The first step is the only stage that is standard across all business process records.

1. Here you can adjust the start date of the process and assign the responsibility of this record to someone. By default, the responsible name will be the person that has been assigned responsibility in the programme.
2. Here you can see an overview of the current progress of the record.
3. You can decide to cancel the process at any time by selecting the cancel process button. The record will move from the actions tab to the completed tab and will be labelled cancelled.

Each stage contains several tasks and possibly an approval workflow.

1. Assign the responsibility of a stage to someone.
2. If a task has a document associated with it you will see the document symbol here. Click to preview or download the document.
3. Tasks can be individually assigned and due dates set. You can use the report field to add notes, further directives, etc.
4. Any number of file attachments or links can be added to the tasks. Files can be very useful for storing reports, drafts, and working material. More importantly, though, attached files allow you to link your task to other records within Safefood360°. 
5. You can add more tasks even during the process.
6. If you use the approval workflow, the stage needs to be approved before the process moves to the next stage.

Tip: If you have been assigned an action, after you complete it you can quickly sign off by adding a comment to the report field and clicking under the completed by column opposite your task. Your name and the date will appear automatically saving you time.

This is the only module in Safefood360° where subsequent workflow stages are editable even before the previous stages have been completed.

This allows you to adjust tasks, deadlines and responsibilities for later stages even before the process has proceeded there. Note: Only the Process Owner or Stage Owner can make adjustments in advance.

Sometimes when you open a record you might find it is grey and you cannot edit it. This is because the Business Process module has stricter privacy settings in place than other modules. If you are not mentioned in the process record as a process owner, stage owner, responsible for an action/task, or the approver of a stage, you will not be able to see the content of the records.

Due to the nature of the Business Process module, there are specific restrictions in place on who is allowed to edit tasks, change tasks, change approvers, etc. Please study the above table for a full breakdown of the different rights of the process stakeholders.

There are 3 automatic email notifications built into Business Process records.

When an Action Owner is assigned an action with a deadline in an active stage, they will receive an automatic email notification letting them know the details of the action and the deadline it should be completed by.

When all actions in a stage have been completed i.e. the completed by and completed fields are filled in, a notification is sent to the Stage Approvers, along with the Stage Owner and overall Process Owner to let them know the stage is now ready for approval.

When a decision is made by all approvers in the approval workflow, a notification is sent to the Stage Owner and overall Process Owner to make them aware a decision has been made and if need can now progress the stage on.