Manage a participation

Once a participation has been created, the designated responsible persons receive an email with the basic information. From that moment on, you can review it, complete information, change its status, and respond to the notifier.

Information available on the detail screen

At the top, the fields Category, Title, Date, Description, Location description, Observations and proposed improvements, Responsible, Status, Approval date, and Closing date are displayed.

Through the different tabs you can consult and enrich the information:

• Scope: scope to which the participation belongs.
• Responses: registration of responses to the notifier.
• Attachments: manual attachments and those generated with the participation report.
• Responsibles: automatically assigned responsibles; you can add others.
• Notifier data: basic data of the person who registered the participation.
• Risk factors: create or link an existing risk factor.
• Reports: view the participation report or link others from the scope.
• Non-conformities / Opportunities: create or link existing records from the scope.
• Meetings: link the participation to a meeting/talk.
• SmartStatus: automatically generated alerts for this participation.

Assign the responsible person

The Responsible field must be filled in manually and only allows selecting people who are linked in the Responsibles tab.

Note

Although the Responsibles tab is filled in automatically, the Responsible field on the detail screen is not: there may be more than one responsible person for the same scope and you must explicitly choose who is in charge of the management.

Change the status

By default, when the participation is created, the status is Pending review. You can manually change it between the following values:

• Pending review: default status. No action has been taken yet.
• In progress: the participation is being managed.
• Approved: the participation is approved.
• Cancelled: the participation has been rejected.
• Closed: the participation has already been managed.

Send response to the notifier

1. Access the participation you want to respond to.
2. Go to the Responses tab and click New.
3. Fill in the Response section and indicate the Sending date.
4. Click Accept and then Save.
5. Click Operations → Send response to notifier.

Note

The notifier receives the email instantly. The date that appears in that email is the participation sending date, not the response sending date.

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Source: M-SO-20-12-01 «User manual – Leadership and employee participation», version 1, 08/09/2020.