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Edit roles

Updated

The QMS is pre-loaded with various Roles to allow process step responsibilities to be added to the processes.

You can also refer to Updating role name video.

Important

If you make changes to the pre-loaded Roles in you QMS, these changes will pull-through to anywhere in the system that Role is used. For instance, if you change the existing ‘Care Manager’ role to ‘Care Coordinator’ this change will be reflected in every process that uses the Role. 

Step 1

Go to the People tab and access the Roles subtab.

accpa-edit-and-approve-role-step-1

Step 2

Click on the role you wish to edit and click Open Details.

accpa-edit-and-approve-role-step-2

Please note:  If the role already has a draft version (or a version that is awaiting approval/publication) please open this version to edit NOT the older published version.  

accpa-edit-and-approve-role-step-2.1

Step 3

Click Start Editing, your release management workflow will appear. If the role is already marked 'Awaiting Approval' or 'Ready to Publish', open the role and revert to a draft so you can edit.

accpa-edit-and-approve-role-step-3

Step 4

In the release management workflow, enter a description of the change summary and click Ok.

Step 5

A draft version of the Role will be created.  Click Edit.

Step 6

Make the necessary changes using the edit interface and click Save to commit the changes. The table below provides a summary of each section.

Field

Description

Role name

The name of the role as it will be displayed. This is the only compulsory field.

Description

A description of the role (e.g. the duties fulfilled by a person in that role, reporting hierarchy etc).

Role type

The nature of the role. Note, there are no functional difference for the different role types.

Other roles

Any other roles that are linked to the role. Completing this field is not a recommended field as this may impact required reading assignments.

Relevant material

Content items which are linked to the role for the purposes of required reading. Refer to Assign Required Reading for more information.

Keywords for search

Keywords for search purposes. Note, this is not considered a necessary field.

Remove from view

Tick box to move the role to Hidden Items for archiving purposes.

Approve and publish role

Step 1

Save all your changes and click Send for review. 

Step 2

Your release management workflow will appear. Write a summary of what was changed and click Send for review. The edited role is now ready to be approved.

Step 3

If you agree with all the changes, approve the role by clicking Approval. You will have the option to either approve the role or revert it to a draft (if you need to continue editing).  

accpa-edit-and-approve-role-step-8

Step 4

Click Approve and your release management workflow will appear. You can edit the summary of what was changed. Click Approve to confirm changes. The role will now be marked ‘Ready to Publish’. 

Step 5

Click Publishing to officially publish the latest version of the role. You also have the option to revert the role to a draft. Click Publish immediately to proceed with publication.  

accpa-edit-and-approve-role-step-10

Step 6

When you confirm publication, your release management workflow will appear. You have the option to edit the summary of what was changed. Click Continue to publish the new role.   

Step 7

The release notes window will appear. Write official release notes about the updated role. You can edit these later if required. 

accpa-edit-and-approve-role-step-12

Field

Description

Label this release

The official name of this release.

Release notes

Details about what updates were made.

Post a news item about this when the items are published

If selected, you can post a news item on the Home tab to notify users about your content changes. 

News item title

Title of the news item that will appear in the Home tab.

News message

The message that will appear under the news item title.

Include link in release summary

If selected, this option will allow you to include a link to the release notes for the item.

Email all users when this News Item is published

If selected, all QMS users in your organisation (provided they have activated their account) will receive an email notification about the release at 5:30am AEDT/AEST the following day.

Step 8

Click Publish to officially add the new role as part of the system. You will receive confirmation when the item is published.

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