Document Control Software:
Reviewing Document Change Request
This step involves the review of all change request items for a document and then
- Including or Rejecting the change item(s).
- Creating a draft copy of the released document
- Modifying the Approval List (if required)
- Creating a DCR and e-mailing the listed approvers.
To start the process the user will click on the Review of Proposed Changes / Create DCR icon on the DOC9000 Navigator.
After selecting a document for review a screen shows details on the document.
Incorporating or Rejecting Change Request items
This first thing to do is to decide which change items you want to include in the official DCR (Document Change Request). Then go towards the middle of the screen and check the Incorporate into DCR checkbox or the Reject Proposed Change checkbox.
If you 'incorporated' the change, nothing will happen - actually the item is marked for inclusion in a DCR. If, however, you rejected the item then a dialog box will come forward to get your reason for rejection. An e-mail will be sent to the requestor notifying them of the rejection.
The alternative method for adding the requested items to the next DCR is to click on the Add All Changes to DCR… button at the bottom left of the review screen. When you check on this button a confirmation dialog will appear.
Click on the OK button and all changes will be incorporated in the next DCR.
Creating a Draft Copy of the Released Document
Note: The user of the program has decision to make on the order of events in the document change process:
- The user can create a draft copy, make the requested changes to it and then create and distribute the DCR to all approvers and have the approvers approve the DCR and draft at the same time; or
- The user can just distribute the DCR and then after the approvers accept the proposed changes, the user can then make the actual changes to the draft copy.
We follow the first choice now. The following steps have to be made:
- Enter Draft Revision.
- Copy the document from Released directory to Draft directory.
- Enter Filename and extension for Draft Document
- Start editing the document file.
The final step is to create the Document Change Request and send an e-mail to Approvers for the change request.
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