Each Process that you store within Activ can be accessed and managed via the Processes module. Each Process’ record consists of up to five tabs: Details, Properties, View History, Access Rights, and Review Log.
This article provides a guide to the fields that are available throughout this module. There are two groups of fields that you may encounter whilst using Processes. These are:
- A Processes’ main properties and details, which are accessed when editing the Details or Properties tabs, or when creating a new Process.
- Review fields, which are available on the Properties tab after a Process review has been scheduled.
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Property and Key Details Fields
Code* – enter a numeric identifier here. Note that decimal and duplicate codes can be used if necessary, and that Processes are listed on the Register in chronological order. As such, it is advisable to number your Processes in the order that you wish them to appear.
Type* – use the drop-down menu to select the appropriate Type of Process (i.e. Overview, Basic, Advanced or PDF). Note that your selection will determine the Process’ content and layout (see Process Types).
Name* – enter an appropriate title for the Process.
Created – automatically populated with the date that the Process was first added to the system.
Created By – automatically populated with the name of the user who created the Process.
Last Modified – automatically populated with the date on which the Process was last edited.
Modified By – automatically populated with the name of the user who last edited the Process.
Checked Out – automatically populated with the date that the Process was Checked Out. This will be blank if the Process is not currently Checked Out.
Checked Out By – automatically populated with the user who Checked Out the Process. This will be blank if the Process is not currently Checked Out.
Private?* – use this to specify whether the Process should be Public (the default) or Private. Select ‘Yes’ here if you wish to restrict access to the Process to specific users of the system. This will override normal system permissions (see Restrict Access to a Process – Private Processes and Access Rights).
Version Comments Required?* – this defaults to ‘Yes’, meaning that users are required to enter a comment when Checking In new versions of the Process. These comments will be displayed alongside the (automatically generated) version number, allowing you to maintain a comprehensive audit trail as new versions replace previous ones. If you select ‘No’, then users will not be required to enter version comments when a new version is Checked In.
Owner – mandatory for Advanced Process types, and optional for all other Process types. Select the name of the person who is ultimately responsible for the Process.
Need To Read?* – this field specifies whether the Process needs to be read by all users who have access. When set to ‘Yes’, all users with access will be notified that they need to view the Process’ current version, and will receive further notifications to view the Process every time a new version is Checked In. This notification will come via their regular notifications e-mail (provided they have selected the appropriate options within My Details – Notifications). They will continue to be notified until they have viewed the Process’ latest version.
Details – option to enter a description of the Process or any other notes that you wish to record against the Process.
Copy From – only available when creating a new Overview, Basic, or Advanced Process. Use this to duplicate an existing Process so that it can be used as a template for a new, similar Process (see Copy a Process).
Choose File (PDF)* – only available when creating or Checking In a PDF Process. Click on the button to open your file explorer and locate the file that is to be uploaded as a PDF. This file may be on your PC hard drive, your network, or a removable storage device.
Version* – only available on the Process’ Details tab. This appears in two forms: an automatically generated number in editing view that displays the Process’ current version number, and a dropdown menu when viewing the main Process outside of editing view. The dropdown menu defaults to the current Checked In version (or the most recent version if the Process is Checked Out and you are the user who Checked it Out), and can be used to view the Process’ previous versions.
Team – only available if your Activ package includes the Teams module. Use this field to specify which Team the Process belongs to, or leave it blank if it applies to all Teams.
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Review Fields
Future Review?* – defaults to ‘No’. Use this field to specify whether the Process is to be scheduled for review.
Next Review Date – only available if Future Review?* is set to ‘Yes’. Use the calendar icon to select the date for the next review.
Next Reviewer– only available if Future Review?* is set to ‘Yes’. Use the dropdown menu to select the person who will be responsible for the next review.
