Learn how to maintain an up-to-date PSMF by setting up automatic reviews of PSMF documents.
Note: Depending on your Admin’s configuration, object, field, and section labels, lifecycle states, and workflows may differ from the general information on this page. Refer to your organization’s business processes for guidance.
About PSMF Periodic Reviews
Regularly reviewing and updating PSMF documents is essential for continued compliance with regulatory requirements, and is also aligned with the PSMF’s purpose as a “living document”. Vault SafetyDocs supports scheduling automatic reviews of PSMF documents to ensure they are regularly updated. For each document that requires a review, a task is created and assigned to the document owner, who can then determine if the document requires changes and take the necessary next steps.
Conducting these reviews automatically in your Vault is an efficient way of ensuring that your PSMF is always compliant and up-to-date.
The following points outline the PSMF Periodic Review process:
- Admins complete a one-time setup of the PSMF Periodic Review Job in Vault. This job reviews PSMF documents every month on the scheduled date and time.
- A PSMF Periodic Review record is created each time the job runs.
- The job detects any steady state documents with the PSMF Content subtype that have a Next Review Date in the coming month. For each of these documents, a PSMF Document Review is added to the PSMF Periodic Review record for that month.
- A review task is assigned to the owner of each document.
- The assigned user completes the review. Based on the outcome of this review, the following actions take place:
- If no changes are needed, the document’s Last Review Date is set to the current date, and its Next Review Date is set based on the specified Review Frequency.
- If minor or major changes are needed, a new draft of the document is automatically created so that the changes can be drafted. A new entry is also added to the PSMF logbook.
Note: Documents classified as PSMF Generated Report with Report Generation Type: Periodic are also included in the PSMF Periodic Review job. Each time the job runs, new versions of these documents are generated from their associated reports. For each new version, a PSMF Document Review is added to the PSMF Periodic Review record, and a review task is assigned to the document owner. For more information, see Generate PSMF Documents from Vault Reports.
Note: Obsolete PSMF Documents are not included in the PSMF Periodic Review job. Depending on your Admin’s configuration, obsolete documents can be in any lifecycle state that is associated with the Obsolete state type.
Go through the information on this page to learn how to manage your PSMF Periodic Reviews.
Prerequisites
Before setting up periodic reviews in your Vault, you must ensure the following prerequisites have been met:
- Your Admin must configure all the steps for this feature before it can be used. See Enable PSMF Periodic Reviews for more information.
- Your Admin must schedule a job in your Vault to ensure that the system conducts periodic reviews according to your organization’s requirements. See Configure the PSMF Periodic Review Job for more information.
PSMF Content Subtype for PSMF Documents
When uploading a document with the PSMF Content subtype, the following fields determine when it needs to be included in periodic reviews:
| Field | Description |
|---|---|
| Review Frequency | Select the frequency at which the document should be reviewed. The available options are:
|
| Last Review Date | The system populates this field with the current date in the following situations:
|
| Next Review Date | The system populates this field by calculating the Last Review Date + an appropriate amount of time according to the specified Review Frequency. |
To learn about other subtypes and classifications of PSMF Documents, see Working with PSMF Documents.
Create a PSMF Periodic Review
Every time the periodic review job runs, a PSMF Periodic Review is automatically created.
If needed, you can also create a PSMF Periodic Review outside of the scheduled job. For example, if an inspection is coming up, an ad-hoc PSMF Periodic Review can be created to review any related documents.
To create an ad-hoc PSMF Periodic Review, go to PSMF > Periodic Document Reviews and select Create.
Complete the fields as detailed below and select Save:
| Field | Description |
|---|---|
| Name | The system populates this field based on the periodic review conducted. |
| Description | Enter a description for the periodic review.
This field supports up to 1,500 characters. If the review has been created as a result of the PSMF Periodic Review job, the system populates this field. |
| Due Date | Enter the date by which all the documents within this review should be updated.
Use the calendar to select the date or enter the date manually. If the review has been created as a result of the PSMF Periodic Review job, the system sets this date to the last Friday of the current month. |
| Review Type | Select Periodic or Ad-Hoc.
If the review has been created as a result of the PSMF Periodic Review job, the system selects Periodic. |
Result
A PSMF Periodic Review is created. PSMF Document Reviews can now be added to it automatically if the review is periodic, or manually if it is ad-hoc.
Create a PSMF Document Review
For every document that is detected for review in the periodic review job, a PSMF Document Review is automatically added to the respective PSMF Periodic Review record.
Similar to PSMF Periodic Reviews, PSMF Document Reviews can also be created outside of the periodic review job, as needed.
Complete the following steps to add a document to a PSMF Periodic Review:
- Go to PSMF > Periodic Document Reviews.
- Select the relevant PSMF Periodic Review.
- In the PSMF Document Review section, select Create.
- Complete the fields as detailed below and select Save.
| Field | Description |
|---|---|
| Name | The system populates this field based on the related document and the periodic review in which it was detected. |
| Description | Enter a description for the periodic review.
This field supports up to 500 characters. |
| Assigned To | Select the user to whom the review task should be assigned.
If the review has been created as a result of the PSMF Periodic Review job, the system populates this field with the Document Owner. |
| Due Date | Enter the date by which this document should be reviewed and approved.
Use the calendar to select the date or enter the date manually. |
| Complete | When the document review has been completed, select Yes.
Until then, leave this field blank. |
| Completion Date | Enter the date on which the document was reviewed and approved.
Use the calendar to select the date or enter the date manually. |
| Document to Review | Select the relevant document from the picklist or select the binoculars icon to use filters and refine your search.
If the document review has been created as a result of the PSMF Periodic Review job, the system populates this field with the relevant document. |
| Version | The system populates this field with the latest version of the document to be reviewed. To change this selection, select a different version from the picklist. |
| Periodic Review | The system populates this field with the name of the periodic review in which this document was detected. |
| Review Outcome | When the document has been reviewed, select the appropriate outcome. The available options include:
|
| Review Rationale | When the document has been reviewed, enter additional details explaining the review outcome.
This field supports up to 5000 characters. |
Result
A PSMF Document Review is created. A review task is assigned to the user selected in the Assigned To field.
Review a PSMF Document
When a PSMF Document Review is created, the owner of the related document is assigned a task in Vault to review and approve it.
This user can review the associated document and select a Review Outcome on the respective PSMF Document Review.
The following sections describe the results of each outcome:
Note: For documents classified as PSMF Generated Report, the only applicable outcome is No changes needed. Selecting any other outcome will result in an error. If you encounter issues with this step, ensure that the report from which you are generating the document is correct, and then manually generate the document before completing the review task.
For more information, see Generate PSMF Documents from Vault Reports.
No Changes Needed
When an outcome of No changes needed is selected, the following actions take place:
- The document’s Last Review Date is set to the current date.
- The document’s Next Review Date is set by calculating the Last Review Date + an appropriate amount of time according to the specified Review Frequency.
- The document’s lifecycle state remains unchanged.
Note: Documents classified as PSMF Generated Report with the Report Generation Type: Periodic are reviewed every month, regardless of Last Review Dates.
Minor Changes Needed or Major Changes Needed
When an outcome of Minor changes needed or Major changes needed is selected, the following actions take place:
- A new draft of the document is created so that changes can be drafted.
- A new entry is added to the PSMF Logbook, where the system populates the following fields with information from the respective PSMF Document Review:
- User Making Change: The user selected in the Assigned to field.
- Document to Review: The latest version of the document being reviewed.
- Summary of Changes: The text entered in the Review Rationale field.
- Once the changes have been made and the document enters the Approved state, the system sets the Next Review Date by calculating the Last Review Date + an appropriate amount of time according to the specified Review Frequency.
Unable to Review
When an outcome of Unable to review is selected, the system takes no action.