be added as viewers of the collection (see Add Document Collection Viewers).
Click the "Remove Document Collection Viewers" button to select one or more users to be removed as viewers of the collection (see Remove Document Collection Viewers).
Changing the Documents in the Collection
The "Documents in Collection" table lists all the documents currently associated with this collection.
Click the "Add Documents to Collection" button to select one or more new documents to be added to the collection (see Select Documents to Add to Document Collection).
Click the "Remove Documents from Collection" button to select one or more documents to be removed from the collection (see Select Documents to Remove from Document Collection).
Use the search criteria to find users to add as viewers of this document collection.
Select the corresponding checkboxes for one or more users to be added as viewers of the document collection. Checkboxes will not be displayed for users that are already viewers of the document collection.
Once you have selected all necessary users, click the "Add Selected Users" button to add the users as viewers of the document collection and return to the previous page.
Click the "Cancel" button to return to the Edit Document Collection page without adding any new viewers of the document collection.
Select the corresponding checkboxes for one or more users to be removed as viewers of the document collection.
Once you have selected the users, click the "Remove Selected Users" button to remove the users as viewers of the document collection and return to the previous page.
Click the "Cancel" button to return to the Edit Document Collection page without removing any viewers from the document collection.
Use the search criteria to find documents that should be added to this document collection.
Select the corresponding checkboxes for one or more documents to be added to the document collection. Checkboxes will not be displayed for documents that are already included in the document collection.
Once you have selected all necessary documents, click the "Add Selected Documents to Collection" button to proceed to the Add Documents to Document Collection page, where you will confirm the list of documents to be added, and provide details about any necessary tasks to be assigned to the owner of this collection.
Click the "Cancel" button to return to the Edit Document Collection page without adding any new documents to the document collection.
Document collection types can be configured to assign tasks to collection owners when documents are added to their collections (see Edit Document Collection Type). If these tasks have been configured to be optional, an "Assign Document Collection Tasks?" question will be displayed to allow you to indicate whether to assign the tasks.
If tasks will be assigned, enter the date by which the tasks must be completed. If necessary, you can also provide additional instructions to the owner.
Click the "Add Selected Documents to Collection" button to add the documents to the collection and assign tasks (if specified). The owner of the collection will receive a separate Document Added to Collection task for each new document added to the collection.
Click the "Cancel" button to return to the Edit Document Collection page without adding any new documents to the collection.
Use the search criteria to find a document that will be added to one or more document collections.
Click the corresponding "Select" button for the document to add. Documents that are not eligible to be added to a collection will not have a corresponding "Select" button (for example, if the document has no released revisions, or has been obsoleted).
Click the "Cancel" button to return to the Define Document Collections page.
Use the search criteria to find the document collections to which the selected document will be added.
Select the corresponding checkboxes for each document collection to which the document will be added. Checkboxes will not be displayed for document collections that have been deactivated or already contain the document.
Once you have selected all necessary document collections, click the "Add Document to Selected Document Collections" button to proceed to the Add Document to Document Collections page, where you will confirm the list of document collections, and provide details about any necessary tasks to be assigned to the owners of the collections.
Click the "Cancel" button to return to the Define Document Collections page.
This page allows you to provide details about any necessary tasks to be assigned when the document is added to the selected document collections.
The collections are organized into separate sections for each collection type. Each section displays the list of collections for that type, and any necessary information about corresponding tasks to be assigned:
Once you have entered all necessary task information for the selected document collections, click the "Add Document to Document Collections" button. The document will be added to each of the selected document collections, and all specified tasks will be immediately assigned to the corresponding owners. You will be returned to the Define Document Collections page.
Click the "Cancel" button to return to the Define Document Collections page without adding the document to any of the document collections.
Select the corresponding checkboxes for each document to be removed from the document collection, then click the "Remove Selected Documents from Collection" button. You will be taken to the Remove Documents from Document Collection page, where you will confirm the list of documents to be removed, and provide details about any necessary tasks to be assigned to the owner of this collection.
Click the "Cancel" button to return to the Edit Document Collection page.
Document collection types can be configured to assign tasks to collection owners when documents are removed from their collections (see Edit Document Collection Type). If these tasks have been configured to be optional, an "Assign Document Collection Tasks?" question will be displayed to allow you to indicate whether to assign the tasks.
If tasks will be assigned, enter the date by which the tasks must be completed. If necessary, you can also provide additional instructions to the owner.
Click the "Remove Selected Documents from Collection" button to remove the documents from the collection and assign tasks (if specified). The owner of the collection will receive a separate Document Removed from Collection task for each document removed from the collection.
Click the "Cancel" button to return to the Edit Document Collection page without removing any documents from the collection.
This page displays a list of the active document collections that you are assigned to as the Owner or as a Viewer. Click the "Info" link for a collection to view its contents.
The table of document collections will also display an "Edit" button for any collection that is editable by the user. Users are authorized to edit document collections for the following reasons:
Clicking the "Edit" button for a collection will take you to the Edit Document Collection page.
Clicking the "Close" button will return you to the "My Tasks" page.
When a Document Control Module Coordinator adds a new document to a collection, the owner of the collection may be assigned a task to perform any corresponding work for addition of this new document (see Edit Document Collection Type).
Review the list of revisions for the document that are either currently effective or will become effective on the indicated date. For each current revision of a document included in your collection, click the corresponding "Info" link to see detailed information about the revision.
If one or more revisions have special Effectivity Conditions associated with them, you can use the "View Cover Sheet" link to generate a printable cover sheet summarizing information about the current revisions of the document.
Use the "View Table of Contents" link to generate a printable table of contents for the documents currently in the collection. The content and format of the table of contents is determined by the collection type, as defined by Document Control Module Administrators (see Edit Document Collection Type).
NOTE: You will see a warning if the document has been removed from the collection after this task assignment was created.
Once you have performed all necessary work indicated by the task instructions, enter your signoff key and click the "Sign Off" button to record that the task was completed.
Clicking the "Cancel" button will return you to the "My Tasks" page without signing off on the task.
When a Document Control Module Coordinator removes a document from a document collection, the owner of the collection may be assigned a task to perform any corresponding work for the removal of this document (see Edit Document Collection Type).
The number and name of the document that has been removed from the collection is displayed on the page.
NOTE: You will see a warning if the document has been added back into the collection after this task assignment was created.
Once you have performed all necessary work indicated by the task instructions, enter your signoff key and click the "Sign Off" button to record that the task was completed.
Clicking the "Cancel" button will return you to the "My Tasks" page without signing off on the task.
When a Change Request affecting one or more documents in a document collection is released, the owner of the collection may be assigned a task to perform any corresponding work for the changes to the associated documents (see Edit Document Collection Type).
For each document in the collection that is affected by the change request, you will receive a detailed explanation of the change, including a table listing all revisions of the document that are either currently effective or will be effective in the future. You can click the corresponding "Info" link for each revision to see detailed information about the revision including a link to view and print a hardcopy version of its corresponding electronic file.
The following are the types of changes that can occur:
If one or more revisions have special Effectivity Conditions associated with them, you can use the "View Cover Sheet" link to generate a printable cover sheet summarizing information about the current revisions of a document.
Use the "View Table of Contents" link to generate a printable table of contents for the documents currently in the collection. The content and format of the table of contents is determined by the collection type, as defined by Document Control Module Administrators (see Edit Document Collection Type).
Once you have performed all necessary work indicated by the task instructions, enter your signoff key and click the "Sign Off" button to record that the task was completed.
Clicking the "Cancel" button will return you to the "My Tasks" page without signing off on the task.
When a conditionally effective revision for a document included in a collection is marked as superseded, the owner of the collection may be assigned a task to perform any corresponding work associated with that revision no longer being effective (see Edit Document Collection Type).
A task instruction will indicate the revision that is no longer effective.
A table will display the list of revisions that are still currently effective or will become effective on the indicated date.
If one or more revisions have special Effectivity Conditions associated with them, you can use the "View Cover Sheet" link to generate a printable cover sheet summarizing information about the current revisions of the document.
Use the "View Table of Contents" link to generate a printable table of contents for the documents currently in the collection. The content and format of the table of contents is determined by the collection type, as defined by Document Control Module Administrators (see Edit Document Collection Type).
Once you have performed all necessary work indicated by the task instructions, enter your signoff key and click the "Sign Off" button to record that the task was completed.
Clicking the "Cancel" button will return you to the "My Tasks" page without signing off on the task.
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