Enable PSMF Contributor Management

With the 26R3 release, SafetyDocs supports managing PSMF contributor reviews, providing centralized, automated verification of PSMF content ownership responsibilities and updates to document sharing settings between review cycles.

Prerequisite

Before you enable this feature, you must first enable PSMF Request Management.

Overview

To configure this feature in your Vault:

• Select a PSMF Contributor Role setting
• Update object lifecycles
• Update object layouts
• Configure custom sharing rules
• Configure custom permission sets
• Create the Finalize PSMF Contributor Review object workflow
• Add a user action to the PSMF Contributor Review Lifecycle to allow users to initiate the workflow
• Create a user action on the PSMF Binder Lifecycle document lifecycle
• Activate the standard PSMF Contributor Reviews sub-tab on the PSMF tab

Update Object Lifecycles

To update the PSMF Contributor Review Lifecycle:

• Add the standard PSMF Office role
• Edit role permissions as follows:
  • Read permissions for all lifecycle states
  • Edit and Delete permissions for the Active state
• Add user actions to the Active state as follows:
  • Condition Type: Select Always
  • Allow the following actions
    • Select Generate Contributor Tasks
      • Action Label: Enter Generate Contributor Tasks
    • Select Send Task Reminder to Contributors
      • Action Label: Enter Send Task Reminder to Contributors

To update the PSMF Contributor Review Task Lifecycle:

• Create the Cancelled lifecycle state
• Add the standard PSMF Office role
• Edit role permissions as follows:
  • Read permissions for all lifecycle states
  • Edit and Delete permissions for the Open state

Update Object Layouts

Copy the standard layouts for the following objects:

• PSMF Contributor Review
• PSMF Contributor Review Task

To the PSMF Contributor Review object layout, add the following fields to the bottom of the Details section:

• Exclude Annexes
• Exclude Generated Documents

Configure Custom Sharing Rules

To configure custom sharing rules:

1. Enable custom sharing rules for the following objects:
   • PSMF Contributor Review
   • PSMF Contributor Review Task
2. For each object, create a custom sharing rule with a Label as follows:
   • For PSMF Contributor Review, enter PSMF Office - Contributor Review
   • For PSMF Contributor Review Task, enter PSMF Office - Contributor Review Task
3. For each object, add a manual assignment to the custom sharing rule as follows:
   • Role: Select PSMF Office
   • Users & Groups: Select PSMF Coordination

Configure Custom Permission Sets

To configure permissions:

• Update the custom PSMF Contributor Actions permission set as follows:
  • Grant object permissions as follows:
    • Read permissions to the PSMF Contributor Review object
    • Read and Edit permissions to the PSMF Contributor Review Task object
      • View object control permissions to the PSMF Section/Group object control
  • Grant View tab permissions to the PSMF Contributor Reviews tab
• Update the custom PSMF Coordination Actions permission set as follows:
  • Grant object permissions as follows:
    • Read, Create, and Edit permissions to the PSMF Contributor Review object
    • Read, Create, Edit, and Delete permissions to the PSMF Contributor Review Task object
      • View object control permissions to the PSMF Section/Group object control
  • Grant View and Execute object action permissions for the following actions on the PSMF Contributor Review object:
    • Finalize PSMF Contributor Review
    • Generate Contributor Tasks
    • Send Task Reminder to Contributors
  • Grant View tab permissions to the PSMF Contributor Reviews tab

Create the Finalize PSMF Contributor Review Object Workflow

To create the Finalize PSMF Contributor Review object workflow:

1. Create an object workflow, populating fields as follows:
   • Label: Enter Finalize PSMF Contributor Review
   • Lifecycle: Select PSMF Contributor Review Lifecycle
2. Configure the following workflow steps:
   • Start
   • Task: Complete All Tasks
   • Decision: Tasks Complete?
   • Action: Finalize Contributor Review
   • SC: Complete
   • SC: Inactive
   • SC: Active
3. Activate the workflow.

Configure the Start Step

To configure the Start step, in the Next Steps field:

1. Remove the End step.
2. Select Create Step.
3. In the Create Step dialog, enter Task: Complete All Tasks in the Step Name field.

Configure the Task: Complete All Tasks Step

To define the Task: Complete All Tasks task step:

1. In the General Settings section, populate fields as follows:
   • Task Label: Enter Complete Tasks
   • Assign Task To: Select Workflow Owner
   • Instructions: Enter Review and complete all tasks for accuracy.
   • Task Requirement: Select Required
2. In the Prompts section, select the Prompt for Verdicts checkbox:
   • Verdict Label: Enter Tasks are complete
   • Select Add Verdict
   • Verdict Label: Enter Inactivate Review
3. For Next Steps, select Create Step, then enter Decision: Tasks Complete? for Step Name.

Configure the Decision: Tasks Complete? Step

To define the Decision: Tasks Complete? decision step, create rules as follows:

• Condition Type: Select All conditions are met
  • If: Select Task > Task: Complete All Tasks > all labels equal > Tasks are complete
    • then: Select Create Step
      • In the Create Step dialog, enter Action: Finalize Contributor Review in the Step Name field
  • Select Create Rule
  • If: Select Task > Task: Complete All Tasks > all labels equal > Inactivate Review
    • then: Select Create Step
      • In the Create Step dialog, enter SC: Inactive in the Step Name field
  • In the Else section, select Create Step for the then field
    • In the Create Step dialog, enter SC: Active in the Step Name field

Configure the Action: Finalize Contributor Review Step

To define the Action: Finalize Contributor Review system action step:

1. For System Action, select Finalize PSMF Contributor Review.
2. For Next Steps select Create Step, then enter SC: Complete for Step Name.

Configure the SC: Complete Action Step

To define the SC: Complete action step:

1. Create a rule as follows:
   • Condition Type: Select Always
     • perform actions: Select Change State
       • Lifecycle State: Select Complete
2. For Next Steps, select End.

Configure the SC: Inactive Action Step

To define the SC: Inactive action step:

1. Create a rule as follows:
   • Condition Type: Select Always
     • perform actions: Select Change State
       • Lifecycle State: Select Inactive
2. For Next Steps, select End.

Configure the SC: Active Action Step

To define the SC: Active action step:

1. Create a rule as follows:
   • Condition Type: Select Always
     • perform actions: Select Change State
       • Lifecycle State: Select Active
2. For Next Steps, select End.

Add a User Action to the PSMF Contributor Review Lifecycle

To allow users to initiate the Finalize PSMF Contributor Review workflow, add a user action to the Active state of the PSMF Contributor Review Lifecycle as follows:

• Condition Type: Select Always
  • Select Workflow > Finalize PSMF Contributor Review
    • Action Label: Enter Finalize PSMF Contributor Review

Create a User Action on the PSMF Binder Lifecycle

To update the PSMF Binder Lifecycle document lifecycle, create a user action on the Approved state as follows:

• Condition Type: Select Always
• Allow the following actions
  • Select Start PSMF Contributor Review
    • Action Label: Enter Start PSMF Contributor Review