Enable PSMF Periodic Reviews

Learn how to configure your Vault to support periodic reviews of PSMF content.

Last Updated

Note Beginning with 24R1 in April 2024 and for all subsequent releases, the new Vault Safety Help site is the official site for all Vault Safety Help content. This site reflects updates until the 23R3 release only. For the latest information, visit the new site.

About the Feature

In 23R2, Vault SafetyDocs supports the automatic triggering of periodic reviews of PSMF Content documents. You can configure your Vault to detect documents that are due for review and assign tasks to check if any updates need to be made. This feature provides an efficient way of ensuring your PSMF is regularly reviewed and updated to maintain compliance.

Complete the steps on this page to configure this feature in your Vault.

For more information, see the following pages:

Configure Page Layouts

Configure the following page layouts for PSMF Periodic Reviews:

PSMF Periodic Review Detail Page Layout
PSMF Document Review Detail Page Layout

Configure the PSMF Periodic Review Detail Page Layout

Complete the following steps to configure the page layout for PSMF Periodic Reviews:

  1. In Admin, go to Configuration > Objects > PSMF Periodic Review > Page Layouts.
  2. Configure the PSMF Periodic Review Detail Page Layout as shown below:
    PSMF Periodic Review Detail Page Layout
    PSMF Periodic Review Detail Page Layout
  3. Select Save.

Configure the PSMF Document Review Detail Page Layout

Complete the following steps to configure the page layout for PSMF Document Reviews:

  1. In Admin, go to Configuration > Objects > PSMF Document Review > Page Layouts.
  2. Configure the PSMF Document Review Detail Page Layout as shown below:
    PSMF Document Review Detail Page Layout
    PSMF Document Review Detail Page Layout
  3. Select Save.

Grant Permissions on the PSMF Actions Permission Set

Add security settings to grant access to the PSMF Periodic Review features. Use the following settings as a starting point, but configure access according to your business processes.

  1. In Admin, go to Configuration > Users & Groups > Permission Sets and select PSMF Actions.
  2. On the Objects tab, select Edit.
  3. Grant object permissions as shown in the following table, and then save the page:
    Objects Permissions
    PSMF Periodic Review Read, Create, Edit
    PSMF Document Review Read, Create, Edit, Delete
  4. On the Tabs tab, select Edit.
  5. For the Periodic Document Reviews tab, grant View permission and save the page.

Add the PSMF Periodic Review Workflow

Complete the following steps to set up a workflow to manage PSMF Periodic Reviews. Use these steps as a starting point, but configure your workflow according to your business processes:

  1. In Admin, go to Configuration > Workflows.
  2. Select Create and then select Object Workflow.
  3. In the Label field, enter “PSMF Periodic Review Workflow”.
  4. In the Lifecycle field, select PSMF Periodic Review Lifecycle.
  5. Select Save.
  6. In the Workflow Steps section, configure the workflow as shown below:
    PSMF Periodic Review Workflow
    PSMF Periodic Review Workflow
  7. In the Status field, select Make configuration active.

Configure Object Lifecycles

Object Lifecycles are managed through Admin > Configuration > Object Lifecycles > [Lifecycle].

Configure settings on the following object lifecycles for PSMF Periodic Reviews:

PSMF Periodic Review Lifecycle
PSMF Document Review Lifecycle

Configure Settings on the PSMF Periodic Review Lifecycle

In Admin, go to Configuration > Object Lifecycles > PSMF Periodic Review Lifecycle and complete the following steps:

1. Add the PSMF Office Role

  1. In the Roles section, select the Add Role (Add Role) icon.
  2. On the Search: Application Role window, add PSMF Office.
  3. Select OK.

2. Update Role Permissions

In the Roles section, select Edit to update the role permissions as follows:

PSMF Periodic Review Lifecycle Role Permissions
PSMF Periodic Review Lifecycle Role Permissions

3. Add a User Action to the New State

  1. In the States section, select New.
  2. In the User Actions section, select Edit.
  3. Select Create Rule and then configure the following rule:
    • Always > Workflow > PSMF Periodic Review Workflow
    • Action Label: Start Review
    User Action on the New State
    User Action on the New State

4. Add Entry Criteria to the Complete State

  1. In the States section, select Complete.
  2. In the Entry Criteria section, select Edit.
  3. Select Create Rule and then configure the following rule:
    • Always > State of Related Record > PSMF Document Reviews > All records equal > Complete
    Entry Criteria on the Complete State
    Entry Criteria on the Complete State

Configure Settings on the PSMF Document Review Lifecycle

In Admin, go to Configuration > Object Lifecycles > PSMF Document Review Lifecycle and complete the following steps:

1. Add the PSMF Office Role

  1. In the Roles section, select the Add Role (Add Role) icon.
  2. On the Search: Application Role window, add PSMF Office.
  3. Select OK.

2. Update Role Permissions

In the Roles section, select Edit to update the role permissions as follows:

PSMF Document Review Lifecycle Role Permissions
PSMF Document Review Lifecycle Role Permissions

Configure Custom Sharing Rules on Periodic Review Objects

Complete the steps below to configure Custom Sharing Rules on Periodic Review objects:

  1. In Admin, go to Configuration > Objects > PSMF Periodic Review.
  2. On the Details tab, select Edit and then select the Enable Custom Sharing Rules checkbox.
  3. When prompted, select Continue and save the page.
  4. In the Sharing Rules tab, select Create.
  5. In the Label field, enter a name for your rule and save the page.
  6. In the Roles section on the new custom rule page, select Add.
    The Add Manual Assignment window appears.
  7. In the Role field, select PSMF Office.
  8. In the Users and Groups field, select PSMF Coordination and save the page.
  9. Repeat steps 1 through 8 for the PSMF Document Review object.