New Suggestion


  • New suggestion requests for a document can be created within the system when a document is Approved.


  • Please refer to the Suggestion Form below more details on how to suggest a document change.




Create a new Document Suggestion


  • Purpose

    • After the document is Approved and there are no other drafts currently being Reviewed or Approved, then a new document suggestion can be raised within the system.


  • How to create a new suggestion form


    • Navigate to a Approved document. 


    • Click “New Suggestion” button available under “Suggestion Log” section.





    • A Suggestion form will appear within a dialog. 


    • Multiple suggestions can be raised by clicking the New Suggestion button. 



  • What happens when creating a new suggestion document:


    • When new suggestion requests are raised against a document, they are added back as links to the Suggestion Log section.  




Suggestion Form

Suggestion Form Workflow Diagram


The suggestion form consists of these steps:

  • Draft 
  • Review
  • Closed

Suggestion Form Sections and Fields

Basic Details Section


Fields

Field Explanation

Number
  • Define the unique number which identifies a suggestion document.
  • The system automatically generates with the following format: SUG-XXXXX where XXXXX is the next sequential number.

Requestor
  • Define the requestor of a suggestion document. 
  • Read-only and auto set to the currently logged in user.

Date Requested
  • Define the requested date of a suggestion document. 
  • Read-only and auto set to the current date.

Reviewer(s)
  • Must be filled before submitting to the next task.
  • Define the suggestion document reviewers.
  • Allow selection from all users in the system and by default set with the parent document approvers. 
  • The Review task shall be assigned to these users by default.

Summary of Change
  • Must be filled before submitting to the next task.
  • Define the summary of a suggested document change.
  • Allow free text entry.

Reason for Change
  • Must be filled before submitting to the next task.
  • Define the reason for change.
  • Allow free text entry.

Attachment(s)
  • Allow user to attach multiple files.


Review Section

Fields

Field Explanation

Decision
  • Must be filled before submitting to the next task.
  • Allow selection from ‘Accept’, ‘Reject’, and ‘Request More Information’.
  • If field is set to 'Accept' or 'Reject' then the ‘Closed’ phase shall be available in the workflow.
  • If field is set to ‘Request More Information’ then the ‘Draft’ phase shall be available in the workflow.

Comments
  • Define reviewer’s comments.
  • Allow free text entry.



Workflow Steps


Workflow Steps:



The Suggestion Log form consists of these steps:

  • Draft
  • Review
  • Closed




Draft

Draft Task


  1. Purpose

  • The suggestion form can only be initiated from a distributed document. 

  • All the necessary details of the suggestion form will be recorded at this step.    

  1. Sections


Sections

Visible

Editable

Basic Details 

✔

✔

Review

❌

❌

 

  1. Routing


  • Please refer to the diagram in the Overview section to see an end-to-end workflow.

  • A suggestion can only be routed forward to the Review step.  



  1. Entering Draft task 

  • Draft task is entered after starting a new suggestion form from a distributed document.

  • Requestor shall be automatically set to the current user. 


  • Date Requested shall be automatically set to the current date. 

  • Reviewer(s) shall be automatically set to the parent document approvers. 





  1. Submitting Draft task 


  • Submitting Draft Task will follow the standard routing process. Please refer to the routing process in the introduction module of this guide for more details.


  • People in the Reviewer(s) field will be populated in the "Assign to" list of the routing dialog.        



Review

Review Task


  1. Overview

  • Reviewers will review the suggestion at this step.

  • Reviewers can route it forward to the Closed step if they either approve or reject the suggestion.


  • Reviewers can route it backward to the Draft step if they want to request more information


  1. Sections


Sections

Visible

Editable

Basic Details

✔

✔

Review

 ✔          

✔


  1. Routing


  • Please refer to the diagram in the Overview section to see an end-to-end workflow.

  • A document can either be routed forward to Closed step or backward to Draft step. 


  1. Entering Review Task


  • The review task is entered once the suggestion draft is finished

  • A notification email will be sent to reviewers when entering the review task.


  1. Submitting Review Task: 


  • Submitting Review Task will follow the standard routing process. Please refer to the routing process in the introduction module of this guide for more details.

  • If there are multiple reviewers, only one reviewer needs to sign the document to route the form to the closed task or draft task.  

Closed

Closed Task


  1. Overview 

  • The suggestion document will be recorded as closed at this step of the workflow. 

  1. Sections


Sections

Visible

Editable

Basic Details

✔

✔

Review

✔

✔


  1. Routing


  • Please refer to the diagram in the Overview section to see an end-to-end workflow.

  • Suggestion document reaches the end of the workflow. 


  1. Entering Closed Task

  • The Closed task is entered after a document is reviewed. 


  • ‘Document Suggestion has been Closed’ email notification is sent to the Requestor.