Collaborating on an assessment: assigning, reviewing, and approving tasks

When Workflow Management is enabled on an Assessment, each domain in the Drug Assessment is given a structured review workflow with assignees, an approver, a due date, and a status that progresses from Open through to Complete. This article explains how the workflow operates, how to assign and progress tasks, and how email notifications keep your team aligned.

Prerequisites

• Workflow Management must be enabled in the Assessment. It is toggled on by default in the Workflow & Data Settings step of the new Assessment form. If it is disabled, workflow features will not be available for that Assessment.
• Only users with the Assessment Owner role or Admin can assign Primary Assignees, Secondary Assignees, and Approvers to domains.
• Users must be assigned to the Assessment to appear in the assignee dropdowns.

The workflow header

Each domain detail page displays a workflow header at the top, above the Summary. It contains five fields:

• Review status. The current state of the domain review. Read-only and updated automatically by the system as the workflow progresses.
• Primary assignee. The team member responsible for reviewing this domain. Select from the searchable dropdown of authorized users.
• Secondary assignee. An optional additional reviewer, such as a subject matter expert, providing supporting input. Not required to progress the workflow.
• Approver. The team member responsible for the first-stage sign-off. Once assigned, Reject and Approve buttons become visible to this user. Their approval escalates the domain to the Assessment Owner for final sign-off.
• Due date. A target completion date for the domain review, used to track progress and accountability across the team.

Review status stages

Each domain progresses through four status stages across the two-stage approval process:

• Open. The domain has been generated by the Assessment but no assignees have been set. No review activity has begun.
• In Review. A Primary Assignee and Approver have been set. The domain is actively under review by the Primary Assignee and/or has been submitted to the Approver for first-stage sign-off.
• In Assessment Owner Review. The Approver has approved the domain. It is now with the Assessment Owner for final sign-off.
• Complete. The Assessment Owner has given final approval. The domain review is finished.

At any stage, the Approver (Stage 1) or Assessment Owner (Stage 2) can click Reject to return the domain for further review. The Primary Assignee will be notified and the domain will revert to an earlier status for reexamination.

Email notifications

Prudentia sends two types of automated email notifications as the workflow progresses:

• Task assignment notification are sent when a user is assigned as Primary Assignee, Secondary Assignee, or Approver on a domain. Includes:
  • The project name and domain being assigned
  • A Begin Task button linking directly into the domain detail page
• Status change notification is sent when a domain's Review Status changes. Includes:
  • The project name and domain where the status changed
  • Previous status and new status
  • The name of the user who made the change and the timestamp
  • A Begin Task button linking directly into the domain detail page

Tracking workflow progress

• From the Drug Assessment tab, each domain displays its current Review Status alongside the domain name, risk level, and total risks identified. This gives the Assessment Owner an view of where every domain sits across review and approval stages
• The My Tasks section on the homepage where you are assigned as Primary Assignee, Secondary Assignee, or Approver and the status of your tasks