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Manage positions

Updated

Positions help determine a user’s responsibilities for specific content management activities within the QMS. 

Positions can have responsibilities (Accountable, Approver, Owner, Reviewer) to items within QMS, which drives change management.

Create a Position

Step 1

Go to the People tab and access the Position.

Step 2

Click Add New Position.

Step 3

A release management workflow appears. Click OK to start adding a position.  

Step 4

Enter information about the position and click Save when done and publish the position using the Release Management (RM) workflow.  

Field

Description

Position Name

Name of the position

Role

Role that this position performs

Position filled by:

Select a user or person who performs the position

Summary

Short description of the position

Description

An explanation of this position

Business Unit

The Business Unit that manages this piece of content (applies only if you have Business Units implemented and wish to have visibility of the Policy restricted to users affiliated with the Business Unit)

This Position Reports to

Who this position reports to

Who reports to this Position

Who reports to this position

Keywords for 'Search'

Tick this box to make this item required reading for all roles to which the item is relevant. 

Remove from view

Tick the box to hide the item. This will make the item only visible to users with Administrator permissions. Hidden items will:

  • not shown in lists
  • not shown as a related item on any other items. 
  • not accessible by URL (will show item not found message)
  • not shown in most downloadable reports. 

Refer to Hide Items for more information.

Item Responsibilities

Link any items of which the position is an Accountable, Approver, Reviewer, and Owner stakeholder.

  • Documents
  • Policies
  • Processes
  • Regulations
  • Risks
  • Systems
  • Work Instructions

Field

Description

Position Name

Name of the position

Role

Role that this position performs

Position filled by:

Select a user or person who performs the position

Summary

Short description of the position

Description

An explanation of this position

Business Unit

The Business Unit that manages this piece of content (applies only if you have Business Units implemented and wish to have visibility of the Policy restricted to users affiliated with the Business Unit)

This Position Reports to

Who this position reports to

Who reports to this Position

Who reports to this position

Keywords for 'Search'

Tick this box to make this item required reading for all roles to which the item is relevant. 

Remove from view

Tick the box to hide the item. This will make the item only visible to users with Administrator permissions. Hidden items will:

  • not shown in lists
  • not shown as a related item on any other items. 
  • not accessible by URL (will show item not found message)
  • not shown in most downloadable reports. 

Refer to Hide Items for more information.

Edit a Position

Step 1

Go to the People tab and access the Position.

Step 2

Click on the position you wish to edit and click Open.

Step 3

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

Step 4

Write a summary of what will be changed. Click OK. This will mark the position as ‘Draft’.  

Step 5

Click Edit.

Step 6

Make the necessary changes using the edit interface and click Save to commit the changes.

Approve and Publish a Position

Step 1

Go to the People tab and access the Position.

Step 2

Click on the position you wish to edit and click Open.

Step 3

Click Send for review. 

Step 4

A release management workflow appears. Write a summary of what was added and click Send for review. The new position is now ready to be approved.

Step 5

If you agree with all the changes, approve the new position by clicking Approve.

You will have the option to either approve the position or revert it to a draft (if you need to continue editing). 

Step 6

Click Approve.

Tip

If the position is part of a larger release (i.e. a release with multiple content updates), leave it marked ‘Ready to Publish’. When you are ready, you can publish it at the same time as your other content updates by accessing the Home tab and clicking Manage Changes. Please see the guide Publish multiple items (in one release) for more information.

Step 7

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

Step 8

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

Step 9

The Release label and noteswindow appears. Write official release notes about the new position. You can edit the release notes later if required.  

Field

Description

Label this release

The official name of this release.

Release notes

Details about what updates you have 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 appears 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 10

Click Publish.

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