1. What is the first step to add an authorized signer in the system?
Answer: To add an authorized signer, the first step is to click on your profile picture or initials in the upper corner of the dashboard to reveal the quick-start menu.
2. Where can I find the option to add a new department?
Answer: You can find the option to add a new department by selecting "Departments" from the quick-start menu that appears after clicking your profile picture or initials.
3. How do I create a new department in the system?
Answer: To create a new department, go to the "Departments" section from the quick-start menu and click on the "Create Department" button.
4. What should I consider when choosing to enable a department?
Answer: When creating a new department, you have the option to enable it. This decision will determine whether the department is active and visible for assignment and other functionalities within the system.
5. How do I name a new department?
Answer: When creating a department, you will be prompted to enter a "Department Name." Examples include "Shipping/Receiving," "Packaging," "Bottling," or "Assembly."
6. Who can be assigned as a Manager of the department?
Answer: During the department creation process, you can select a Manager for the department. This person will have administrative control over the department's operations.
7. Is it mandatory to describe the responsibilities of a department?
Answer: Describing the responsibilities of a department is optional. However, it can be useful for clarity in outlining the department’s duties.
8. How do I save the newly created department?
Answer: Once you have entered all necessary details, including department name and manager, click on "Create Department" to save the new department.
9. What is the purpose of adding an authorized signer?
Answer: Adding an authorized signer allows that user to sign off on document approvals when the department is involved in an approval matrix.
10. How do I add an authorized signer to a department?
Answer: To add an authorized signer, go to the relevant department and click "Add Authorized Signer." Then, select the user you wish to assign this role.
11. Can multiple users be assigned as authorized signers?
Answer: Yes, you can add multiple users as authorized signers for a department. Each user will have the ability to sign off on document approvals.
12. How do I remove an authorized signer from a department?
Answer: To remove an authorized signer, navigate to the department, find the user in the authorized signers list, and click on the "X" button.
13. What happens if I forget to save the department after making changes?
Answer: If you forget to click "Save Department," any changes made will not be applied. Always ensure to save your changes to avoid data loss.
14. Can I edit a department after it has been created?
Answer: Yes, you can edit a department by navigating to the "Departments" section, selecting the department you want to modify, and making the necessary changes.
15. Is there a way to disable a department temporarily?
Answer: You can make a department Inactive by editing it and choosing Inactive rather than Active at the top of the page. This can be useful if the department is no longer needed but may be required in the future.
16. How do I know if a department has been successfully created?
Answer: After clicking "Create Department," you will see a confirmation message indicating that the department has been successfully created.
17. What information is required to create a department?
Answer: You need to provide a department name and optionally a manager. Describing the responsibilities is optional.
18. What should I do if I encounter an error while creating a department?
Answer: If you encounter an error, ensure that all required fields are filled out correctly. If the issue persists, contact technical support.
19. Can I assign a department to multiple managers?
Answer: No, a department can only be assigned to one manager. However, multiple users can have administrative roles within the department.
20. What types of departments can I create in the system?
Answer: You can create any type of department relevant to your organization, such as "Shipping/Receiving," "Packaging," "Bottling," or "Assembly."
21. What is the role of a department manager?
Answer: The department manager is the person responsible for providing an approval for their Department. They will be able to provide their e-signature on behalf of the department in the Documents, CAPA and planning modules.
22. How do I access the list of departments?
Answer: You can access the list of departments by selecting "Departments" from the quick-start menu on your dashboard.
23. Can I delete a department once it has been created?
Answer: No, but you can make it Inactive. Navigate to your initials and select Departments from the drop down. From here select the department you wish to make inactive from the list view by clicking on it. Once the department page opens up, at the top of the page you have the option to make the Active department Inactive.
25. What are the consequences of not assigning an authorized signer?
Answer: Without an authorized signer, the department will not be able to participate in document approvals, which could delay processes.