In the first step of the Document Control Process, for each of the documents in the request, a Description of Change and a Purpose of Change must be entered.
Once the first step is confirmed, the process will move along to the Owner-Manager Approval step and then to the Document Coordinator Processing step. If the related Document Type does not require Owner-Manager Approval, the process will move directly to Document Coordinator Processing after Step 1 is submitted and confirmed. If there is ever a need to modify the information entered in the Description of Change and/or the Purpose of Change fields at Step 1, the users at Steps 2 or 3 can do the following:
❶ If this need is identified at either Step 2 (Owner-Manager Approval) or Step 3 (Document Coordinator Processing), return the process back to Step 1 by selecting the Return to initiator with comments for modification Decision. Once back at Step 1, the initiator can make the necessary modifications.
❷ If this need is identified after confirmation of Step 3 or later in the process (but prior to document approvals or closure of the process), the option Modify Description and Purpose will be available as part of the Process Actions menu. At Step 3 the Document Coordinator can also choose to Submit/Confirm with the decision of Confirmed, document(s) now in process if they are ready to do so, and then update those fields afterwards. This will avoid having to send the process back to Step 1.
ꙮ This option of Modify Description and Purpose will be available to:
√ The initiator of the process, assuming they have at least Act On privileges on the process. (This privilege level is called Summary View in versions prior to 10.8.0).
√ Any users having Modify privileges on the process.
ꙮ On the Modify Description and Purpose page, it will be possible to modify the Description of Change and Purpose of Change fields for each document in the request.
NOTE: When the status of a document becomes either: Approved, Not Effective, Approved & Effective, Awaiting Retire Date, or Retired, the Description of Change and Purpose of Change fields will no longer be editable for that document.
Also note that once the process is Completed, the modification of the Description of Change and the Purpose of Change fields will no longer be possible.