Execution

Who is notified:

▪Responsibility route: Users defined as members of the responsibility route for the approval associated to the category or to the document.

▪Workflow: Users defined in the SE Process as executors of the process activity that was instantiated.

When:

▪A document is sent from the indexing stage to the approval stage.

▪It is time for an activity to be performed when the document approval process is Workflow.

Purpose:

Approve or reject a document drafted during the indexing step. See how to perform this operation in the Executing a document indexing section.

Who is notified:

The users defined as members of the responsibility route for the approval, associated to the configuration of the validity or revalidation of the document.

When:

A revalidation is sent for approval.

Purpose:

Approve or reject a document revalidation. See further details in the Approval task execution (Route) and Approval task execution (Workflow) sections.

Who is notified:

Changes according to the requested operation:

▪Creation: Responsible for the request execution, defined in the SE Request component;

▪Revision: User that belongs to the document security list that has the Revision control allowed;

▪Cancellation: User that belongs to the document security list that has the Cancel control allowed;

▪Print: User that belongs to the document security list that has the Print control allowed.

In addition to permissions in both the category and the document, in order to execute the request successfully, the user must have access to the menus referring to the operation that will be performed: File Document or Execution Revision, for example.

When:

The issue/approval step (as configured) is finished by the due responsible parties in the SE Request component.

Purpose:

To create, revise, cancel or register protocols of documents copies that meet the requesters' needs.

Who is notified:

Users who have the "Evaluate applicability" control enabled in the security list of the document.

When:

The document revision is closed.

Purpose:

Evaluate whether the document is applicable to a particular group of users. For example: the leaders can evaluate whether a corporate document is applicable to their team or not. See further details about this task on Executing the applicability evaluation.

Who is notified:

Responsible user for the station defined in the copy protocol as the responsible user for receiving the controlled copies.

When:

The issuance of the copy protocol is confirmed and its receiving is not confirmed.

Purpose:

To verify if the received copies agree with the declared copies in protocol and confirm the receiving. See further details in the Confirming a copy receiving section.

Who is notified:

▪Users who have the "Distribute copies" control enabled in the security list of the pending document when the distribution is configured as "Document control" in the category.

▪Team responsible for the copy station, when the distribution is configured as "Copy station team responsibility" in the category.

▪Team defined in the category when the distribution is configured as "Specific team".

▪This task will only be generated for documents with the "Printed copy" control and the substitution mode set as "Manual" in their category.

When:

A document revision is released and the document still has copies from the obsolete revision in use. For example, the revision 01 of the specific document is released, however, there are copies of the revision 00 in use.

Purpose:

To notify the responsible users that there are obsolete copies in use, to be cancelled. See further details in Obsolete copies cancellation.

Who is notified:

Users who have the "Acknowledgment" control enabled in the security list of the document.

When:

After the Approval or Release of the document revision, as configured in its category. It is important to point out that this task will only be generated if the Electronic copy control is parameterized in the document category.

Purpose:

Alert the users that a document has gone through a revision and that a new version is available. See further details in Executing the publication acknowledgment.

Who is notified:

Users responsible for revision of complementary documents, that is, users who have the "Revision" control enabled in the security list of documents associated with the structure of a document under revision. This task will only be generated if the "Notify structure revision" option is checked in the Revision section of the general parameters.

When:

The revision of a document that has a complementary document structure is started.

Purpose:

To verify and define which complementary documents should also be revised. See further details in Revision acknowledgment: General parameterizations.

Who is notified:

Responsible for the distribution of document copies, defined in its category.

When:

▪A new revision of a controlled copy type document is released/approved.

▪A printed controlled copy is cancelled.

Purpose:

To notify the responsible users that there are printed copies of the document new version, to be sent to the respective stations. See further details in Sending printed copies.

Who is notified:

Users who have the "Delete" control enabled in the security list of the document.

When:

The retention deadline of the previous archiving step (Current/Intermediate) has expired.

Purpose:

Deleting the electronic file or record in SE Document of the document that has no secondary value for the organization or postpone the deletion of the document.

Who is notified:

▪The users who have the "Edit" control enabled in the security list of the pending document with the respective option checked in the general parameters.

▪Responsible party for the recorded document.

▪This task will only be generated if the Electronic copy control is configured in the document category.

When:

A document is created in a category that has the Indexing control enabled and it is not sent to the next step.

Purpose:

Finish the draft step of a document, before sending it for the approval/release step. See further details in Executing the document indexing.

Who is notified:

▪Users who have the "Create training" control enabled in the security list of the document that will be the training object. These users must have access to the Training planning and Training execution menus in the SE Training component to successfully execute this task. In order for this task to be generated, it is necessary for the SE Training component to be part of the solutions acquired by your organization.

▪Members of the organizational unit control team (SE Administration), who have the "Create training" control enabled in the document security (SE Document).

▪Members of the team defined in the Training control of the category when it is configured for a specific team to create the document trainings.

When:

The revision of a document is approved or released, according to the configuration performed in the document category.

Purpose:

To train the employees on the content of a document. The deadline to execute this task is configured in the category of the document to which it will be recorded. Note that it is possible to configure different deadlines for critical and noncritical trainings. See more details on Training registration.

Who is notified:

ISO9000 based:

▪Draft/Review/Approval/Release: Users defined as participants in the revision route associated with the document.

▪Closure: If the respective option is checked in the general parameters, the user who created the revision will receive this task. Otherwise, all users who have the "Revise" control enabled in document security will also receive it. This step will only be generated if it is configured that the revision closure will be manual.

▪Workflow: Users defined as executors of the workflow activity. These users must have the "Revise" control allowed in the document security.

When:

ISO9000 based:

▪Draft: When starting a new revision or when a participant rejects a revision step.

▪Review/Approval/Release: After the drafter releases their task. Such steps are optional and that the due responsible parties receive them in this exact same order.

▪Closure: After the last revision step defined in the route.

▪Workflow: When a new revision starts and when in the process flow, the activity should be executed.

Purpose:

Control the changes and versions of the created documents. See further details in Executing a revision via workflow and Executing the revision (ISO9000).

Who is notified:

Users with permission to revise in the documents configured with translation relationships.

When:

▪Notify structure revision: This task will be generated when creating the revision of a document with translation relationship. To do that, the "Notify when creating the revision" option displayed on the Relationship association screen must be checked.

▪Notify when closing the revision: This task will be generated when closing the revision of a document with translation relationship. To do that, the "Notify when closing the revision" option displayed on the Relationship association screen must be checked.

Purpose:

To check the impact and the necessity of revising the documents listed as translations of a document being revised. See more details on Translation revision.

Who is notified:

The users who have the "Edit" or "Revise" controls enabled in the security list of pending document.

When:

▪The default time defined in the validity associated with the category of the pending document expires.

▪A revalidation is rejected.

Purpose:

To allow the responsible users to revise or revalidate pending document. See further details in Document due date.