This is one way to set skilled staff. The important thing to remember is that adding skilled staff to a document only allows doing it on a document by document basis. It’s primarily used when it’s only needed to add skilled staff to one or a few key documents, on an ad hoc basis or, to add skilled staff to Equipment, Materials and Reagents. To add multiple staff to multiple documents that are expected to live on through ongoing revisions, the recommended method is to use Skilled Groups.
To add skilled staff members to a document:
[+] Add Trained Staff - Staff who have read the document and don’t need to confirm it (for example, the author or editor) can be added by clicking this button. The system won’t generate a task for this instance but when a new version of the document is authorised, a new skill confirmation task will be issued to staff members added this way. It will continue to do so with every new version, as long as the staff members are listed under the Skilled tab.
To add trained staff:
[+] Add Untrained Staff - Staff added by clicking this option will be issued a skilled task and the same as added ’trained staff’, they will continue to receive one every time a new version is authorised. If it’s a ‘Draft’ document the staff member is added to the skilled list and the skilled task is prepared but not issued. Once the document is ‘Authorised’ the skilled task will be issued for the staff member.
The following parameters are available in the lightbox that opens when this option is clicked:
If a user is a member of multiple distribution lists selected and/or is also selected as an individual, the system will only add them once to the skilled staff members list.
It is not possible to be skilled on a ‘Draft’ document. When untrained staff is added to a document in Draft state, the skilled task is prepared but not issued until the document is authorised.
If the document is already authorised, the task is normally issued immediately.
However, if an ‘Active Date’ is set in the future, then the skilled task will be held until the activation date is reached.
Text entered here will appear in the task reminder box which appears under the General tab of the document, when the tasked user opens it:
<img src="/images/user_guides/skill_management/sk_task_custom_in_doc_3-5-2.png" width=“1000” height"185">
Custom messages can only be entered for the first time tasks are issued to staff members, when they are added to the document’s Skilled tab. Subsequent tasks, reissued manually or automatically (when a new version is authorised or the time interval to reissue the task lapses), will contain standard text generated by the system.
The process is basically the same for Equipment, Materials and Reagents as it is for controlled documents. The only obvious difference is that these don’t undergo reviews, like documents do. Therefore, skills in this area can only be reissued manually. They can include a verification step, according to the OU Preferences set.
The next article covers, Importing Skilled Staff in Bulk, a tool which helps to quickly populate new accounts with information about who has already read which documents.