It's not uncommon that you'll prepare an NCR, submit to the Client for approval, then have it rejected - with comments on changes / additions that need to be included prior to their approval of the NCR.
This resubmission process can be easily managed within CivilPro, but a few key things need to be understood as below:
- to edit the contents of an NCR, it needs to be in a 'Private' state (e.g. unpublished)
- to resubmit an NCR for approval, the NCR Approval Workflow needs a feedback loop; or
- the user must short circuit the approval workflow, of which steps the approval back from the 'Rejected' status to a status that allows the Client to assign a different action (e.g. Approved)
Below is a step-by-step guide to the NCR resubmission process
1. Client assigns 'Rejected' action to NCR approval, and provides comments for us to address. Take note of these comments - we'll need to action these shortly:
2. This NCR status is now also visible in the NCR Register - NCR #40:
3. To make required changes to the NCR, right-click and select 'Make Private'. After selecting this, you'll notice that the tick in the 'Is Published' column disappears, indicating that the NCR is in an unpublished state, and no longer visible to Roles that have 'View Limited' enabled for NCRs.
It's also now editable, so make those changes as per the comments.
4. After making updates as required, then Save.
5. In the NCR Register, right-click the NCR and select 'Make Public' this time. This will publish the NCR again and prevent further edits.
6. Now return to the Approvals Register, and open the NCR Approval. Clicking 'View Progress' in the bottom-left, we can see this NCR approval workflow does not have a feedback loop (arrow that connects back to 'NCR Requested').
This means we have a few options:
-
modify this NCR approval workflow specifically to add a feedback loop by clicking 'Edit Workflow' in the above window (see what a feedback loop looks like in 'Non-conformance Approval' here).
After adding this feedback loop, you'll now be able to action the approval yourself (selecting 'Resubmit NCR'), taking it back to 'NCR Requested' for the Client to action. See feedback loop added as below:
- alternatively, you can use short circuit to step the approval back to 'NCR Requested' status - requiring no changes to the approval workflow. Once back at the 'NCR Requested' status, the Client can review your updated NCR and assign a new action.
To avoid this scenario again, consider using our Basic Workflow Templates - of which include these feedback loops to allow comments to be addressed. Alternatively, update your Approval Workflow templates to include feedback loops as required.