Manage Lot Status Using Lot Reviews (D)

Lot reviews allow QA teams to manage the status of their lots through the construction, administration and audit phases. As each lot is developed, users can add a Lot Review to track its progress in the lifecycle.

Lot Review Permissions

Lot Review permissions are managed under Roles. See Add Roles (D). 

Lot reviews can be performed by any user with the Lot Review Add or Edit permissions. Completed reviews cannot be edited. They can only be deleted by a user with Lot Review Admin permissions.

Lot reviews will be visible to any user with the Lot Review View permission.

Users with the Lot Review Collaborate authority will be able to view all lot reviews where the status is marked as Public, and status Lots when "Reviews can Assign" is  switched on for that Lot Review Status.   

It is important to note that there are two types of Lot Review permissions that can be applied to your users based on which part of the Lot Review process that they are permitted to access: 

1. Lot Review Status permission: This manages who can view, create, edit and administer the available Lot Review Statuses for a project. e.g. a user with Lot Review Status add permission can create a new status such as Client requires additional documentation.   
2. Lot Review permission: This manages the application of an existing Lot Review Status to a lot. For example a user with Lot Review add permission can apply a review to a lot. It does not allow the user to create or edit the statuses of the Lot Review. 

How to use :  

Examples of usage : 

1) Internal administration of lot compilation

• Each engineer administers the documents for each lot, collecting test request, checklists, survey etc. When the engineer thinks the lot is ready, they add a review with a status of ‘Ready for conformance’.
• The QA manager filters the lot register for items marked ‘Ready for Conformance’ and checks the lot is ready. They complete the review and, depending on their findings, assign status of ‘Conformance review complete’ or ‘Conformance review issues’.
• When completing a set of reviews, the QA manager filters for lots marked ‘Conformance review Issues’, and creates a notification to send to the relevant user(s)
• QA manager filters for ‘Conformance Review Complete’ and bulk conforms

2) Client integrated review

• Contractor finishes process as above, and reviews lots as ‘Ready for Client Review’
• Client logs on as a Lot Review Collaborator, and checks the lots. Client filters for lots that are ready, and checks a selection of, for example, 20%. Marks them as either ‘Client requires additional info’ or ‘Client Review Complete’. Reviews the rest as ‘Client review not required’

3)  Synchronisation to 3rd party app

• Client or contractors complete processes as marked above and either activates the “Allows Synch” on the Lot Review Statuses of ‘Client Review Complete’ and “Client Review not required’, or applies a new status with the ‘Allows Synch’ property

The instructions consist of two parts :

1. Set up Lot Review Statuses

    a. Import from Repository / Import Defaults

    b. Create Your Own

2. Apply the Lot Review Statuses

Instructions :

Part 1. Set Up Lot Review Statuses

Before you can use the Lot Review tool on your Lot Register, you will need to set up the Lot Review Statuses in QA Setup.

1a. Import from Repository / Import Defaults 

The easiest way to set up the Lot Review Statuses is to import from Repository or Defaults. You can use these as they are or you can customize them to suit your requirements. 

1a-1. Navigate to the QA Setup menu and select Lot Review Statuses. Next, click on the “Enable Editing” icon on the bottom toolbar. 

1a-2. There are three options to import your Review Statuses : 

•  Import Lot Review Statuses - you can use this option if you have already exported your Lot Review Statuses from another project to a folder (using the Export All Lot Review Statuses on the same panel) 
• Import from Repository (Fig i) - this option allows you to select and import a list of pre-made Lot Review Statuses from Repository. You need to select and click "Save".  
• Import Defaults - this option allows you to import the pre-made Lot Review Statuses en masse, no selection is required.  

Fig i

1a-3. Once you have imported the Lot Review Statuses to your register, you can edit the template to suit your requirements. 

Review Status Actions  - these are the settings that control the behaviour of the Lot Status    

• Requires Comment - when assigned as the review status, a comment must be provided
• Admin can assign - allows a user with Lot Review Admin permission to assign the Lot Review Status
• Reviewer can assign - allows a user with Lot Review Collaborate authority to assign the Lot Review Status
• Allows synch - lots for which the latest review status has this property can be synchronized to 3rd party platforms (if they are licensed)
• Add can assign  – allows a user with Lot Review Add permission to assign the Lot Review Status
• Is Reported - reviews with this status will be included on the Lot Conformance Report (when the report option to include Lot Reviews is selected)
• Is Public - reviews with this status will be visible to Lot Review collaborators.

NOTE: Reviews marked as “Is Reported”, but not “Is Public” will still be shown on the conformance report.

1b. Create Your Own 

1b-1. Navigate to the QA Setup menu and select Lot Review Statuses. Next, click on the “Enable Editing” icon on the bottom toolbar. 

1b-2. Click on each cell to enter the text starting with the column “Status Name”. The cursor should appear indicating the cell is ready to be populated. Right-click on the cell to view the full editing options including inserting a table or bullet points for that cell.

As an example, the statuses ( under the Status Name column) created in the screenshot below are: 

• Ready for conformance
• Resubmitted for conformance
• More information required for conformance
• Ready for client review
• Client reviewed
• Client review not required
• Client review – more information required

In the second column are their corresponding “Comment Template”. They are totally customizable.

Tip: Before you start creating the Lot Review Statuses, spend some time to plan and outline what statuses would be relevant to your lot review workflow.

1b-3. In the following columns are settings that can be selected for each review status that control its behaviour. These are :

• Requires Comment - when assigned as the review status, a comment must be provided
• Reviewer can assign - this status can only be assigned by a user with Lot Review Collaborate authority
• Add can assign - this status can only be assigned by a user with Lot Review Add permission
• Admin can assign - this status can only be assigned by a user with Lot Review Admin permission
• Allows synch - lots for which the latest review status has this property can be synchronized to 3rd party platforms (if they are licensed)
• Is Reported - reviews with this status will be included on the Lot Conformance Report (when the report option to include Lot Reviews is selected)
• Is Public - reviews with this status will be visible to Lot Review collaborators.

NOTE: Reviews marked as “Is Reported”, but not “Is Public” will still be shown on the conformance report.

In addition, a review status can have a default comment. This is useful where you have a common list of elements which may require completion as part of the review. For example, when completing a pre-check for conformance, you may want a table with each of the things the engineer needs to check.

Part 2 : Apply the Lot Review Statuses

2a. Navigate to the Lot Register.

2b. Select the lot to review. Click on the “Review & Sync” tab. Then, click on the “Add Review to Selected”.

Tip: Click on “Show Review Columns” on the same toolbar to view all the columns related to Lot Reviews.

2c. In the Lot Review dialog box, select the appropriate option in the “Review Status” field. You can then add and edit Review comments. Click “Save & Close”.

Note: The “Review Status” options appearing in the dropdown list are based on the settings when you set up your lot review statuses ( see Part 1c).  

2d. The review update will be shown on the register as well as in the “Reviews” tab when you click on the Lot.

Note: To view the comments, you have to click on the Lot and go to the Reviews tab.