Records

Records are part of the AODocs for Life Sciences Create package, which lets you manage document control, change management and training processes. Learn more about the AODocs for Life Sciences packages.

All Create processes are included in the AODocs for Life Sciences Grow package, which lets you manage CAPAs, Quality Events and Audits. Use the Grow tier to enrich and expand your quality management system with automated workflows and processes.

A Record is a document that serves as “proof of existence” of anything you want to keep a record of. You can create it in connection with business transactions or for compliance with legal requirements, for example.

This article describes how to create Records. You can also find information about the Record workflow and properties.

How do Training documents integrate with other AODocs for Life Sciences processes?
Create Training documents
          Training in progress
          Training complete
          Update Training documents
The Training workflow
Training properties

How do Records integrate with other AODocs for Life Sciences processes?

You can create standalone Records. You can also create Records as related items in Documents. The relation between the Document and a Record serves to indicate where the Document came from. At the end of the process, the relation between the Record and the Document is removed, but for historical purposes, a link to the Document is recorded in a property.


Create Records

Below is a description of how to create a Record. Each section corresponds to a different state in the workflow, corresponding to the lifecycle of a Record. Learn more: The Record workflow. You need to fill in properties throughout the workflow. You can consult the full list of Record properties.

Some properties are optional throughout the workflow. Others become mandatory during particular workflow states. You can fill in optional properties at any point.

New Record

1. As a member of the Collaborators group, either:

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Important: Don’t add existing Records as related items in your Document. You can only create new Records as related items.

An unsaved Record opens in the New Record workflow state.

2. In the unsaved Record, fill in the mandatory properties:

  • Record title
  • Record type

Learn more from AODocs: Edit custom properties.

3. Save your Record.

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When you save your Record:

  • it transitions to the Collaboration workflow state
  • the Record # property is filled in automatically with a reference number used to populate the title of your Record, along with the Record title property
  • the Document Owner property is filled in automatically with the email address of the person who created the Record – learn more: Record properties
  • if you created your Record as a related item from a Document, the relation between the two items is removed and the Template document property is populated with a link to the Document in which you initiated the Record – learn more: Record properties

Collaboration

When you save your Record, it transitions to the Collaboration workflow state.

During this state, edit the Record as required.

1. As a document owner, press the Collaboration button and select:

  • Collaboration complete: to transition your Record to the In approval workflow state. Use this option if you have made changes to your Record that need to be approved.
  • Approve: to transition your Record to the Approved state. Use this option if you are archiving an existing Record that doesn’t need to be approved.
  • Cancel: to transition your Record to the Cancelled state.

Note: If you select Cancel, you must leave a comment in the Perform Workflow Action pop-up.

2. If required, enter one or more approvers in the Approvers property.

Tip: Before selecting Collaboration complete and transitioning your Record to In approval, you’re recommended to define who the approvers are.

3. If required, enter the date you want the Record to be archived in the Date to archive property.

Learn more:

Learn more from AODocs: Edit custom properties.

4. If required, leave a comment in the Perform Workflow action pop-up. Then press Submit.

The workflow transitions to the In approval state or the Approved state, depending on which option you chose.

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In-approval

Your Record is now in the In approval workflow state. Learn more: The Record workflow.

During this stage, one or more approvers can check the Record and then approve it.

1. As an approver, press the In approval button and select:

  • Approve: to approve the Record and transition it to the Approved workflow state
  • Reject: to reject the Record and transition it back to the Collaboration workflow state

As a document owner, you can select Cancel to cancel the Record and transition it to the Cancelled workflow state.

Note: If there’s more than one approver defined, the Record:
– transitions to the Approved workflow state only when all approvers have approved the Record
– transitions to the Collaboration workflow state as soon as one approver rejects the Record

Note: If you select Reject or Cancel you must leave a comment in the Perform Workflow Action pop-up.

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Approved

Your Record is now in the Approved workflow state. Learn more: The Record workflow.

When your Record transitions to Approved, the Approved property is automatically filled in with the current date. Learn more: Record properties.

The Record remains in the Approved state until seven days before the date defined in the Date to archive property, when it transitions to the Pending archive workflow state.

Note: Document owners can fill in the Date to archive property in the Collaboration workflow state. Library administrators can fill in the Date to archive property at any point.

If the Record transitions to the Approved state within seven days of the date defined in the Date to archive property, the Record transitions directly to the Archived state as soon as the Record is approved.

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Cancelled

Your Record is in the Cancelled workflow state if a document owner selects Cancel in the Collaboration or In approval workflow state.

Note: Records can be cancelled by document owners only.

Important: When a Record has been cancelled, there are no workflow actions available to return it to an active workflow state. However, library administrators can force the Record to a different workflow state if required. Learn more from AODocs: Force workflow actions.

Pending archive

Your Record transitions from the Approved workflow state to the Pending archive state seven days before the date defined in the Date to archive property. It stays in Pending archive until the date to archive is reached. It then transitions automatically to the Archived state.

As a document owner, you may decide that you don’t want to archive your Record. In this case:

1. Remove the date from the Date to Archive property. Learn more from AODocs: Edit custom properties.

2. Press the Pending archive button and select Don’t archive.

3. If required, leave a comment in the Perform Workflow action pop-up. Then press Submit.

The workflow transitions back to the Approved state.

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Archived

Your Record transitions to the Archived workflow state on the date defined in the Date to archive property. The workflow of your Record is complete.

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The Record workflow

The workflow below shows the states involved in creating a Record.

Learn more about the properties that need to be filled in at each state.

Record_workflow.png

Record properties

Below is a list of the properties available throughout the process of creating a CR.

Section Property Description Mandatory at which state in the CAPA workflow?
Top level of list of properties Record #

Incremental reference number that is automatically generated and filled in. It’s used to populate the title of your Record (along with the value of Record Title) when you save it.

Note: If you change its value, it is overwritten with the automatically generated value.

N/A
  Record Title

Fill in the title manually. 

Populates the title of your Record when you save it (along with the value of Record #).

New Record

  Record Type Select from the list of Record types specific to your organization. Always optional
  Template document

Filled in automatically with a link to the Document if you initiated your Record from a Document as a related item.

Note: As soon as you save your Record, the two items are no longer related. There is a link to the Further, there is no link from the Document to the Record.

N/A 
  Record description Manually enter a description of your Record. Always optional
Users Document Owner

Owner of the process.

You can define one or more people.

Filled in automatically with the email of the person who created the Record.

If you enter a different name during the Record creation phase, it is replaced with your name (assuming you’re a member of the Collaborator’s group) when you save the Record. However, you can choose a different name or add other names once the Record has been created.

N/A 
  Collaborators

Anyone who is going to edit the Record.

Manually enter one or more people.

Always optional
  Approvers

The names of people who approve the Record and transition it from In approval to Approved.

Manually enter one or more people.

Always optional, but approvers must be defined to transition the Record from In approval to Approved.  
  Viewers

Not currently used.
This property is hidden, so only library administrators can see it.

Learn more from AODocs Configure custom property settings.

 
Dates Date approved

Automatically filled in with the date the Record is approved (from the Collaboration or In approval workflow state).

N/A
  Date to archive

Date the Record automatically transitions to Archived.

The Record transitions from Approved to Pending archive seven days before the date to archive.

If you enter a date within seven days of the current date, the Record transitions directly to Archived as soon as the Record is approved.

Always optional, but if not filled in, the Record remains in Approved indefinitely.

 

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