Viewing and Managing All Activities

Home > Document Control > Document Control Tasks: Pro-Active Reviewers and Document Owners > Additional Document Review Tasks > Viewing and Managing All Activities

Viewing and Managing All Activities

TMS enables individuals or administrators who have the appropriate permissions to access the following information for each activity in the system:

Due date and type of activity
Employee associated with the activity
Whether an employee has confirmed receiving notification of an activity and the date it was received
Whether an employee has confirmed completing the activity and the date it was completed
Description of the notification message
Name of the person who sent the activity notification and the date it was sent

For activities related to a specific document, the following additional information is available:

ID of the document associated with the activity
A document’s current revision number and the new revision number assigned to the document in review
Name of the review group for the document and all members of the group
Additional notes, if any, associated with the document

To view and manage activities: Click the Activity List link under Management on the Main Menu side panel.

To access the Activity List, users must belong to a permission group that has Read/Write or Read Only access to View All Activities under Global Permissions. (Refer to Adding a Permission Group for information on accessing the Manage Activities function.)

The User Activities page displays, listing all user activities.

NOTE: The Due Dates for overdue activities are displayed in red.

From this window you can perform the operations listed in the following table.

NOTE: The Activity List, by default, will display all open activities. If using the Change Control module, only the parent activity will display and not the activities attached to the Change Order (child activities). To view all parent and child activities, execute the Current Activities by Location and Document function.

Table 7-4 Activity Detail Page Operations
To:	Do This:
View the Activity Details page for an activity	Click the activity’s View link under the Due Date column.
View the information about the document	Click the icon. The Document Details page displays. If you have permissions to take over the review group, you can click this icon to go to the general page for taking over the review group. This would allow you delete activities that may have been sent in error or are no longer valid.
View the current version of the document	Click the icon. A read‑only version of the current document is opened.
Check out the new revision for reviewing	Click the icon (green check mark). The document is downloaded to your workstation.
Open the document for reviewing and editing	Click the icon. The document is opened in its native application.
Open the redline copy of the document	Click the icon. This icon displays for signature and training activities. Refer to Application Options that utilize this feature (refer to List of Available Application Options).
Cancel a check‑out session	Click the icon (red check mark). The local copy of the document is deleted.
Check in the new revision when you are done reviewing it	Click the icon (yellow check mark). The document is uploaded to the TMS server.
Signoff on an activity	Click the icon. You are prompted to enter a password to indicate your signature.
Delete an activity	Select the checkbox in the Delete column for each activity you want to delete, and then click the Delete button. You are prompted to confirm the deletion. You must be the Review Group Administrator for the documents that reference the activity.

NOTE: You are only able to edit dues dates if you have Read/Write permissions to the View All Activities menu option on the GLOBAL PERMISSIONS tab and Read/Write permissions to the documents that are associated with the activities.t

To change an activity due date:

Select Activity Due Date Edit under Reports on the Main Menu side panel.
Use the Filter Search criteria to display the activities you would like to change.

Filter Search allows for selecting: Sender, Due Date of Activity, Activity For, Activity Type, Recv’d, Comp’d, Documents, Change Orders, and Due Date Window (Days in Future).

You can either change the due dates individually by selecting the calendar widget on each activity, or you can do a mass change by selecting the calendar widget for Change ALL Due Dates To.
Click the Save button to change all the selected activities.