When a user has been assigned an SOP, the SOP will lock (close) for one of two reasons:
- The assigned user clicked the "Save & Complete" button on the assignment.
- It's past 11:59 pm of the assignment due date.
We lock the SOP after the aforementioned events as an accountability measure, but also to ensure that only "Active" SOP assignments appear in the "Assigned SOPs" module on the assignee's dashboard (see below).
The "Assigned SOPs" box on the dashboard shows users their assigned SOPs for that day.
To skip ahead:
Why reopen an SOP assignment?
There are a handful of reasons an employee might need to reopen an assignment. Perhaps they had one or two pesky things they couldn't get to on the SOP due date? Or maybe they were sick on the dude date and couldn't get to their SOP assignments at all?
Either way, we realize it's critical for your compliance that an SOP is done in full, even if it's not done by the original due date.
Who can reopen an SOP assignment?
At the moment, only the user that was assigned the SOP can reopen it. This is still an accountability measure, and it makes even more sense when you view the timestamped history for your SOP assignment.
How to Reopen an SOP Assignment
From the Assigned SOPs module, click on any assignment in the list. As a reminder, this is the module where you can filter through your entire history of SOP assignments. For more on how to best use this sub-module, read "Assigned SOPs: Getting Started."
In the list of SOP Assignments, click an SOP that was assigned to you. If the SOP has been closed, you won't be able to click any of the checkboxes and there will be a gray banner at the top of the page:
Click the "Reopen" button to edit any SOP assigned to you, even after it's been closed
Click the "Reopen" button to unlock the SOP assignment. All tasks completed so far will still be checked, but you can uncheck them if needed, as well as check any boxes that haven't been checked. The gray banner will still be there, but instead of letting you know it's past due, it will have two timestamps:
This assignment was last closed at 10:03 AM on 04/05/2018 and re-opened at 10:20 AM on 04/05/2018.
Once you've finished any remaining tasks, click the "Save & Complete" button to lock the SOP again.
Note: You can re-open and close an SOP assignment as many times as you need.
Assignment History: Tracking an SOP's Completion
Since we made it possible to reopen an SOP, we also wanted to give users reviewing an SOP assignment the ability see the actions done during that assignment, including:
- Tasks that have been checked
- Tasks that have been unchecked
- When the assignment was closed
- When the assignment has been opened.
All updates made while completing an SOP assignment are tracked to the minute (from most recent to oldest). And while only the user who was assigned the SOP can see the button, any user with access to that assignment can view the history.
Note: Any Manager can see every SOP assigned at one of their locations, while Employees can only see SOPs that have been assigned to them.