In SOLABS QM, some processes, such as CAPA, Change Control, Complaints (and others) use Secondary Tasks in order to assign specific activities required to support the main process workflow (for example, validation activities to support a Change Control process for a modification of equipment). These Secondary Tasks are available in pre-defined process steps where they can be setup in advance and then remain in an ‘unreleased’ status (i.e. not delivered to the assignee) until a specific step of the process.
When this specific step is reached and confirmed (Final Change Control Approval for example), then the Secondary Tasks will be ‘released’ to their assignees. The assignees will then receive email notifications and will see these tasks on their Home Page in the TASK Section.
Things to know:
Any user set with Act On privileges on a process will be able to act on Secondary Tasks created as part of that process. As mentioned, the released Tasks will be available to assignee(s) in their Tasks Views.
Any user set with Act On privileges on a process will also be able to view the Secondary Tasks for a process in the Related Items section at the bottom of the process View page, even they are not yet released, along with their status. This is because privileges set to Act On a process are translated to Modify in order for a user acting on a process to be able to create these Secondary Tasks.
From the Related Items section of the process, a user can click on the View option (or the Act On option if they are the Task assignee) next to a Secondary Task. If they are the assignee they can actually complete the task, even if the process step confirming release of the Secondary Task is not yet reached.
Things to DO:
It is therefore important to educate/train users that may get Secondary Task assignments to WAIT until those tasks are released and present in their Home page/TASK section to ensure that the tasks are not completed before approval of the related process step.
User should be made aware that they should NEVER access their Secondary Tasks by going through the process itself but though their Home Page lists of assigned items.