Change Sample Drawing Instruction

Workflows can be enabled to generate an approval requirement to complete any changes made to a sample or retain drawing instruction including insertions and deletions.

Note

Different workflows are used for modifying, inserting, and deleting sample drawing instruction but each is described in this section.
The Sample Drawing Instruction and the Retain Sample Instruction pages are opened from different areas but are both controlled by the same workflow.

Sample Drawing Instruction Modify Approval

If you do not need an approval for a change to every editable field in the sample drawing/retain sample instruction line, you can set conditions in the workflows to specify which field changes to track. If you do not specify these fields, then approvals will be sent whenever a change is made. Step 2 provides information about adding conditions to the workflow.

The general process for approving a modification to a sample drawing/retain sample instruction line with an approval workflow is:

  1. Create the Sample Drawing Instruction Modify Approval Workflow workflow from the template.
  2. Choose specific information to require approval requests.
    1. On the first line of the workflow, choose (View filter details) in the On Condition field.
    2. In the Event Conditions page, enter the information to be tracked.
    3. Choose the OK button.
  3. Assign the approval user or group of users.
  4. Set the additional authentication if required.
  5. Enable the workflow.
  6. Open the sample drawing/retain sample instruction page:
    • Open the Sample Drawing Instruction page from an item, item category code, test plan setup/assignment, or directly using the Tell Me feature.
    • Open the Retain Sample Instruction page from an item.
  7. Make a change to a sample drawing/retain sample instruction line and then leave the line.
    A message opens stating that an approval request has been sent.
  8. If notifications are set up, the approval user(s) receives notification of the approval request.
  9. The approval user opens the Sample Drawing Instruction, Retain Sample Instruction, or Requests to Approve page (using Tell Me) and approves the request, with or without password depending on authentication requirements.

Changes to the sample drawing/retain sample instruction line are instantaneous after approval.

Sample Drawing Instruction Insert Approval

The general process for approving the insertion of a sample drawing/retain sample instruction line with an approval workflow is:

  1. Create the Sample Drawing Instruction Insert Approval Workflow workflow from the template.
  2. Assign the approval user or group of users.
  3. Set the additional authentication if required.
  4. Enable the workflow.
  5. Open the sample drawing/retain sample instruction page:
    • Open the Sample Drawing Instruction page from an item, item category code, test plan setup/assignment, or directly using the Tell Me feature.
    • Open the Retain Sample Instruction page from an item.
  6. Insert a sample drawing/retain sample instruction line and then leave the line.
    A message opens stating that an approval request has been sent.
  7. If notifications are set up, the approval user(s) receives notification of the approval request.
  8. The approval user opens the Sample Drawing Instruction, Retain Sample Instruction, or Requests to Approve page (using Tell Me) and approves the request, with or without password depending on authentication requirements.

Sample Drawing Instruction Delete Approval

The general process for approving the deletion of a sample drawing/retain sample instruction line with an approval workflow is:

  1. Create the Sample Drawing Instruction Delete Approval Workflow workflow from the template.
  2. Assign the approval user or group of users.
  3. Set the additional authentication if required.
  4. Enable the workflow.
  5. Open the sample drawing/retain sample instruction page:
    • Open the Sample Drawing Instruction page from an item, item category code, test plan setup/assignment, or directly using the Tell Me feature.
    • Open the Retain Sample Instruction page from an item.
  6. Select the sample drawing/retain sample instruction line to delete and then on the Request Approval menu, choose the Delete Line action.
    A message opens stating that an approval request has been sent.
  7. If notifications are set up, the approval user(s) receives notification of the approval request.
  8. The approval user opens the Sample Drawing Instruction, Retain Sample Instruction, or Requests to Approve page (using Tell Me) and approves the request, with or without password depending on authentication requirements.
Note

There are no entries in the Approval Entries Log page for deleted sample drawing/retain sample instruction lines.

Cancel approval requests

A user can cancel an approval request by choosing the Cancel Approval Request action on the Request Approval menu.

Manage approval requests

A designated user can approve, reject, or delegate an approval request by choosing the action from the Approve menu. They can also add any necessary comments for the response to the request.

Designated users can also choose the Lightbulb that opens the Tell Me feature icon, enter Requests to Approve, and then choose the related link. In the Requests to Approve page, they will see their pending approval requests and can manage each request individually. They can choose Home > Open Record to view the sample drawing/retain sample instruction line requesting the change and could then complete the approval directly in the Sample Drawing Instruction page.

Note

When using the Open Record action for retain sample instructions, you will need to remove the Sample Type filter in the Sample Drawing Instruction page to see the change to the retain sample.

View approval entries

The Approval Entries FactBox shows the status of an approval request as well as the number of unfinished approvals, the date and time the approval request was sent, and the details of the approval request.

To see complete information about the approvals, choose the Approval Entries action on the Request Approval menu.

The entries in the Approval Entries FactBox and the Approval Entries Log page are based on the selected sample drawing instruction line.

Example – Change sample drawing instructions using approval workflows

In the following video, workflows have been created from the Quality Assurance Sample Drawing Instruction Delete Approval Workflow, and Quality Assurance Sample Drawing Instruction Insert Approval Workflow, and Quality Assurance Sample Drawing Instruction Modify Approval Workflow workflow templates. No conditions were entered in the workflows so all changes are tracked. A workflow user group for quality assurance has been assigned to each and the workflows require additional authentication from any of the users to complete the changes.

The Sample Drawing Instruction page is opened and the following changes are made: - an existing line is deleted. A message opens stating that the approval request was sent. - a value is changed in a field on one of the lines. Upon leaving the line, a message opens stating that the approval request was sent. - a new line is inserted. Upon leaving the line, a message opens stating that the approval request was sent.

The Approval Entries FactBox for each changed line shows that an approval request is waiting. Additionally, the Open Approval Entries checkbox is selected on each line.

The approval user opens the Requests to Approve page and approves the first request by choosing the Approve action on the Home menu. They enter their password because the additional authentication was enabled for this workflow. They approve the next request without entering their password because the approvals are within the Authentication Timeout setting defined in the Regulatory Affairs Setup page.

For the last request, which was the insertion of a line, the approval user opens the Sample Drawing Instruction page to view the changes. They approve the request by choosing the Approve action on the Approve menu and then enter their password because the Authentication Timeout has lapsed.

Filters are removed from the Sample Drawing Instruction page to see that the deleted line was removed, the value was updated with the new value, and the new line is added. For the changed and new line, the approval entries show that the requests were approved and the Open Approval Entries checkbox is cleared.

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