The Version Edit Screen: Editing Workflows and Email Notification Settings

The Version Edit Screen - Editing Workflows and Email Notification Settings

Admin > Questions > Edit Version

Administrators can select a different workflow and email setting for each Version of the Question Set. These settings can be changed even when a question set/version is already in use for permits.

Available workflows and settings are:

  • Reject Permits
  • Suspend/Reinstate Permits
  • Extend Permits
  • Two-Stage Management Handback
  • Submit before Validation
  • Enable Sign-in
  • Add Spot Checks
  • View History
  • Send email notifications at Permit reject, approve, issue, handback and suspend/reinstate.

Administrators can also archive a version or mark it as ‘Under Development’ – both options prevent permits being created from this version.

The screenshot below shows the version number at the top and illustrates the workflow/email settings that may be available.

Enabling Reject, Suspend, Extend Permits, Two-Stage Management Hand-back, Submit-before-Validate Workflows.

Workflows are enabled for each individual version of the question sets:

  1. Select the correct version in the Version dropdown, then click the ‘Edit Version’ button. The Version Edit Screen opens.
  2. Tick the required options in the Workflow Settings box.

The Permit workflow for this version now includes the selected options.

Enabling Sign-In to Permits, Spot Checks and History

Sign-in, Spot Checks and History are enabled for each individual version of the question sets:

  1. Select the correct version in the Version dropdown, then click the ‘Edit Version’ button. The Version Edit Screen opens.
  2. Tick the required options in the Workflow Settings box.

Users can now sign-in to permits, add spot checks and view the permit’s history, if their user profile allows this.

Enabling Email Notifications throughout the Permit Workflow

  1. Select the correct version in the Version dropdown, then click the ‘Edit Version’ button. The Version Edit Screen opens.
  2. Tick the relevant options in the Email Settings box.

Email Distribution boxes are now included in the Reject / Approve / Issue / Handback / and Suspend/Reinstate screens of PTW.

Archiving Versions/Question Sets

  1. Click ‘Edit Version’, select the ‘Archived’ tick box at the bottom of the screen and save.
  2. The question set is now archived and can no longer be selected for creating permits.
  3. The ‘Archived’ tick box for this version is ticked on the Panels and Controls Screen.

Marking Versions/Question Sets as ‘Under Development’

  1. Click ‘Edit Version’, select the ‘Under Development’ tick box at the bottom of the screen and save.
  2. This version is now hidden, it does not appear as an option for selection when a new permit is created.

Making Versions/Question Sets available for Permit Creation

  1. If the version/question set is not available for selection at Permit creation, untick ‘Under Development’.
  2. The version becomes available for selection at permit creation, and permits can be created using this version/question set.
  3. The ‘Under Development’ tick box for this version is unticked on the Panels and Controls Screen.
The Panels and Controls Screen: Version status/control boxes & buttons
The Panel Order Screen: Changing the Order of Panels on a Permit