Review and approve documents

Document reviews allow supplier relationship managers, quality compliance managers, and manufacturing plant managers to collaborate with their internal locations and external Partners to review, evaluate, and approve documents. For example, a Manufacturer might need to review an audit report document or compliance report.

Add a document review

  1. Select a [Customer-defined APT Network] from the network drop-down in the header.
  2. Select a Team (e.g. your entire company or a Link to a specific Partner or internal location) in the header.
  3. Select a Process in the header:
    • Document Reviews - General

  4. Select the Go button in the header.

  5. Select the Add Document Review icon.
  6. Fill in the following fields in the General section:
    1. Document Review Summary field – Required. A brief description of the review (255 characters maximum).
    2. Priority drop-down – Required. The urgency with which the review must be completed:
      • Low – The document review is low priority.
      • Medium – The document review is medium priority.
      • High – The document review is high priority.
      • Critical – The document review is critical.
    3. Current Assignees at [Owner Name] field – Required. The users from the Owner assigned to take action on the review (defaults to Unassigned if not entered).
    4. Responsible Party at [Owner Name] field – The user from the Owner that is responsible for the review's resolution (defaults to Unassigned if not entered).

    5. Responsible Department at [Owner Company Short Name] field – The business area of the Owner company responsible for the review's resolution (defaults to the job function of the user adding the review, if available):

      • Business Development – The user responsible for resolving the review is part of a Business Development team.
      • Clinical Research – The user responsible for resolving the review is part of a Clinical Research team.
      • Contract Management – The user responsible for resolving the review is part of a Contract Management team.
      • Corporate Management – The user responsible for resolving the review is part of a Corporate Management team.
      • Customer Service – The user responsible for resolving the review is part of a Customer Service team.
      • Engineering – The user responsible for resolving the review is part of an Engineering team.
      • Information Technology – The user responsible for resolving the review is part of an Information  Technology (IT) team.
      • Operations – The user responsible for resolving the review is part of an Operations team.
      • Packaging – The user responsible for resolving the review is part of a Packaging team.
      • Production or Manufacturing – The user responsible for resolving the review is part of a Production team or Manufacturing team.
      • Project Management – The user responsible for resolving the review is part of a Project Management team.
      • Purchasing – The user responsible for resolving the review is part of a Purchasing team.
      • Quality Assurance, Control, or Validation – The user responsible for resolving the review is part of a Quality Assurance (QA) team, Control team, or Validation team.
      • Research, Development, or Formulation – The user responsible for resolving the review is part of a Research team, Development team, or Formulation team.
      • Sales or Marketing – The user responsible for resolving the review is part of a Sales team or Marketing team.
      • Supply Chain – The user responsible for resolving the review is part of a Supply Chain team.
    6. Description field – A detailed description of the review (5000 characters maximum).
    7. Initiating Company field – The company initiating the change request (i.e. the Owner or Partner company).
    8. Approval Due Date field – The date that the review must be approved by.
    9. Document Type field – The type of document being reviewed):
      1. Audit Report – The document is an audit report.
      2. Compliance Report – The document is a compliance report.
      3. Standard Operating Procedure – The document is a standard operating procedure (SOP).
      4. Quality Review – The document is a quality review.
      5. Partner Compliance Report – The document is a partner compliance report.
      6. Production Planning Document – The document is a production planning document.
      7. Implementation Plan – The document is an implementation plan.
      8. Material Quality Document – The document is related to the quality of materials.
      9. Supplier Certificate – The document is a supplier certificate.
      10. Label or Artwork – The document is a product label or artwork.
      11. Other Document Type – If selected, fill in the field that displays with the type of document being reviewed.

    10. Document field – Drag and drop a file to attach or select the browse link to search for the file. The file name must not exceed 250 characters, and only .doc, .txt, .csv, .jpeg, .png, and .pdf are supported.

  7. Fill in the following fields in the Partner section:
    1. Partner Company field – The name and identifier of the Partner company that the review is being submitted to. If a user at the Owner is adding the review, the Partner must exist in Master Data Exchange and be linked to the current network. If a Partner user is adding the review, this field displays the Partner company name.

    2. Responsible Party at Partner field – The user from the Partner that is responsible for the review's resolution (defaults to Unassigned if not entered).

    3. Responsible Department at Partner field – The business area of the Partner company responsible for the review's resolution (defaults to the job function of the Responsible Party at the Partner, if available):
      • Business Development – The user responsible for resolving the review is part of a Business Development team.
      • Clinical Research – The user responsible for resolving the review is part of a Clinical Research team.
      • Contract Management – The user responsible for resolving the review is part of a Contract Management team.
      • Corporate Management – The user responsible for resolving the review is part of a Corporate Management team.
      • Customer Service – The user responsible for resolving the review is part of a Customer Service team.
      • Engineering – The user responsible for resolving the review is part of an Engineering team.
      • Information Technology – The user responsible for resolving the review is part of an Information  Technology (IT) team.
      • Operations – The user responsible for resolving the review is part of an Operations team.
      • Packaging – The user responsible for resolving the review is part of a Packaging team.
      • Production or Manufacturing – The user responsible for resolving the review is part of a Production team or Manufacturing team.
      • Project Management – The user responsible for resolving the review is part of a Project Management team.
      • Purchasing – The user responsible for resolving the review is part of a Purchasing team.
      • Quality Assurance, Control, or Validation – The user responsible for resolving the review is part of a Quality Assurance (QA) team, Control team, or Validation team.
      • Research, Development, or Formulation – The user responsible for resolving the review is part of a Research team, Development team, or Formulation team.
      • Sales or Marketing – The user responsible for resolving the review is part of a Sales team or Marketing team.
      • Supply Chain – The user responsible for resolving the review is part of a Supply Chain team.

    4. Current Assignees at Partner field – The users from the Partner that are assigned to take an action on the review (defaults to Unassigned if not entered).

  8. Fill in the following fields in the Impact section:
    1. Impacted Products section – The products impacted by the document review:
      1. Item or Packaging Code field – The item code or packaging code of the product affected by the review, which must exist in the Owner's instance of Master Data Exchange.

      2. Lot Number field – The identifier for the lot of product that is associated with the review (255 characters maximum).

      3. Impacted Locations field – The name or identifier of the location associated with the review, which must exist in Master Data Exchange and be linked to the current network.

      4. Reference IDs field – The internal reference IDs used by the Owner or Partner's external system of record to identify the document review (72 characters maximum).

      Select the Add icon to add another row with the Item or Packaging Code, Lot Number, Impacted Locations, and Reference IDs fields displayed.
  9. Fill in the following fields in the Linked Processes section:

      Relationship field – The type of relationship the linked process has to the current document review:

      • Blocks – The linked process prevents the current document review’s resolution.
      • Blocked By – The current document review prevents the linked process's resolution.
      • Contains – The linked process is the parent of the current document review.
      • Contained By – The current document review is the parent of the linked process.
      • Dependent On – The linked process affects the current document review's resolution.
      • Dependency For – The current document review affects the linked process's resolution.
      • Relates To – The linked process is related to the current document review.
    1. ID or Summary field – The identifier or summary of another process related to the document review being added.
    Select the Add icon to add another linked process's Relationship and ID or Summary.
  10. Fill in the following fields in the Comments and Attachments section:
      Internal Only switch – Required. Indicates whether team members from the Partner company associated with the change request can view the comments and attachments:
      1. Yes – Only team members from the Owner can view the comments and attachments.
      2. No – (default) Team members from the Partner associated with the document review can view the comments and attachments.
    1. Comments field – Additional comments about the document review or explanations for the attachments (5000 characters maximum).
    2. Attachments field – Drag and drop a file to attach or select the browse link to search for the file. The file name must not exceed 250 characters. For a list of supported file types, see What file types can I include in an attachment
    Select the Add icon to add another row with the Internal Only, Comments, and Attachments fields displayed.

  11. Select Add.

    The document review is saved.

Modify a document review

When the user assigned as the Responsible Party or a Current Assignee is ready to begin reviewing the document, that user updates the status of the document review so that other users know the review is in progress.

If the document review's current Status is Closed, the review must be reopened.
  1. Select a [Customer-defined APT Network] from the network drop-down in the header.
  2. Select a Team (e.g. your entire company or a Link to a specific Partner or internal location) in the header.
  3. Select a Process in the header:
    • Document Reviews - General
  4. Select the Go button in the header.
  5. Click Search in the Do menu.
  6. Filter to find the document review.

  7. Select the Action icon in the row for the document review.

  8. Select View Review.
  9. Select In Review from the Status drop-down in the top right of the screen.

    The document review's Status is updated from To Do to In Review.

When the document is reviewed and the reviewers are ready to approve or reject the document, one of them can close the document review so that other users know the review is complete and whether it was approved or rejected.

  1. Select a [Customer-defined APT Network] from the network drop-down in the header.
  2. Select a Team (e.g. your entire company or a Link to a specific Partner or internal location) in the header.
  3. Select a Process in the header:
    • Document Reviews - General
  4. Select the Go button in the header.
  5. Click Search in the Do menu.
  6. Filter to find the document review.

  7. Select the Action icon in the row for the document review.

  8. Select View Review.
  9. Select Closed from the Status drop-down in the top right of the screen.
  10. Fill in the following fields in the Close Document Review [Document Review ID] panel:
    1. Resolution Type field – Required. The final outcome of the review:
      • Accepted – The document does not have any issues and the results of the document are accepted.
      • Rejected – The document is not acceptable and the results are rejected.
      • Not Applicable – The review was created in error or does not need to be completed anymore.
      • Other Resolution Type – If selected, fill in the text field that displays with the final outcome of the incident.
    2. Approver field – The person who approved the document, if different from the user closing the document review.
    3. Closing Statement field – Additional comments about the review's approval or rejection (500 characters maximum).
    4. Attachments field – Drag and drop a file to attach or select the browse link to search for the file. The file name must not exceed 250 characters. For a list of supported file types, see What file types can I include in an attachment
  11. Select Close in the Close Document Review [Document Review ID] panel.
  12. Select Close in the confirmation dialog box.

    The document review is closed by changing the Status to Closed.

If a document review is closed accidentally or the review needs additional work after closing, a user can reopen the document review.

  1. Select a [Customer-defined APT Network] from the network drop-down in the header.
  2. Select a Team (e.g. your entire company or a Link to a specific Partner or internal location) in the header.
  3. Select a Process in the header:
    • Document Reviews - General
  4. Select the Go button in the header.
  5. Click Search in the Do menu.
  6. Filter to find the document review.

  7. Select the Action icon in the row for the document review.

  8. Select View Review.
  9. Select In Review from the Status drop-down in the top right of the screen.
  10. Fill in the following fields in the Reopen Document Review [Document Review ID] panel:
    • Comments field – Captures any comments about reopening the document review (5000 characters maximum).
    • Attachments field – Drag and drop a file to attach or select the browse link to search for the file. The file name must not exceed 250 characters. For a list of supported file types, see What file types can I include in an attachment
  11. Select Reopen in the Reopen Document Review [Document Review ID] panel.

    The document review is reopened by changing the Status to In Review.

Monitor ongoing document reviews

Monitor document reviews at a high level to understand the state of all document reviews that you have access to. For example, supplier relationship managers might need to check on the document reviews from a specific Partner, or manufacturing site managers might need to monitor the document reviews for their site.

  1. Select a [Customer-defined APT Network] from the network drop-down in the header.
  2. Select a Team (e.g. your entire company or a Link to a specific Partner or internal location) in the header.
  3. Select a Process in the header:
    • Document Reviews - General
  4. Select the Go button in the header.

    View the cards in the dashboard, which display pre-defined queries to demonstrate the state of all document reviews at a high level. The labels on each card in the dashboard display a value as a link to the right. When selected, this link displays the table view of the document reviews, filtered to the selected value. For example, if the value for Critical Reviews is selected, the table view displays with a filter applied to show only document reviews with a Priority of Critical.

Summary card

A summary of all document reviews for the Network, Team, and Process selected in the header. A list displays on this card with the following values, based on whether the user is assigned a role with Expanded or Standard access:

  • Total Open Reviews – The number of document reviews with a Status of To Do or In Review.
  • Critical Reviews – The number of document reviews with a Priority of Critical.
  • No Activity This Week – The number of document reviews that have not been updated in the last 7 days.
  • Closed This Week – The number of document reviews that have been closed in the last 7 days.
  • Total Assigned To Me – The number of document reviews that are currently assigned to the user.
  • Critical Reviews – The number of document reviews with a Priority of Critical.
  • No Activity This Week – The number of document reviews that have not been updated in the last 7 days.
  • Closed This Week – The number of document reviews that have been closed in the last 7 days.

By Priority card

A view of all document reviews for the Network, Team, and Process selected in the header based on their Priority. A list displays on this card with the following values:

  • Critical – The number of document reviews with a Priority of Critical.
  • High – The number of document reviews with a Priority of High.
  • Medium – The number of document reviews with a Priority of Medium.
  • Low – The number of document reviews with a Priority of Low.

By Due Date card

A view of all document reviews for the Network, Team, and Process selected in the header based on their Resolution Due Date. A horizontal bar chart displays on this card with the following values:

  • Past Due – The number of document reviews that have not yet been closed with a due date prior to the current date.
  • This Week – The number of document reviews that have not yet been closed and are due within the next 7 days.
  • Next Week – The number of document reviews that have not yet been closed and are due in the next 7 to 14 days.
  • In 2 or More Weeks – The number of document reviews that have not yet been closed and are due in more than 14 days.

By Status card

A view of all document reviews for the Network, Team, and Process selected in the header based on their Status. A horizontal bar chart displays on this card with the following values:

  • To Do – The number of document reviews with a Status of To Do.
  • In Review – The number of document reviews with a Status of In Review.

By Partner card

Displays only for Expanded Access users from the Owner. A view of all document reviews for the Network, Team, and Process selected in the header based on the Partners associated with the highest number of reviews with a Status of To Do or In Review. A list displays on this card with the 5 Partners that have the most open reviews.

By Location card

Displays only for Expanded Access users from the Partner if the Process is Document Reviews - Quality or Document Reviews - General and for all users from the Owner and Partner for all document review processes. A view of all document reviews for the Network, Team, and Process selected in the header based on the locations associated with the highest number of reviews with a Status of To Do or In Review. A list displays on this card with the 5 locations that have the most open reviews.

  1. Select a [Customer-defined APT Network] from the network drop-down in the header.
  2. Select a Team (e.g. your entire company or a Link to a specific Partner or internal location) in the header.
  3. Select the Document Reviews - General Process in the header.
  4. Select a Process in the header:
    • Document Reviews - General
  5. Select the Go button in the header.
  6. Click Search in the Do menu.
  7. Fill in one or more of the following fields to filter the results:
    • Document Review ID field – The review's unique identifier.
    • Partner field – The name and identifier of the Partner company associated with the review.
    • Status drop-down – The status of the review:
      • All
      • To Do – The document is ready for review.
      • In Review – The document is currently being reviewed.
      • Closed – The review is complete and the document has been either approved or rejected.

  8. Select Show Additional Filters and fill in one or more of the following fields to further filter the results:

    • Summary field – A brief description of the review.
    • Priority drop-down – Required. The urgency with which the review must be completed:
      • Low – The document review is low priority.
      • Medium – The document review is medium priority.
      • High – The document review is high priority.
      • Critical – The document review is critical.
    • Approval Due Date field – The date that the review must be approved by.
    • Responsible Party field – The user from the Owner or Partner that is responsible for completing the review.
    • Current Assignee field – The users from the Owner or Partner company that are assigned to take an action on the review.
    • Transaction ID – The type of shipping document that is associated with a delivery involved with the review.
    • Current Assignees at Owner – The users from the Owner company that are assigned to take an action on the review.
    • Current Assignees at Partner – The users from the Partner company that are assigned to take an action on the review.
    • Responsible Party at Owner – The user from the Owner company that is responsible for the review's resolution.
    • Responsible Party at Partner – The user from the Partner company that is responsible for the review's resolution.
    • Responsible Department drop-down – The business area of the Owner or Partner company that is responsible for the review:
      • Business Development – The user responsible for resolving the review is part of a Business Development team.
      • Clinical Research – The user responsible for resolving the review is part of a Clinical Research team.
      • Contract Management – The user responsible for resolving the review is part of a Contract Management team.
      • Corporate Management – The user responsible for resolving the review is part of a Corporate Management team.
      • Customer Service – The user responsible for resolving the review is part of a Customer Service team.
      • Engineering – The user responsible for resolving the review is part of an Engineering team.
      • Information Technology – The user responsible for resolving the review is part of an Information  Technology (IT) team.
      • Operations – The user responsible for resolving the review is part of an Operations team.
      • Packaging – The user responsible for resolving the review is part of a Packaging team.
      • Production or Manufacturing – The user responsible for resolving the review is part of a Production team or Manufacturing team.
      • Project Management – The user responsible for resolving the review is part of a Project Management team.
      • Purchasing – The user responsible for resolving the review is part of a Purchasing team.
      • Quality Assurance, Control, or Validation – The user responsible for resolving the review is part of a Quality Assurance (QA) team, Control team, or Validation team.
      • Research, Development, or Formulation – The user responsible for resolving the review is part of a Research team, Development team, or Formulation team.
      • Sales or Marketing – The user responsible for resolving the review is part of a Sales team or Marketing team.
      • Supply Chain – The user responsible for resolving the review is part of a Supply Chain team.
    • Location field – The name or identifier of a location that is associated with the review (e.g. a Partner location, an impacted location).
    • Product field – The item code or packaging code of a product associated with the review (e.g. an impacted product).
    • Document Type field – The type of document being reviewed):
      1. Audit Report – The document is an audit report.
      2. Compliance Report – The document is a compliance report.
      3. Standard Operating Procedure – The document is a standard operating procedure (SOP).
      4. Quality Review – The document is a quality review.
      5. Partner Compliance Report – The document is a partner compliance report.
      6. Production Planning Document – The document is a production planning document.
      7. Implementation Plan – The document is an implementation plan.
      8. Material Quality Document – The document is related to the quality of materials.
      9. Supplier Certificate – The document is a supplier certificate.
      10. Label or Artwork – The document is a product label or artwork.
      11. Other Document Type – If selected, fill in the field that displays with the type of document being reviewed.
  9. Select Apply.

    The filtered results display in the table.

  1. Select a [Customer-defined APT Network] from the network drop-down in the header.
  2. Select a Team (e.g. your entire company or a Link to a specific Partner or internal location) in the header.
  3. Select a Process in the header:
    • Document Reviews - General
  4. Select the Go button in the header.
  5. Click Search in the Do menu.
  6. Filter to find the document review.

  7. Select the Action icon in the row for the document review.

  8. Select Follow or Unfollow.

    When selected, if you are currently not following the document review, you begin following the document review. If you are currently following the document review, you stop following the document review.

  1. Select a [Customer-defined APT Network] from the network drop-down in the header.
  2. Select a Team (e.g. your entire company or a Link to a specific Partner or internal location) in the header.
  3. Select a Process in the header:
    • Document Reviews - General
  4. Select the Go button in the header.
  5. Click Search in the Do menu.
  6. Filter to find the document review.

  7. Select the Action icon in the row for the document review.

  8. Select View Activity.

    View the previous actions taken on the document review, as well as who took the action and when.