Edit, Review and Approve Process – Centro ASSIST Support Portal

This help article is split into five main sections. Click the links below to navigate to the relevant section:

Applicable to	Centro QMS/QMS Starter, Centro KMS
NOT applicable to	Centro ESSENTIALS

Tip

To edit, review and approve processes, a user must have one of the following permissions in the Centro system:

Process step editing
Process editing
Model Administration
Administration

System administrators can change permissions for different users by going to People > Users.

Open process

To open a process, access the Processes tab and click the Processes subtab, select the process you want to edit and click Open.

If you have opened a process that has no additional drafts waiting to be approved, published or deleted, a variety of editing options are available.

IMPORTANT

If the process already has a draft version (or a version that is awaiting approval/publication) please open this version to edit NOT the older published version.

Start editing

1. To access your editing options, click Start Editing.

2. A release management workflow appears. It gives you guidance for all the steps you need to take to publish a new version of your process. You can write a summary of what you intend to change. Click OK to start editing.

This makes a new draft version of your process and you can start editing the content.

Editing options

You can edit different parts of a process. The editing options available to you differ depending on the part of the process that you choose to edit.

Note: When editing a process there is a generated process map preview shown. This map preview shows the current state of the process and will be automatically re-generated whenever edits are saved. Users can click Hide Preview at any time to remove the preview.

1. Edit Sequence

This option allows to edit your process map. Use the different functions at the bottom to edit the map. This edit option allows you to:

Delete a step using Delete
Change the order of the steps using the arrows
Change the connections between steps and decision points using Connect to
Add a new step/decision

2. Edit Details

With this option, you can edit the core information about the process. This includes:

Field	Description
Process name	The title of the process.
Description	The introduction of the process. This appears at the process start point.
External reference identifier	An identification code/number for the item. This can be used if the item is being migrated from a different system or if a system of identifiers is required. This field is optional.
Relevant documents	Documents that are related to the process. These documents must first be uploaded to the Centro ASSIST web app.
Managing Business Unit	The Business Unit that needs access to this piece of content (applies only if you have Business Units implemented, see Business Unit Basics for more information)
Governing policies	Policies or policy sections related to the process.
Governing regulations	Regulations related to the process.
Related risks	Risks related to the process (only applicable for customers with risks and controls enabled)
Related controls	Controls related to the process (only applicable for customers with risks and controls enabled)
Summary	This is the short description that appears in the browsing menu.
Roles this is relevant to	Roles that have duties within the process.
Category	The group to which the process belongs.
Required reading (for customers with Attestation only)	Tick this box to make this item required reading for all roles to which the item is relevant.
Keywords for 'Search'	Keywords that, when searched in the Centro web app, will make the item come up in search results.
Remove from view	Tick the box to hide the item. This will make the item only visible to users with Administrator permissions. Hidden items will: not shown in lists not shown as a related item on any other items. not accessible by URL (will show item not found message) not shown in any downloadable report.

Click Save when you are done editing to commit the changes.

3. Edit Step

By using this option, you can change information about each process step. This includes:

Field	Description
Type	You can make this section either a step or a decision point. Please note: the first step cannot be a decision point.
Name	The title of the step.
Description	The instructions for completing the step.
Performed by	Roles, organisations and/or people that are responsible for the step.
Interacting with	Secondary roles that are involved in executing the step
Work instructions	If you have this enabled, you can attach further instructions to the step.
Documents used in step	Documents that are relevant to this step.
Governing policies	Policies that link to the process step.
Governing regulations	Regulations that link to the process step.
Related risks	Risks related to the process (only applicable for customers with risks and controls enabled)
Related controls	Controls related to the process (only applicable for customers with risks and controls enabled)

Click Save when you are done editing to commit the changes.

4. Edit Decision

With this option, you can edit the decision prompt. Click Save when you are done to commit the changes.

5. Version

You can edit the version control information for the process.

Access the Version subtab and click Edit.

Make the necessary changes. When editing Version you can add/edit:

which user approved the process
the date on which the process was approved
summary of previous content changes
the date of next review.

Click Save to commit changes.

Finding editing options

Please note that the location of your editing options depend on how you have chosen to view your process.

View a process

Once you have selected a process, you can navigate the tabs to view it in different ways.

1.Step-by-step

Step-by-step tab allows you to navigate each step of your process in an interactive way. You can use the navigation bar on the left to view the steps in any order or click the arrow at the bottom of the step you are currently viewing to proceed to the next step.

When you are viewing a step, the editing options, are located as shown:

When you view one of the steps, you will also get the option to view edit a step. If the step is followed by a decision point (as shown below), you will also get the option to edit a decision point.

2.All steps

By using All Steps, you can view your whole process on a single page. All relevant editing options will be located on the right side.

3.Map

Map allows you to view your process as a map. You can click on each step to view more details about the step, including the instructions.

The editing options are located on the upper right side. You can also use the icons next to the editing options to view the map horizontally or vertically.

Approve and publish new process version

Once you have completed all changes you need to approve your process and confirm publication.

1. Click Finish All Editing.

2. The release management workflow appears. Write a summary of what was changed and click Finish all editing. The new process version is now ready to be approved.

3. If you agree with all the changes, click Approval to approve a new process version. You have the option to either approve the process or revert it to a draft.

4. When you click Approve, a release management workflow appears. You can edit the summary of what you changed. You also have the option to select who approved the item, the date on which it was approved as well as the next review date. Click Approve to confirm changes.

5. After you have approved the new process version, it will be marked ‘Ready to Publish’. You can now publish it as the latest version of that process. You also have the option to revert the process to a draft.

Tip

If the updated process is part of a larger release (i.e. a release with multiple content updates), leave it marked ‘Ready to Publish’. When you are ready, you can publish it at the same time as your other content updates by accessing the Home tab and clicking Manage Changes. Please see the guide titled Publish multiple changes (in one release) for more information.

6. To publish the new process version, click Publishing. At this stage, you can still revert the process to a draft to make further changes. When you have finished all editing, click Publish Immediately.

7.When you confirm publication, a release management workflow appears. You have the option to edit the summary of what was changed. Click Continue to publish the new process version.

8. The release label and notes windows will appear. Write official release notes about the new process version.You can edit the release notes later if required.

Field	Description
Label this release	The official name of this release.
Release notes	Details about what updates you have made.
Post a news item about this when the items are published	If selected, you can post a news item on the Home tab to notify users about your content changes.
News item title	Title of the news item that will appear in the Home tab.
News message	The message that will appear under the news item title.
Include link in release summary	If selected, this option will allow you to include a link to the release notes for the item.
Email all users when this News Item is published	If selected, all web app users in your organisation (provided they have activated their account) will receive an email notification about the release at 5:30 am AEDT/AEST the following day.

9. Click Publish to officially release the new process version. You will receive confirmation when the item is published. It is now visible to all users.