As a manager or administrator of the platform, you have the ability to mark the Sign Offs that are assigned to users under you in the account hierarchy, as either passed, failed, or reverted back to the initial not signed off status. The instructions in this article may vary slightly, depending on your specific account group.
There are two main modes when marking Sign Offs for users: by Individual, and by Sign Off. Although they differ in purpose, their navigation is very similar.
A number of dropdowns are provided to help find the Sign Off or Individual you are looking to mark. The number of filters provided will differ depending on your account group.
Selecting an option in any one of these filters will reduce the number of options in the other filters, thereby making your search more precise. The final aim is to make a selection in the bottom right dropdown (this will either be Employee or Sign Off, depending on the current mode.
Below the filter dropdowns is a table that allows you to browse to the Sign Off or user that you're looking for. For the lowest-level managers, the table will usually immediately show the available Sign Offs or users, but for higher-level managers that look over more areas and locations, the table may initially show Countries or Areas. Simply click on these Country, Area, or Location names to navigate to the item you are looking for.
When completing by Sign Off, you may be required to first select an option in a dropdown, in situations where the table would be too large to show entirely.
Complete By Individual
This mode of marking Sign Offs is ideal when you are looking to mark many Sign Offs for a specific user.
For managers, 'Complete By Individual' is the default mode when entering the Sign Offs tool. Administrators will need to press thebutton at the top of the page to enter this mode.
You can find the individual by using the navigational methods described above. Once an individual has been selected, a list of all of their Sign Offs will appear, along with the current state of those Sign Offs.
From here, you can click on the name of a Sign Off or its Edit icon, to Update the Sign Off. You can also quickly update many of the Sign Offs displayed by pressing the button. See Bulk Signoff for more information.
Complete By Sign Off
This mode of marking Sign Offs is ideal when you are looking to mark a specific Sign Off for a many users.
To enter this mode, you will need to press thebutton at the top of the page.
You can find the Sign Off by using the navigational methods described above. Once a Sign Off has been selected, a list of all users targeted by the Sign Off will appear, along with the current state of those Sign Offs.
From here, you can click on the name of a user, or their Edit icon, to Update the Sign Off. You can also quickly update many of the Sign Offs displayed by pressing the button. See Bulk Signoff for more information.
Updating a Sign Off
After the Sign Off and user is selected, you will be able to update the status of the Sign Off, to either Not Signed Off, Pass, or Fail. On this page, you will also see the sections added to the Sign Off, usually describing the criteria under which the user should be assessed, before being signed off.
When setting the status of the Sign Off to Pass or Fail, you will get the option to set the date of the completion. This is defaulted to the current date, but you can change this date by clicking on it.
Comments and Attachments
On this page, you also have the opportunity to include comments or to attach multiple files. Simply click the icon under Attachment and a popup will appear, containing a text area for typing a comment, as well as an input button that allows you to choose a file for uploading (mouse over the information icon for allowed file types).
Once you have entered a comment and/or selected a file, press the button in the popup to save these changes.
After this page has been updated appropriately, press the button to save the change.
Setting a Reminder
You can set a reminder for a Sign Off when it is close to expiring by clicking the bell icon next to the Sign-Off.
You can customise the reminder options below:
- Name: Change the name of the reminder.
- Content: Change the content in the reminder notification.
- Date: Change the 'Date' you would like to be reminded of.
- Send Reminder: The number of days before that date, when the notification will be sent.
- Colour: Change the colour of the reminder on your calendar.
When thebutton is present, clicking it will allow you to update all the Sign Offs available on that page. The Bulk Signoff page is very similar in functionality to the Sign Off update page described above, but with the added convenience of being able to complete many Sign Offs at once.
After all the appropriate status updates have been made to the Sign Offs, press thebutton to save these changes.