Activ allows you to Review any of your Processes either:
- Ad hoc, without a Review being scheduled beforehand; or
- In response to a one-off scheduled Review; or
- As part of a recurring scheduled Review
To create the Review in any of these cases, open the Process on its Details or Properties tab and click on the Create Review button.
This will open the Create Review form.
This will open the Create Review form.
Up to seven fields are available to complete, depending on whether the Process is scheduled for an additional Review. These are:
Notes* – enter the Review comments here. This is the main body of the Review, and should contain all necessary details about the Review’s findings. Notes can be a maximum of 2000 characters.
This Review Date* – automatically populated with the date that this review was carried out (today’s date).
To be Reviewed* – defaults to ‘Once’ or ‘Regularly’ (depending on the previous Review settings) if you are creating the Review in response to a scheduled Review, and ‘No’ if you are creating an ad hoc Review. Use this field to specify whether the Process is to be scheduled for a further review in the future, and, if so, whether the review should be a one-off Review (‘Once’) or part of a repeating schedule (‘Regularly).
Next Reviewer – only available if To be Reviewed is set to ‘Yes’. Use the dropdown menu to select the person who will be responsible for the next Review.
Next Review Date – only available if To be Reviewed is set to ‘Once’ or ‘Regularly’. if ‘Once’ is selected in To be Reviewed?*, select the next review date using the calendar icon to the right of this field. If ‘Regularly’ is selected in To be Reviewed?*, this field will be populated based on the selections you make in the Review Every* and Schedule* fields.
Review Every* – consists of two dropdown menus that are only available if ‘Regularly’ is selected in To be Reviewed?*. Enter the desired review frequency by selecting a numeric and either ‘Weeks’, ‘Months’, or ‘Years’.
Schedule* – only available if ‘Regularly’ is selected in To be Reviewed?*. Select ‘Flexible’ or ‘Fixed’. If ‘Flexible’ is selected, the Next Review Date will be calculated using the interval given in the Review Every* fields and the date on which the previous review was completed. For example, if Review Every* was set to 3 months and the file was reviewed on June 3rd, then Activ will automatically set the Next Review Date for September 3rd. If ‘Fixed’ is selected, then the next review will be scheduled at fixed intervals regardless of when the last review actually took place.
Enter the necessary details, and then click Save.
You will be returned to the Process’ Properties or Details tab (depending on which you created the Review from), and the information you entered as part of the Review will be displayed on the Process’ Review Log. In addition, if a future review of the Process was scheduled, it will appear on the Scheduled Reviews tab of the Processes module, and the Review details will be displayed in the appropriate fields on the Process’ Properties.
