Once you have created a version for a procedure, you will need to define the actual template of content for it. This documentation provides details on:
- Default first Group
- Name of Group
- Description of Group
- Column Header
- Add Column to Group
- Changing Value of Cell
- Adding Rows to Group
- Adding a new Group
- Changes Saved Automatically
- Draft Complete and Submit for Approval
Default First Group
When the procedure doesn’t use a template, the first version will contain one blank group by default. Use this group as a foundation to start documenting the structure and details for the procedure.
Name of Group
The name of the Group can be edited. Simply hover over the Group name and click on it. This will switch the element to an input that allows you to edit the value.
Simply change the value for the name of the Group. To save changes click the save icon or just click anywhere else on the page.
Learn more about Group Hierarchy via Numbering.
Once the updated name of the Group is saved, the element reverts from the inline editor back to text.
Description of Group
A description can also be added to a group. The description is optional. If it is not set, then when the version is viewed or ran as an Instance, then it will be hidden. If a value is set for the description, then it will be displayed to users viewing the Version or when an Instance of the Version is being run.
The value of the Description can be edited. Simply hover over the Description and click on it. This will switch the element to an input that allows you to edit the value.
Simply change the value for the Description. To save changes click the save icon or just click anywhere else on the page.
Once the value for the Description is saved, the element reverts from the inline editor to the specified text.
The header for each column can be edited. By default the one column that is added has type of Text. Learn more about: Column Types for Versions.
To change the name of a Column, hover over the header for the Column and click on it. This will switch the element to an input that allows you to edit the value.
A column can be deleted. To delete a column, hover of the header for the column and click the minus icon.
Simply change the value for the name of the Column. To save changes click the save icon or just click anywhere else on the page.
Once the value for the name of the Column is saved, the element reverts from the inline editor to the specified text.
Add Column to Group
Additional columns can be added to the group. There are several different types of columns and each provides unique functionality. Learn more about Column Types.
To add a new Column to a Group, to the right of the Group name, click the Add Column button. Then select the type of column you would like to add.
We have added another column with type of Text for the example. We are using the type of Text instead of Text Long because the length of text to be specified should generally be less than 100 characters. The name of the Column can be changed as shown in the example below.
After updating the name of the Column, save the changes by clicking on the save icon or any where else on the page.
Changing Value of Cell
You can edit the value for the cell in the column with type of Text by simply hovering over the cell and clicking on it. This will convert the text into an input that allows you to edit the value. By default, the cells for new columns have an empty value.
For the columns with type of Text, Text Long and Number, you will want to specify a value for each cell. If you leave the cell empty, then when the Version is viewed or ran as an Instance, the cell will be displayed as empty.
Adding Rows to Group
You can add an additional Row to the Group by clicking the Add Row button at the bottom of each Group. This creates a new Row and immediately allows values to be specified for the corresponding cells.
Simply input the value for each cell and then click the check icon next to it or simply click on the next input.
To save the value for the cell, click on the check icon next to it or click anywhere else on the page. Once the value is saved, the editor will convert back to displaying the value like shown below. As long as the Version is a Draft, the values for Text, Text Long and Number can be edited and edited multiple times.
Adding a new Group
To add a new Group to the Version, at the bottom of the page click the Add Group button.
This will add another empty group with a default column and one row. Continue to customize the Group by editing the values for the current items as well as adding more Rows and Columns.
Now that we have a second group with two rows, for this example, we are going to add a column with type of Checkbox.
When an Instance of this Version is run, the Checkbox column allows users to check the box based on the intended result. Or the user can leave the box unchecked.
While editing the Version, the checked box is merely an icon representing the functionality once an Instance of this Version is Run.
See example on creating a Group for Steps of a Procedure.
As you create the Version, the groups, columns, rows and their values are automatically saved. The Version remain as a Draft until you are ready for it to proceed to the next step of approval.
Draft Complete and Submit for Approval
Once you are done creating/updating the Version and ready for the procedure to be reviewed for approval, at the top of the page click the Submit for Approval button.
The status of the Version will be updated to Pending. Now another user with appropriate access can review the procedure. They can either approve the Version by clicking the Approve button or Reject it.
Learn more about Procedure Versioning.