New article
Recently updated
Completing a document review
Who is this article for?
Supplier Portal users who need to complete a document review record.
Edit access to the document review records is required.
Document review records can be created to support audits, legislation changes, or scheduled reviews. You are responsible for completing document review records for any customer documents you have uploaded.
This article explains where you can complete this process.
1. Accessing review records
1.1. Documents module
To access document review records:
- Navigate to the Documents module.
- Switch to Actions tab.
1.2. Email alert
You may also receive an email alert letting you know that the document review record has been opened, and is awaiting your completion.
To access document review records, click the View Record button in the email.
1.3. Dashboard
To access document review records, switch to the My Actions tab on the main dashboard.
2. Completing review records
2.1. Document Review
- Date - Displays the date the record was opened. You can change this as needed using the date picker.
- Document Name - Displays the document name.
In the grey record header, click the blue text link to be taken directly to the document in the Document smodule. This allows you to quickly access the document and read through it before completing the document review record.
- Replace - Attach a new version of the document from your device. To view the file preview, click its name (shown in blue). To remove the file, click the Cross icon.
There is no ability to preview documents on this screen. All document sizes will be downloaded to your device automatically when you click the blue text.
- Reason for Review - Displays the reason for review.
- Next Review - If the attached document has an expiration date, set the next review date using the date picker. If not, leave it blank.
Ten days before the review date, an automatic document review record will appear in the Actions tab of the Management Review module and the Supplier Portal. Uploading the document links you to it and you will receive a notification when it is about to expire and needs updating. - Completed By - Select your name from the dropdown if you are the one completing the record.
- Requirement - Details the question that should be answered
- Response - Select a response to the Requirement question. If the document doesn't need replacing, select Yes. If the document does require a new version and should be replaced, select No and provide comments.
- Comments/Observations - Provide further details on your review if needed.
- Remove - Remove the requirement line. Do not click this button!
- Add Line - Add more requirement lines to the record if needed.
- Save - Save your progress to keep the information entered without advancing to the next workflow section. You can return later to review and complete it. If you leave without saving, all entered information will be lost.
- Save & Submit - Save and submit the workflow section once completed. This will close the section, and you will need to edit it again to make any changes.
- Cancel - Discard the changes made.
Some fields will show an arrow that should open a dropdown/section. These cannot be used by suppliers.
2.2. Replaced documents
If a document is replaced during a document review record, you will see the newly added version within the Document Overview page in the Documents module.