Periodic Document Review tasks are on a floating schedule. That means the system determines the review period from the periodic document review schedule and the next due date from the Last Reviewed Date for a specific document.
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There is another FAQ that covers searching and reporting for Periodic Document Review tasks.
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📝 How are Periodic Document Review policies Defined?
The Periodic Document Review policies are defined at the Document Type level. All documents of a specific type follow the same policy. The policies can be configured by a Document Control Module Administrator:
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| Note |
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Changing/adding a periodic review policy to a document:As soon as you activate a Periodic Review policy for a Document Type, the system will scan documents of that type to determine if a Periodic Document Review task is required per the new schedule.
So, on one hand, it's very easy to add/change a policy and immediately start completing reviews. However, it can also create a backlog of tasks. If you define a policy that hasn't really been followed until now, you may suddenly have hundreds of documents with Periodic Document Review tasks open (and quickly overdue). Prior to changing a periodic review policy it would be ideal to assess the potential impact. To alleviate the amount of initial work you could change one document type at a time (if you are adding/updating the policy for multiple document types). |
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📅 How is the “Last Reviewed Date” field defined for a document?
This field is set at the following times:
When importing a document for the first time, you can set the initial value for the Last Reviewed Date as part of the import process
When creating or revising a document through the Change Request process, the Last Reviewed Date for the document is set to the date that the Change Request successfully passes Formal Review
When someone signs off a Periodic Document Review task for a document, they manually set the value for the Last Reviewed Date
How do I get a report of periodic document reviews performed?
Perform a search for Periodic Document Review tasks. Go to Search/Chart > Search for Task Assignments and set the following search criteria:
Process Name: Document
Task Name: Periodic Document Review
Status: Complete
Set your From/To dates based on the range you want to retrieve
Clear out the "Max # of Items to Display" depending on how many records are being retrieved.
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The search results can be charted using Grand Avenue’s internal charting tool.
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