# Configuring Periodic Review (QualityDocs)

The QualityDocs Periodic Review feature set allows you to configure auto-starting periodic review workflows and follow-up tasks, and provides clear visibility on triggering _Document Change Control_ records. This feature includes the _Document Periodic Review_ job type, which identifies documents due for periodic review and creates a _Periodic Review_ object record for each document. You can then configure a periodic review <a href="/en/gr/50498/">document workflow</a> to automatically start when the _Periodic Review_ record is created and issue  follow-up tasks to ensure that the proper steps are taken based on the periodic review verdict.

## About the Periodic Review Object & Lifecycle

Once created by the automated periodic review job, _Periodic Review_ object records function as the envelope for periodic review workflows, each with its own document. The corresponding standard _Periodic Review Lifecycle_ has a preset _Initiated_ state which allows for workflow start entry actions and user actions related to the periodic review.

When the _Document Periodic Review_ job type runs, it creates a _Periodic Review_ record in the _Created_ state before immediately changing the state to _Initiated_, which triggers any configured entry actions in that state, including the [_Start Periodic Review Workflow_ action][2]. The job also links the applicable document to its associated _Periodic Review_ record with reference in the _Current Periodic Review_ object reference field on the document.

## About Periodic Review Workflows {#about-periodic-review-workflows}

When Vault auto-starts periodic review workflows, there is no opportunity for user inputs such as participant selection, workflow due dates, or ad-hoc instructions. Accordingly, the periodic review workflows you choose to automatically start with this feature set can't require such input. Ensure that you have configured your document workflow with the appropriate options, that any role expected to participate in the workflow is assigned beforehand, and the document workflow utilizes the _Use Roles as Participants_ option.



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      <p><strong>Note</strong>: The <a href="/en/gr/1560/#versioning"><em>Create Draft maintains current version</em></a> workflow configuration option is visible but does not apply to periodic review workflows related to a document lifecycle, such as the <em>DtE: Auto-Start Periodic Review</em> workflow. Periodic reviews are bound to the Steady State document version.</p>
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## Configuration Overview

Configure the following Vault components to fully enable periodic review functionality:

  * [Configure a job][5] with the _Document Periodic Review_ job type.
  * Add the _Current Periodic Review_ and _Current Periodic Review Workflow_ <a href="/en/gr/5377/">document fields</a> to the appropriate document types. If these fields are not added, the _Document Periodic Review_ job will fail with errors.
  * Configure the _Start Periodic Review Workflow_ [actions][2].
  * Add a _Start Periodic Review Workflow_ entry action to the _Periodic Review_ [object lifecycle][7] on the _Initiated_ state.
  * Configure periodic review document [workflows][8] with the _Update Periodic Review Lifecycle State_ system action.
  * Optional: Configure [document lifecycles][12] to automatically inactivate _Periodic Review_ records when the related document reaches a destination state. This can be useful in Vaults where periodically-reviewed documents are not subject to the <a href="/en/gr/42152/">Multi-Document Change Control</a> (DCC) process. 

### Document Change Control Support

To configure the <a href="/en/gr/42152/">Multi-Document Change Control</a> (DCC) process to support periodic reviews:

  * Add the _Associated Periodic Reviews_ section to the Document Change Control [object page layout][9].
  * Add an entry action in the _Document Change Control_ [object lifecycle][10] if you want to automatically set the periodic review workflow to _Complete_ once the DCC is _Closed_.
  * Add a user or entry action in the _Document Change Control_ object lifecycle if you want to automatically link applicable _Periodic Review_ records.

## About the Periodic Review Job

_Document Periodic Review_-type Vault jobs identify documents due for periodic review by checking whether the job's configured _Trigger Date_ has elapsed. When this is the case, Vault creates a _Periodic Review_ object record for any documents which fit the job's defined criteria. Additionally, this job type ensures that records are appropriately handled when a periodic review workflow is cancelled: For any _Periodic Review_ record with a _Periodic Review Workflow State_ set to "Cancelled", the job moves these records to the _Cancelled_ state.

We recommend configuring this job type to run after any auto-effectivity jobs or auto-obsolescence jobs, to ensure that documents are in their appropriate lifecycle states before the system checks for periodic review readiness.

### Configuring the Periodic Review Job {#job}

To configure a job with the _Document Periodic Review_ job type:

  1. Navigate to **Admin > Operations > Job Definitions**.
  2. Click **Create**.
  3. Fill in the standard job definition fields. The _Job Owner_ user or group receives notifications if the job fails for any reason.
  4. In the **Job Type** drop-down, select _Document Periodic Review_.
  5. In the _Action Configuration_ section, choose the relevant document lifecycle from the **Lifecycle** drop-down. Documents in this lifecycle are checked by the job to determine whether a _Periodic Review_ record should be created.
  6. Optional: Define further limiting criteria for the readiness check with the **Additional Conditions** drop-down. You can add multiple conditions by clicking the (+) icon.
  7. In the **Trigger Date** drop-down, select the document date field you want Vault to check against to determine periodic review readiness. You can include the date of the job run in this determination by choosing **is before** or **is on or before**.

## Configuring the Start Periodic Review Workflow Action {#actions}

In order for Vault to automatically start a review workflow for the document in a _Periodic Review_ record, you must configure the _Start Periodic Review Workflow_ entry action on the _Initiated_ state in the _Periodic Review Lifecycle_.

This action is also available as a user action in the same state. This is useful if the review workflow was unable to automatically start via the entry action for any reason.

Both the entry action and user action have two required inputs:

  * **Document Lifecycle**: Choose the document lifecycle which has a defined periodic review workflow.
  * **Multi-Document Workflow**: Choose the periodic review workflow that you want to start upon triggering this entry action. Only the workflows valid for the chosen lifecycle appear in the drop-down. Note that <a href="/en/gr/2376/">legacy workflows</a> are not valid for this action.

The action also has two optional settings:

  * **Do not start periodic review if a later document version exists**: Select this setting if your business processes do not require a periodic review for a document which already has a newer version.
  * **Do not start periodic review if the steady state document is in a DCC approved for obsolescence**: Select this setting to prevent Vault from starting the review workflow in cases where the document is approved to be made obsolete soon.



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      <p><strong>Note</strong>: If you have more than one document lifecycle with a periodic review process, such as both a <em>Draft to Effective</em> and a <em>Draft to Approved</em> lifecycle, you may need to configure this action more than once. To do this, select the <strong>Perform with conditions</strong> option to define a specific entry action for each of your applicable document lifecycles using the document lifecycle field on the periodic review object.</p>
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## Configuring the Periodic Review Lifecycle for DCC {#lifecycle}

To allow users to complete their periodic review business process with the fewest manual steps, it is recommended to configure a _Start Workflow_ entry action which assigns a task to create a _Document Change Control_ record after the _Periodic Review_ record has changed to a _Make Obsolete_ or _Needs Revision_ state.

## Configuring Periodic Review Document Workflows {#workflows}

To keep the _Periodic Review_ object record state in sync with the periodic review verdict, add the _Update Periodic Review Lifecycle State_ <a href="/en/gr/33550/#system-action">system action step</a> in your periodic review document workflow. For example, if the periodic review verdict is _Needs Revision_, use the system action to move the corresponding periodic review object record to the _Needs Revision_ destination state. This action specifically affects only the _Periodic Review_ record that corresponds to the document in the workflow.

When you select this system action, you must choose a **Destination State** for the record. You can define multiple system action steps to account for multiple verdicts in your workflow.

### Configuring the Inactivate Associated Periodic Review Records Action {#inactivate-associated-pr}

You can optionally configure Vault to automatically inactivate *Periodic Review* records when the related document reaches a destination state using the *Inactivate Associated Periodic Review Records* document lifecycle action. 

This can be useful in Vaults where periodically-reviewed documents are not subject to the <a href="/en/gr/42152/">Multi-Document Change Control</a> (DCC) process. For example, many organizations use periodic review for *Draft to Approved* lifecycle documents, but do not use DCC to update those documents based on the result of the periodic review.

To configure this capability:
1. Review your Vault's document lifecycle configurations. For each lifecycle configured for periodic review, identify the state(s) in which Vault should automatically inactivate associated *Periodic Review* records. For example, in the *Draft to Approved* lifecycle, a periodic review is considered to be closed when the related document reaches its *Approved* or *Obsolete* state.
2. Review your Vault's *Periodic Review* object lifecycle configuration and identify the state in which Vault should automatically inactivate records, based on the document lifecycle state(s) identified in Step 1. Within this state, select the **Records in this state become inactive** option. In many QualityDocs Vaults, this option is already configured within the *Complete*, *Cancelled*, and *Keep Effective* states. 
3. For each document lifecycle state identified in Step 1, create an entry action such that Vault always executes the *Inactivate Associated Periodic Review Records* action. This action includes two additional selections:
    * The **Source State(s)** are optional, and allow you to constrain the action according to the *Periodic Review* record's state at the time the action runs. The source state(s) you select must be active and cannot be configured with the **Records in this state become inactive** option. If you do not select a source state, Vault automatically transitions the *Periodic Review* record associated with the target document to the configured **Destination State**. 
    * The **Destination State** is required to specify the *Periodic Review* lifecycle state you identified in Step 2. Vault filters the state(s) you can select based on the **Records in this state become inactive** option.

A similar action is also available for configuration within the <a href="/en/gr/8255861/#inactivate-associated-dcr">Document Change Request</a> (DCR) process.

## Configuring the Document Change Control Object Page Layout {#dcc-page-layout}

You can add the _Associated Periodic Reviews_ section to the _Document Change Control_ object page layout to make it easy to access and track the status of relevant periodic reviews. Users can add individual _Periodic Review_ records to this section, associating them with the _Document Change Control_. Adding an _Associated Periodic Review_ record to a _Document Change Control_ will populate the _Governing Change Control_ field on the periodic review object. You cannot modify the _Governing Change Control_ directly from the _Periodic Review_ record, this can be done from the _Associated Periodic Review_ section on the _Document Change Control_.

## Configuring the Document Change Control Object Lifecycle {#dcc-lifecycle}

To ensure that _Periodic Review_ records change to the _Complete_ state at the appropriate time, configure a _Change related object lifecycle state_ <a href="/en/gr/59885/">entry action</a> in the _Document Change Control_ object lifecycle, in the _Closed_ state:

  1. In the _Entry Actions_ section of the _Closed_ state of the _Document Change Control_ object lifecycle, click **Edit**.
  2. Click **Create Entry Action**.
  3. Select **Change related object lifecycle state** from the drop-down.
  4. In the **Related Object** drop-down, select **Periodic Reviews**.
  5. In the **Change State To** drop-down, select **Complete**.
  6. Select the **Conditions on Related Records** checkbox.
  7. In the **Conditions** drop-down, select **Include related records in the following lifecycle states**.
  8. In the **Related Record's State** box, select the **Needs Revision** and **Make Obsolete** states.
  9. Click **Save**.

### Link Available Periodic Reviews Action {#link-available-periodic-reviews-action}

Optionally, you can configure the _Document Change Control_ object lifecycle to include the _Link Available Periodic Reviews_ entry action or user action on an appropriate state.

When executed, the action updates the _Document Change Control_ record to include any active _Periodic Review_ records which target:
* Documents to be made effective or obsolete, via their _Release DCC_ (`release_change_control__v`) or _Obsolete Change Control_ (`obsolete_change_control__v`) document field values.
* Documents associated with a DCC-related _Change Authorization_ record via their _Change Authorization DCC_ (`change_authorization_change_control__v`) document field value.

 [2]: #actions
 [5]: #job
 [7]: #lifecycle
 [8]: #workflows
 [9]: #dcc-page-layout
 [10]: #dcc-lifecycle
 [11]: #link-available-periodic-reviews-action
 [12]: #inactivate-associated-pr