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Create and manage work instructions

Updated

Work Instructions can be created and linked to Processes as part of the personalisation of your content. A template example Work Instruction has been loaded into the QMS for guidance and suggestions of what to include in Work Instructions. You can also access a word version of this template here.

User access level

Powers related to process editing

Administrator

Model Administrator

Can edit all aspects of work instructions as well as approve and publish changes

Process Editor

Can edit all aspects of work instructions

Process Step Editor

Can edit all aspects of work instructions

Create a new work instruction

Step 1

Access the Processes tab and click Work Instructions.

Tip

If your organisation wishes to use Work Instructions and you are unable to see the ‘Work Instructions’ tab as per the above image, email our team at [email protected] to request that the Work Instructions function be turned on for your system (at no additional cost).

Step 2

Click Add New Work Instruction. 

Step 3

A release management workflow appears. Click OK to start editing.

Fill out all relevant sections in the work instruction overview. Click Save to commit changes. 

Field

Description

Work Instruction name

The title of the work instruction.

Description

The content of the work instruction.

External reference identifier

An identification code/number for the item. This can be used if the item is being migrated from a different system or if a system of identifiers is required. This field is optional.

External source link

A hyperlink to other work instructions stored outside the web app (e.g. on a webpage or shared drive, or intranet)

Related documents

Documents and legislation related to the work instructions.

Note – these will need to exist within your QMS already. Refer to Manage Documents page.

Managing Business Unit

The Business Unit that needs access to this piece of content (applies only if you have Business Units implemented, see Business Unit Basics for more information).

Summary

A short overview of the work instructions.

Roles this is relevant to

Roles to which this work instruction applies.

Category

The category to which the work instruction belongs.

Required reading

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

Keywords for 'Search'

Keywords that, when searched in the Centro web app, will make the item come up in search results.

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 any downloadable report.

Refer to the Hide Items page for more information.

Step 4

Click on Instructions and add content to the work instruction. You can add a section as well as edit the section number, title and order. Write content in each section. Click Save to commit changes. 

Step 5

If ready, approve and publish the Work Instruction as per the below steps in ‘Approve Work Instruction’.

Note, the Work Instruction can be kept in Draft until ready to be Published. It will not be visible to users until it is published.

Edit existing work instruction

Step 1

Click on the work instruction you wish to edit to open it.

Important

If the work instruction already has a draft version (or a version that is awaiting approval/publication), please open this version to edit and not the older published version. 

Step 2

When open, click Start Editing to activate edit mode. If the work instruction is already marked 'Awaiting Approval' or 'Ready to Publish', open it and revert it to a draft. Once the work instruction is marked 'Draft' you can make your changes. 

Step 3

Your release management workflow appears. Write a summary of what you intend to change (you can edit this summary later) and click OK to start editing the work instruction.

Step 4

Click Edit and make your required changes. You can edit the section number, title and order. Write content in each section.

If required, you can also edit version control information. Access the Version subtab and click Edit. When editing Version you can add/edit:

  • which user approved the work instruction
  • the date on which the work instruction was approved
  • summary of previous content changes
  • the date of next review.

Step 5

Click Save to commit all changes. Your work instructions are saved as a draft. We recommend that you make all your changes when the work instruction is in a draft state. You can move to the approval stage after you have made all intended changes.

Approve work instruction

Step 1

When you are ready to approve and publish a work instruction, open it and click Send for review.

Step 2

Your release management workflow appears. Write a summary about your work instructions (e.g. reasons for adding the work instructions) and click Send for review.

Step 3

Your work instruction is now marked ‘Awaiting Approval’. Click Approval to view your options. You can revert the work instruction to a draft if you want to make further changes. Click Approve when you are ready to publish your changes.

Step 4

Your release management workflow appears. If required, edit your summary. You also have the option to select who approved the item, the date on which it was approved as well as the next review date. Click Approve to move to the publishing stage.

Step 5

Your work instruction is now marked ‘Ready to Publish’.

Tip

If the work instruction 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 titled Publish Multiple Changes (in One Release) for more information.

Step 6

Click Publishing to view your options. You can revert the work instruction to a draft if you want to make further changes. Click Publish Immediately when you are ready to publish your changes.

Step 7

Your release management workflow appears. If required, edit your summary and click Continue to move to the next stage.

Step 8

The release notes window appears. Write official release notes about the new work instruction or work instruction update. 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 were made.

Post a news item about this when the items are published

You can post a news item on the Home tab to notify users about the new role.

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.

Step 9

Click Publish to officially release the work instruction. You will receive confirmation when the item is published on the system.

Link Work Instruction

The published Work Instruction is now ready to be linked into other content within your QMS. Refer to the Link Work Instruction page for more details.

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