Save a document as an observation
Saving a document as an observation publishes it at once, skipping the remaining workflow steps. You do it with the Observation button in edit mode. The button is only there when your company has allowed it for the step you are on, and, if the module has a risk field, only when the risk is low enough. Whether a module offers observations, and which risk values allow it, is your company’s own setup, so it varies between modules such as Avvik or Kundetilfredshet (module names are your company’s own). Observation is the only way to skip the remaining sections: with the green check (Approve), a document is published only once its last step is approved.
Before you start
Section titled “Before you start”- You must own the current step of the document, as the person who created it or as the receiver. Only the owner of the current step can change it.
- You need the Edit right on the module’s row, as for any work on your own step. Your user administrator sets this.
- The step must allow skipping the remaining steps. Your company sets this up per module and step.
- If the module has a risk field, its value must be within the range your company allows for observations, for example the green or yellow boxes, or NA. A higher risk hides the button, so the document has to go through the normal approval.
- The document must not have linked actions that are not closed.
- Open the document in edit mode. A new document opens in edit mode directly; for a document you have received, click the green button first.
- Fill in the fields of your section, including the risk field if the module has one.
- Click Observation in the button bar. Its tooltip says “Clicking here will skip the next sections and publish the document”.
What you should see
Section titled “What you should see”The document is published straight away, without going to any receiver. The remaining sections are skipped. The document records who saved it as an observation and that it was saved as that type, for example Observation. KPI scorecards can count documents saved as observation separately.
Good to know
Section titled “Good to know”- Not shown? If you do not see the Observation button, either the step does not allow it, the risk value is too high, or the module does not use observations. Send the document for approval in the normal way instead; see Create a document and send it for approval.
- Open actions. While the document has linked actions that are not closed, saving as an observation is blocked with a dialog saying there are actions in progress. See Handle an action you received.
- Notifications. Saving as an observation publishes the document, so everyone who follows it gets the “Document updated” e-mail; see Follow a document.