Adding Document Roles

Certification information such as how long a person has to complete the requirement, what tasks must be completed in order to obtain certification, and whether refresher training and retakes are required default from the requirement record type and can be edited from the requirement record (Document).

The configurations in the previous topics apply to any roles that are assigned to the Document record as a default; however, if needed, each role can be assigned their own policies regarding how employees who have that role must fulfill the document requirement.

In the document tree on the left side of the Document record:
If the document is in Inworks status, click the Requirement Changes link. Then click the Change Requirement button > Add button.
If the document is in Current status, click the Certification Information link. Then click Action > Add.
Enter information in the following fields:

Field	Description
Role	Zoom to select all the roles that will require certification for this document.
Role Specific	This options specifies the following: If set to No, this requirement will inherit whichever certification information and checklists, configured within the requirement record (Document record). If set to Yes, this requirement will inherit certification information, checklists, and assessment from role. If set to Policy only, this requirement will inherit certification information from the role and checklist and assessment information from the document. If set to Yes or Policy Only, a + icon will display next to the requirements indicating that role specific policies have been enabled. The following options will display specific to the role for: Initial Certification Revision Certification Refresher Certification NOTE: View the available options in Editing Document Certification Information.
Must Have	If checked for this role, then this document must be fulfilled by any Person who has this role and cannot be deactivated from the Person's record. If unchecked, then any Person who has this role must fulfill the document; however, it is considered an Ad Hoc requirement and, if needed, the document can be removed from the Person's record any time if it is no longer a requirement. Also, if Must Have is checked, the Person Certification Status will remain Inworks or Expired until all Must Have requirements are fulfilled.
Activate Now	If checked, all Persons who have the roles selected above, are updated immediately upon saving the record, that they must fulfill this document requirement (document MUST be activated).
Activate on Prerelease	If checked, the role will be activated only when the document has been activated (once the document has been Prereleased).
Activate on Date	Indicate the date the role will be activated (if you are not using either of the above two options).
Complete within Duration Days	The number of days allowed for completion of the requirement. If not specified, the completion date is the day the requirement is associated with the Person record.
Deactivate On Release	This field is only used when new document revisions are created and you want to remove a role that transferred from a previous revision of the document to the new one. See Deactivating Document Roles for additional information.
Revision Certification Required	If this checkbox is checked, revision certification is required.
Refresher Certification Required	If this checkbox is checked, a refresher certification is required.

Click the Save button.