This help article is split into four sections. Click the links below to navigate to the relevant section:
Add new process | Add new process step | Add and connect new process decision point |Approve and publish new process |
| Applicable to | Centro QMS/QMS Starter, Centro KMS |
| NOT applicable to | Centro ESSENTIALS |
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Tip |
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To create and publish processes, a user must have one of the following permissions in the Centro system:
System administrators can change permissions for different users by going to People > Users. |
Add new process
1. Access the Processes tab and click the Processes subtab.
2. Click Add New Process.
3. A release management workflow appears. Click OK to access edit mode.
4. Complete all the relevant fields in edit mode.
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Field |
Description |
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Process name |
The title of the process. |
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Description |
The introduction of the process. This appears at the process start point. |
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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. |
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Relevant documents |
Documents that are related to the process. These documents must first be uploaded to the Centro ASSIST web app. |
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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) |
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Governing policies |
Policies or policy sections related to the process. |
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Governing regulations |
Regulations related to the process. |
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Related risks |
Risks related to the process (only applicable for customers with risks and controls enabled) |
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Related controls |
Controls related to the process (only applicable for customers with risks and controls enabled) |
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Summary |
This is the short description that appears in the browsing menu. |
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Roles this is relevant to |
Roles that have duties within the process. |
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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:
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Tip |
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If you assign a role to a process, only users that have been assigned this role in the web app will be able to see it in the Browse menu. All other users can still see it in the list view. |
5. When you are finished editing, click Save to commit to changes.
Add new process step
1. In the editing interface, click Edit Sequence.
4. Click Add new Step/Decision.
5. Complete all the relevant fields in edit mode.
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Field |
Description |
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Type |
You can make this section either a step or a decision point. Please note: the first step cannot be a decision point. |
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Name |
The title of the step. |
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Description |
The instructions for completing the step. |
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Performed by |
Roles, organisations and/or people that are responsible for the step. |
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Interacting with |
Secondary roles that are involved in executing the step |
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Work instructions |
If you have this enabled, you can attach further instructions to the step. |
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Documents used in step |
Documents that are relevant to this step. |
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Governing policies |
Policies that link to the process step. |
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Governing regulations |
Regulations that link to the process step. |
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Related risks |
Risks related to the process (only applicable for customers with risks and controls enabled) |
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Related controls |
Controls related to the process (only applicable for customers with risks and controls enabled) |
6. Once you have completed the step, click Save to commit the changes.
7. Your step should now appear on the process sequence menu.
Add and connect new process decision point
1. Access the Processes tab and click the Processes subtab.
2. Select the draft process you want to edit and click Open.
3. Click Edit Sequence.
4. Click Add new Step/Decision.
5. Check Decision.
6. Write the decision prompt. A decision prompt is usually a question that the user will have to answer. Click Save when you are finished. The decision point will now be added to your process map.
7. To connect a decision point to an option, make sure you first create all the steps to which each option will be connected. Select the decision point and click Connect to.
8. Click Select to connect a decision point to an outcome (i.e. process step).
9. Pick the relevant step and click Select.
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Tip |
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You can also connect a decision point to the end of the process if required. |
10. Create a Choice label of the connection. Consider: What answer would the user need to provide to proceed to the chosen outcome? The answer is your Choice label.
11. Repeat steps 9-11 for each subsequent connection.
12. If you want to make more than two connections, click Add new choice to make additional connections.
13. When you are finished connecting the decision point, click Save to commit the changes.
Approve and publish new process
Once you have made all additions, you need to approve it before it is visible to all web app users in your organisation.
1. Click Finish All Editing.
2. A release management workflow appears. Write a summary of what you changed and click Finish All Editing. The new process is now ready to be approved.
3. If you agree with all the changes, approve the new process by clicking Approval. You have the option to either approve the process or revert it to a draft (if you need to continue editing).
4. Click Approve and a release management workflow appears. You can edit the summary of what was 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. The process is now be marked ‘Ready to Publish’.
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Tip |
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As with other aspects of web app content, you can edit version control information for policies, processes, documents and work instructions (if work instructions are activated for your organisation). See guide about editing the relevant content type for more information (e.g. Edit, Review and Approve Process). |
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If the new 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. |
5. Click Publishing to officially publish the process. You have the option to revert the process to a draft if required. Click Publish immediately to proceed with publication.
6. When you confirm publication, a release management workflow appears. You have the option to edit the summary of what you changed. Click Continue to publish the new process.
7. The release label and notes window appears. Write official release notes about the new process. You can edit the release notes later if required.
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Field |
Description |
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Label this release |
The official name of this release. |
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Release notes |
Details about what updates you have made. |
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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. |
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News item title |
Title of the news item that will appear in the Home tab. |
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News message |
The message that will appear under the news item title. |
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Include link in release summary |
If selected, this option will allow you to include a link to the release notes for the item. |
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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. |
8. Click Publish to officially release the new process. You will receive confirmation when the item is published.