To edit, review and approve work instructions, a user must have one of the following permissions in Connect:

• Process editing
• Model Administration
• Administration

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

This article includes the following topics:

1. Add new work instruction
2. Edit work instruction
3. Approve and Publish work instruction
4. Delete work instruction

 

1. Add new work instruction

1.1 Access the Operations tab and click on the Work Instructions sub-tab

 

1.2 Click Add New Work Instruction. A release management workflow appears. Write a summary of what you plan to create and click OK to start editing. 

*Image is for illustrative purposes only. Menu bar options vary based on your permissions or organisation's subscription .

 

1.3 Fill out all relevant sections in the work instruction overview. Click Save to commit changes.  

 

Field	Description
Work Instruction name	The title of the work instruction.
Description	The content of the work instruction.
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.
Related Documents	Documents and legislation related to the work instructions.
Summary	A short overview of the work instructions.
Roles this is relevant to	Roles to which this work instruction applies.
Category	The category to which the work instruction 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 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.

 

1.4 Add content to the work instruction. You can add a section as well as edit the section number, title, and order. Write content in each section. Click Save to commit changes.  

 

2. Edit work instruction

2.1 Click on the work instruction you wish to edit to open it.

Please note: If the work instruction already has a draft version (or a version that is awaiting approval/publication), please open this version to edit and not the older published version.

 

2.2 When open, click Start Editing to activate edit mode. If the work instruction is already marked 'Awaiting Approval' or 'Ready to Publish', open it and revert it to a draft. Once the work instruction is marked 'Draft' you can make your changes.  

 

2.3 Your release management workflow appears. Write a summary of what you intend to change (you can edit this summary later) and click OK to start editing the work instruction. 

 

2.4 Click Edit and make your required changes. You can edit the section number, title, and order. Write content in each section. 

If required, you can also edit version control information. Access the Version subtab and click Edit. When editing Version you can add/edit:

• which user approved the work instruction
• the date on which the work instruction was approved
• summary of previous content changes
• the date of the next review.

 

2.5 Click Save to commit all changes. Your work instructions are saved as a draft. We recommend that you make all your changes when the work instruction is in a draft state. You can move to the approval stage after you have made all intended changes. 

 

3. Approve and Publish work instruction

3.1 When you are ready to approve and publish a work instruction, open it and click Finish All Editing. 

 

3.2 Your release management workflow appears. Write a summary about your work instructions (e.g. reasons for adding the work instructions) and click Finish All Editing. 

 

3.3 Your work instruction is now marked ‘Awaiting Approval’. Click Approval to view your options. You can revert the work instruction to a draft if you want to make further changes. Click Approve when you are ready to publish your changes.

 

3.4 Your release management workflow appears. If required, edit your summary. 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 move to the publishing stage. 

 

3.5 Your work instruction is now marked ‘Ready to Publish’. 

TIP: If the work instruction 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.

 

3.6 Click Publishing to view your options. You can revert the work instruction to a draft if you want to make further changes. Click Publish Immediately when you are ready to publish your changes. 

 

3.7 Your release management workflow appears. If required, edit your summary and click Continue to move to the next stage. 

 

3.8 The release notes window appears. Write official release notes about the new work instruction or work instruction update. 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.

 

3.9 Click Publish to officially release the work instruction. You will receive a confirmation when the item is published on the system.  

 

4. Delete work instruction

Deletion within release management is subject to a workflow similar to that which determines content editing and creation. 

4.1 Access the Operations tab and click on the Work Instructions subtab. 

*Image is for illustrative purposes only. Menu bar options vary based on your permissions or organisation's subscription .

 

IMPORTANT: You cannot delete a published work instruction if it has a duplicate that is: in a DRAFT state, AWAITING APPROVAL, marked as READY TO PUBLISH, already in the process of deletion

 

4.2 Click on the work instruction you would like to delete and then select Delete. 

Your release management workflow appears. The deletion needs to go through an approval process.

 

NOTE: If the work instruction is in a draft state (i.e. marked 'Draft', 'Awaiting Approval' or 'Ready to Publish'), clicking Delete removes it without activating the deletion workflow.

 

4.3 Write a summary of why the item is to be deleted and click OK. 

 

4.4 The work instruction is now marked ‘Awaiting Delete Approval’. Click on the work instruction in the list view to open and approve it. 

 

4.5 Once the work instruction is open, click Approval. You have the option to approve the deletion or revert it (so that it is not deleted). 

 

4.6 Once you click Approve Deletion, your release management workflow appears. You can edit your summary of why the item should be deleted. You also have the option to select who approved the deletion, the date on which it was approved. Click Approve. 

 

4.7 The work instruction is now marked ‘Delete on Publish’. 

TIP: If the work instruction is part of a larger release (i.e. a release with multiple content updates), leave it marked ‘Delete on 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.

 

4.8 To finalise your deletion, click Publishing. You have the option to delete immediately or to revert the deletion.   

 

WARNING: You cannot recover a work instruction once it has been deleted.

 

4.9 Click Delete Immediately and your release management workflow appears. If required, edit your summary of why the item should be deleted and click Continue.  

 

4.10 A release label and notes window appears and you have the option to write official release notes about the deletion. 

 

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.

 

4.11 Click Publish to confirm the deletion.