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How to add an Update Documents Task to a Change Request

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You can add Update Documents Tasks to a new Change Request or to an already existing Change Request.

Tasks can be added to an existing Change Request while it is in Created or in Implementing status.

Administrators can add Tasks to a Change Request regardless of having a role in the Change Request.

Managers and Regular Users can only add Tasks to a Change Request if they have a role in it as Creator, Approver(s) or QA(s).

Adding an Update Documents Task to a new Change Request

  1. Go to Change Control > Change Requests.
  2. Click on the New + button.

 

In the Change Request Information Details Form you will see the page is divided into two parts, on your left-hand side you can include all relevant Change Request details. 

On the right-hand side, you will be able to add all the necessary Tasks to your Change Request.

To add an Update Documents Task click on the + Add Task.


 

In the Add Task section:

  1. Per default the Task drop-down is always set to Custom Task, change it to Update Documents.
  2. From the dropdown select the required document(s) or start typing to find the document you need.  (Multiple documents can be added to one task.)
  3. Provide a specific due date for the task, if required
  4. Add a Description, if relevant
  5. Save the Change Request once you have added the required Update Documents Tasks.

 

Adding an Update Documents Task to an existing Change Request

New Update Document Tasks can be added to an existing Change Request either by editing the Change Request Form or by adding Tasks directly in the Tasks Tab in the Change Request Details Page.

Adding Tasks to an existing Change Request in the Change Request Information Form

  1. Go to Change Control > Change Requests.
  2. Use the Filters and/or Search field to find the Change Request to which you want to add Tasks.
  3. Click on the Edit button.

 

In the Change Request Information Form, add a Task by clicking on the + Add Task icon.

 

In the Task section, follow the steps mentioned above (adding Update Document Tasks to a new Change Request).

 

Adding Update Documents Tasks to an existing Change Request directly in the Tasks Tab of the Change Request Details Page

For already existing Change Requests you will also be able to add more Update Documents Tasks directly in the Tasks Tab in the Change Request Details Page.

  1. Go to Change Control > Change Requests.
  2. Use the Filters and/or Search field to find the Change Request you wish to edit.
  3. Click on the Title of the Change Request

In the Change Request Details Page:

  1. Go to the Tasks Tab.
  2. Click on the + Add Task button.

In the Add New Task window:

  1. Per default the Task drop-down is always set to Custom Task, change it to Update Documents.
  2. In the Task Documents field, you can add as many Documents as you need to. Once you click on the field, all available Documents will appear: these will be all the Documents that have been assigned to the same Group(s) as the Change Request.
  3. If required include a specific due date for this task.
  4. If relevant you can add a Description of the changes that are to be made in the Document(s).
  5. Click on Save if you just want to add 1 Task. 
  6. Click on Save & New if you wish to add more than 1 Task to the Change Request. 

After creating each Task the system will ask you to confirm, and then you will be notified that the new Task was added successfully.

 

Relevant for: Administrators / Managers / Regular Users.
Please note:
  • You do not have to assign Responsible User(s) to an Update Documents Task, this is because this type of task will be automatically closed when the document becomes published in the next version.
  • If the Update Documents Task was added to the Change Request while it was in Created status then the Authors will receive an email notification when the Change Request reaches Implementing status indicating that the Document(s) need to be updated.
  • If the Update Documents Task was added to the Change Request while it was in Implementing status then the Authors will receive an email notification indicating that the Document(s) need to be updated as soon as the Task is saved.
  • When the Update Documents Task is added and the Change Request reaches Implementing status, the Documents will go back to Draft status.  If the Task was added to Change Request when it was in Implementing status then the Document will go back to Draft as soon as the Task is saved.
  • If the Documents included in the Task are not in Approved not Published or Published status when the Task is created, then the Task will not be completed until the documents have finalized the Approval Cycle they are currently in and are then pushed through another full Approval Cycle. In other words the Documents need to go through a full approval cycle before the Task is completed. The Task will be marked automatically as closed by the system once this happens.
  • You can add, edit, and delete Update Documents Tasks while the Change Request is in Created status.
  • While the Change Request is in Implemented status you can add or delete Update Documents Tasks, but you can no longer edit existing Tasks.
  • QA will not have to sign off on Update Document Tasks even if QA must sign off on all Tasks is activated on Module Settings. 
  • Tasks that are added to the Change Request while it is in Created status will be not be implemented until the Change Request reaches Implementing status.
  • Tasks that are created while the Change Request is in Implementing status do not have to be Signed off by Approver, they will be implemented right away.

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