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:
Click one of the following two options:
[+] 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:
Select users from distribution lists (Distribution lists to send this task to) and/or individual users (Users to send this task to) by ticking the appropriate checkboxes next to any of the available choices in both filters provided. Members of distribution lists can be viewed by hovering over them.
The overall OU Setting, “Time interval for Due Date on system reissued skilled tasks” (described in the guide, Permissions & Settings), can be overridden by selecting a different date in the future from the pop-up calendar in the field, Due Date
Users can be copied in this task by ticking the checkbox under, “Copy users into this task?”; a new filter appears to select users. Information about this can be found by clicking the down arrow in the bar, Assigning and copying tasks
The task can be made private by ticking the checkbox under, “Make this task private” so that only the creator and recipient can view it
The associated skilled task can be sent out immediately (if the document is authorised; if not, when it gets authorised) by leaving the field, “Active Date” blank or, at a determined date (in the future) by selecting one from the calendar that pops up when clicking the “Active Date” field
A Priority can be set for this task; the choices are, Low, Medium, High and URGENT; the default is, Low
The Description field constitutes the body of the email that the tasked user will receive; it can be edited to suit requirements
Scroll down and click Create Task to finish
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, Skilled Groups, which is the preferred method to add skilled staff in the system when there are collections of documents that teams of users should read.