Q: I'm the author of the document and I just routed it for approval. Can I recall back this action instead of asking the approver to reject the document?
A: Good question. No, you can't. When you're signed off, you really sign off with your electronic signature certifying that you're done. You're ready. You signed off. It’s like a replacement for a physical signature, right? It's like signing a contract. So you cannot really call it back yourself. You will have to ask the approver to send it back to you.
Q: What if I only need some people from different user groups to be trained? For example, the EHS contact point per department. Should I create different user functions or link them separately?
A: You should give careful thought to how you want to structure your training matrix when you’re setting it up. What we typically see is that you might separate it in the documents within trainings, and create separate trainings, or you can indeed create similar user functions and group the trainings within the user functions. There's also additional functionality. To avoid making it overly complex and having very similar trainings (that are hard to manage) or similar user functions (that are hard to understand when you configure a new user) you can always configure a user directly to a training. It's not something that you are going to do often if you have a very efficient training matrix, but there is always this block at the top where you can say, you know what, Laura, she is not a HR person, but I still want her to do this training for whatever reason. So then the training will be assigned to Laura. So you can still do it on a one to one level. But, by having the possibility of these three levels (user level, user function level and training level) to bundle documents under a training, you typically have all you need to have an efficient training matrix that does not require you to do a lot of strange configurations. You should really aim at keeping it simple.
Q: Are the authors and approvers automatically recorded as trained?
A: Right now no. It has been an ongoing discussion with customers and consultants, but the reason behind it not being so is this: depending on who you talk to, reviewing a document and marking something as read and understood is considered to be a different action. A reviewer can limit himself to just look at the changes that were done in the change list of the document and look at that chapter or that line and say, okay, fine. If this is the change, all the rest is the same. I approved it last year. Let me just approve it. They only looked at the change. Then, when you need to be retrained, the idea is that you have all this information top of mind, you're expected to know what is the whole content of the document. So that's why even if you drafted it or reviewed it, or approved it, you still need to sign off within the training module to make sure that you have a training record that states that you too understand all the contents. So depending on who you talk to, they say, well, it's the same thing, but others might say it's not. So we kept it separate.
Q: Is there a possibility to create a French instead of an English dashboard?
A: Yes. The whole system is available in four languages. So you can select on user level if you want it in English, in Spanish (Latin American Spanish or Castellaño Spain), French or Dutch. So if you change it for yourself, you will have the dashboard or the whole system in the desired language.
Q: If a document has variables in it and it's approved when a user downloads the file, for example, a form, are the variables populated as you see them in Scilife?
A: Yes. Take a PDF for example, even if we went through a new review cycle, if I download it and open it, it will always contain the replaced variables.
Q: Do you have a user number limit?
A: No. There's no limit to the amount of users you create in the system, the whole system is completely scalable. So it doesn't matter if you have 5 users or 1000 users working simultaneously within the system. There is no limit whatsoever. Scilife is cloud-based, it's elastic and it scales out according to user demand. So you can have as many users as you want and all of them working simultaneously.
