The Business Process record is based on the Business Process Program.The stages, tasks and approval details in these records are fully configurable from one program to another, which means you might have a process that has only one step or you might have a process that has a dozen steps.
1. First Stage: Process Overview
The first step is the only stage that is standard across all business process records. This stage contains an overview on the current progress of the record.
- Here you can adjust the start date of the process and assign responsibility of this record to someone. By default, the responsible name will be the person that has been assigned responsibility in the program.
2. Work your way through the stages
Each stage contains a number of tasks and possibly an approval workflow.
- Assign the responsibility of a stage to someone.
- If a task has documents associated with them, they can be previewed or downloaded.
- Tasks can be individually assigned and due dates set. You can use the report field to add notes, further directives, etc.
- Any number of file attachments or links can be added to the tasks. Files can be very useful for storing reports, drafts and working material. More importantly though, attached files allow you to link your task to other records within Safefood 360°. In this example it could attach a management review that is associated with that task.
- You can add more tasks even during the process
- If you use the approval workflow, the stage needs to be approved before the process moves to the next stage
Note: Unlike many other records in Safefood 360°, in the Business Process module you only need to complete the mandatory tasks to be able to proceed to the next stage.
3. Notice that all stages are editable all the time
This is the only module in Safefood 360° where subsequent workflow stages are editable even before the previous stages have been completed.
This allows you to adjust tasks, deadlines and responsibilities for later stages even before the process has proceeded there.
What if you can’t edit or view the record?
Sometimes when you open a record you might find it is gray and you cannot edit it. This is because the Business Process module has stricter privacy settings in place than other modules. If you are not mentioned in the process record as a process owner, stage owner, task responsible or the approver of a stage, you will not be able to see the content of the records.
Specific rules about editing Business Process records
Due to the nature of the Business Process module, there are specific restrictions in place on who is allowed to edit tasks, change tasks, change approvers, etc. Please study the above table for full breakdown of the different rights of the process stakeholders.