Sign-off Management
The purpose of the Sign-off Management feature in Smart Inspection is to simplify and optimize the approval process during inspections. With this feature, users can easily review and approve inspection reports within the system, ensuring that every inspection item is properly verified and recorded. This feature also automatically tracks the sign-off status, reducing manual management errors and improving overall operational efficiency.
- To use the approval management feature, please go to the Smart Inspection web management platform and complete the following settings in order: Design the approval workflow→Bind the inspection form to the approval workflow→Enable approval management in the role permissions
- Inspection reports that haven't been approved do not become official inspection reports, so they cannot be searched for on the Inspection Management | Inspection Reports page in the web management platform.
Submit sign-off
Submitting a sign-off is a function in the sign-off process where, after completing an inspection, the inspector submits the generated inspection report to the next step or the final approver. This function ensures that the sign-off process follows the established workflow, and once submitted, relevant personnel will be notified to proceed. It helps improve process efficiency and ensures that all steps are completed on time.
A. Options of sites/inspection checklist: select the sites by country, region, site type/group and site name. You can also perform conditional searches according to the inspection tables.
B. Sign-off Progress: The sign-off progress is categorized, and you can click on different tabs to view inspection reports that are either in the process of being signed off or have been completed.
C. Sign-off Information List: After selecting the sign-off progress category tab, detailed sign-off information will be listed. Click "View" to check the sign-off status of each sign-off node.
Waiting for sign-off
The "Pending Sign-off" feature refers to inspection reports that are currently awaiting approval or confirmation in the sign-off process. Users can view reports, or tasks that require their sign-off on this page and proceed with the necessary review or approval actions. This feature helps ensure transparency in the sign-off process and keeps track of progress, preventing delays or omissions.
A. Options of sites/inspection checklist: select the sites by country, region, site type/group and site name. You can also perform conditional searches according to the inspection tables. B. Sign-off Progress: The sign-off progress is categorized, and you can click on different tabs to view inspection reports that are either in the process of being signed off or have been completed. C. Sign-off Information List: After selecting the sign-off progress category tab, detailed sign-off information will be listed. Click "View" to check the sign-off status of each sign-off node.
Copy notice
In the sign-off process, when the sign-off is completed, the system can automatically send a copy of the notification to designated individuals. This feature ensures that relevant personnel are informed of the sign-off result promptly, without the need for manual notifications, helping to improve communication efficiency and maintain transparency in the process.
A. Time/job function options: adjusts the time interval, and the job or specific personnel of the data to search.
B. Export in Excel format: the data on site inspection record could be exported as an Excel file.
The explanation of terms related to sign-off management
Scenario
Character Background
Jasmine is a regional manager for a chain of beverage stores. She is responsible for overseeing and managing the operations of multiple branches. To ensure that each branch follows the company's standard operating procedures, she regularly schedules inspections and needs an efficient approval system to manage the inspection results.
Scenario Description
Inspection Plan Arrangement:
Jasmine sets up a daily inspection plan in the system and assigns the branch managers as the inspectors. She also sets up multiple approval nodes, including the regional manager (herself) and the quality control manager.
Step 1: Submission of Inspection Results: After completing the inspections, the branch managers submit the inspection results through the system. The system automatically notifies Jasmine to proceed with the approval.
Step 2: Approval Process Initiation: After reviewing and confirming the inspection results, Jasmine approves them in the system. The system then automatically notifies the next approval node, the quality control manager, to proceed with the approval.
Step 3: Approval Status Tracking: Jasmine can track the approval progress of the quality control manager in real-time within the system to ensure the process proceeds smoothly. If there is a delay at any node, the system will send a reminder notification.
Step 4: Completion Notification: Once all nodes have completed their approvals, the system automatically generates a copy of the inspection report and notifies the operations director. Jasmine can also review the final report to understand the operational status and improvement suggestions for each branch.
Through this approval process, Jasmine can effectively manage inspection tasks, ensuring that each branch promptly addresses issues and improves overall operational quality.
Next, let's explain how to set up the sign-off function based on this scenario.
Role Play Description:
| Name | Position | Role | User Account |
|---|---|---|---|
| Sarah | Branch Manager | Inspector | ad6512003@gmail.com |
| Jasmine | Regional Manager | Approval node 1 | ad6512005@gmail.com |
| Chris | QC Manager | Approval node 2 | ad6512004@gmail.com |
| Kevin | Operations Director | Copy Notification Receiver | ad6512001@gmail.com |
Step 1: Creating a Sign-Off Process
1: Navigate to the 'System Settings' -> 'Process design'
2: Click on the '+ New process'
3: Giving a name for this new process
4: In 'Sign-off mode', choose 'Non-cancellable sign-off'
5: Click on '+ New node' to add the approval node, it will take you to the 'Set node' settings page
Plaese go to the next picture to see step 6
11: Choose a new copy notification staff member to receive all approval node completion notifications, in this sample, choose 'Kevin'
6: Give a name to this node, in this node, enter 'Regional Manager'
7: Choose a memebr for the Sign-off staff, in this node, choose 'Jasmine'
8: In the Sign-off method, choose 'Serial countersignature'
9: Tick the 'signature' checkbox, This means the approver need to sign after completing the approval
10: Click the 'Save' button to apply the settings
Please go to the previous picture to see step 11
12: Click the 'Save and enable' button to finish creating a new process design
Step 2: Binding an Inspection Form to a Sign-Off Process
13: Navigate to the 'Inspection Settings' -> 'Inspection List Settings'
14: Choose an inspection form that will use the sing-off process
15: Click on 'Ruls Settings' to enter the settings page
16: In 'Binding WorkFlow', choose the sign-off process that will be used, and then click on the 'Save' button to apply the settings
Step 3: Conducting Inspection Task
The Inspector, Sarah, has finished an inspection task (the inspection process is omitted)
Step 4: Approving the Inspection Report
Approval node 1, Jasmine, logs into the inspection app
17: Tap 'Approval'
18: Tap 'Wait Approval'
19: Select 'Wait Approval'
20: Tap here to enter the approval page
21: Tap the 'Agree' option and enter some notes
22: Sign here
23: Tap on the 'Send' button to apply settings
24: An approval successful message will be displayed
25: Select 'Approved'
26: List all approved sign-off processes for the current approval node
Approval node 2, Chris, logs into the inspection app
27: Tap 'Approval'
28: Tap 'Wait Approval'
29: Select 'Wait Approval'
30: Tap here to enter the approval page
31: Tap the 'Agree' option and enter some notes
32: Sign here
33: Tap on the 'Send' button to apply settings
34: Select 'Approved'
35: List all approved sign-off processes, and then click on one
36: It will display the details of all approval nodes
Step 5: Copy Notification and View Completed Inspection Report
Copy Notification Receiver, Kevin, logs into the inspection app
37: Tap 'Approval'
38: Tap 'Approved Copy'
39: List all received notifications of signed-off copies
40: Tap notification to view the approval details
41: Tap the 'view report' icon to view the details of inspection report