Safety Alert Stages Workflow

Define how Safety Alerts (SA) move through your workflow with customizable stages. Assign responsibilities, guide alerts through approvals and keep every step on track. Set up your own list of SA stages and select it directly in the document to match your process and make sure nothing gets overlooked.

Create a list of SA stages

• Open the stage lists

  Go to the Safety Alerts module and select Safety alert stages from the submenu.

  

• Create or edit a list

  To create a new list, click the green plus button Create New. To modify an existing list, click the edit pencil.

  

• Define the list settings

  Enter a Title for your list and choose the Stage transitions workflow and the Approval Type. Then click Add Stage to add a stage to your list.

  

• Set up the stage

  Enter the stage title. You can choose whether this stage marks the document as Closed. You can also lock modifications of the document once it reaches this stage (except for actions).

  

• Assign an approval process

  Select an Approval Process for this stage from your existing templates. Sufficient rights are required to create a new one. Then fill in the remaining fields, such as the approvers and whom to inform, and add any other stages you need. Once your template is complete, click Save.

  

Set up an SA document with stages

• Open the document settings

  Open the settings of your SA document by clicking the edit pencil.

  

• Select the list and the stage

  Select your List of Stages and the Document stage.

  

• Check the stage indicator

  Once you Save your changes, the stage indicator appears in the document header.

  

Move the document through the stages

• Free and sequential workflows

  

• Open the stage details

  With the Sequential workflow, click the Details button when you are ready to advance to the next stage or to submit for approval. There you can move through the steps, view the workflow timestamps and manage your approvals.

  

• Submit for approval

  After you click the Manage Approvals button, you can define your approvers, set the approval conditions and adjust other settings, if they were not already included in the approval process assigned to the template stages.

  When you are ready, click Apply Changes and then Submit for Approval. The approvers, who must be active system users, receive an email with the approval request. The included link takes the approver directly to the document, where they can approve or reject it. Everyone listed in the “whom to inform” fields receives an email notification about the decision.

  

  

Additional notes

• Find documents awaiting approval

  Approvers can also find all documents waiting for their approval on the My Dashboard page.

  

• Set up approvers by location

  You can set up approvers by location with the User Groups feature (sufficient rights are required) and select the group in your approval template. When the approval process is applied to a stage, the users in that group are automatically included as approvers.

  

  

  

• Filter documents by stage

  In the document list, you can filter and view your documents by Document stage.