When you revise and publish a related procedure for a skill, anyone who completed the previous version all the way through but has not yet completed the revised version gets a "Not performed since revision" mark. You can set a deadline for this mark, keep records of re-training and of reasons a re-check is not needed, and export records for each SOP to Excel.
This feature is available only to customers on the Core, Pro, or Enterprise plans, which include the Skill Map. Exporting records to Excel is available on the Pro and Enterprise plans.
The "Not performed since revision" mark
When you revise and publish a skill's related procedure (an SOP used for automatic skill evaluation), people who completed the previous version all the way through are asked to re-check the revised version. People who have not yet completed the revised version all the way through see the "Not performed since revision" mark in the following places.
- The blue dot at the top right of a Skill Map cell (it turns red after the deadline passes)
- Skill details under [Development] on the personal page
- [Needs re-check] in the mentee list
- The "Solo completion" column in SOP viewing records
Once the revised version is completed all the way through, the mark disappears automatically. Levels are not lowered automatically. For related procedures and automatic evaluation, see Automatically update skill levels based on course completion, certifications, and SOP records.
Set a deadline
- Open [Common settings] in the Skill Map, then open the [Automatic evaluation] tab
- In the box labeled "Raise from related SOP records," pick a number of days in "Deadline for re-check after revision" (No expiry, or 7, 14, 30, 60, or 90 days from the publication date)
- The first time you set a number of days, a confirmation appears. Check the details, then click [Set with this number of days]
- The deadline is counted from the day after the revised version is published. After the deadline passes, the mark turns red and shows "Expired"
- The number of days for each revision is set by the setting in effect when that revision was published. Changing the number of days later does not change the deadlines of revisions already published. The new number applies to revisions you publish from now on
- Only the first time you set a number of days, deadlines counted from each revision's publication date are also added to the revisions published before then. Any deadline that has already passed shows "Expired" right away. Even if you change the number of days later or set "No expiry," these deadlines do not change
- Only the Owner and Team Administrator can set this
Keep records of re-training and of exclusions from re-check
When you have shared the changes through a read-through or OJT, or when a re-check is not needed (for example, the person is no longer assigned to the task), the development lead or an administrator can record the follow-up for each person. Once it is recorded, the "Not performed since revision" mark for that person and that SOP disappears from every screen, and deadline notification emails stop.
- Click [Re-check follow-up] in one of these places:
- The mentee list
- The "Solo completion" column for related procedures in Skill Details (open it from a Skill Map cell or from the skill row on a personal page)
- The "Solo completion" column in SOP viewing records (for managers)
- For each SOP, choose [Done (re-trained through a read-through, OJT, etc.)] or [Excluded from re-check], and add a comment if needed (for example: read through the changes on 10/20)
- Click [Record]
- Only the development lead for that skill and administrators who can change that person's evaluation can record this. The person cannot record their own follow-up
- A recorded follow-up can be undone by the person who recorded it or by an administrator. Once it is undone, the mark appears again, and the undo itself is also kept in the records
- Recording a follow-up does not change the skill level
Mark a revision as not needing a re-check (No re-check needed)
Revisions that do not change the content, such as typo fixes, can be set to "No re-check needed." When a version set to "No re-check needed" is published, no "Not performed since revision" mark or deadline appears for it. Marks and deadlines from earlier revisions remain.
Choose when requesting approval or publishing
On the screen where you request approval for the revised version, or publish it without approval, choose [Do not require re-check for this revision (typo fixes, etc.)] under "Re-check after revision."
- In the approval workflow, the drafter makes this choice and the approver checks it. If it is wrong, reject the request and tell the drafter
- When you publish without approval, only the choice made by an Owner, Team Administrator, or Group Administrator is applied
Change it after publishing
In the publication information on the SOP editing screen, open [View revision history], then click [Set to no re-check needed] in the "Re-check" column for the version. To undo it, use the same column. Only an Owner, Team Administrator, or Group Administrator who can edit that SOP can do this.
Send deadline notifications by email
If you turn on [Send deadline notifications by email] on the [Automatic evaluation] tab, an email is sent around 8:00 every morning to people who have not yet completed the revised version. It is off at first.
- To the person: 3 days before the deadline, the day before, and the day after the deadline (once, within 7 days after the deadline has passed). Items for the same day are combined into one email
- To the development lead: one email on the day after the deadline, listing all mentees who have not yet completed it
- Only revisions with a deadline are included. No emails are sent to people who have a Done or Excluded from re-check record, people who have completed the new version all the way through, people hidden on the Skill Map, people for whom that skill has been set as excluded, or people who are not members of the group
Export re-check records to Excel
Open [Viewing records] for an SOP, then click [Re-check records] above the Groups & users table. It appears for SOPs that have a revised version (managers only; Pro and Enterprise plans).
- "Re-check records" sheet: For each person who completed the previous version all the way through, lists Not performed, Expired, Done (completed the new version, or a follow-up recorded by someone), and Excluded from re-check
- "Follow-up records" sheet: Lists all follow-up records kept for this SOP across versions, including records that were undone
You can export only the records of people you are allowed to view in the viewing records. Export follows the setting for the "Viewing records and checksheet export" permission in your team.
Frequently asked questions
Q. Do skill levels go down after the deadline passes?
A. No. The mark and the deadline are only there to help find people who have not completed the re-check after the revision.
Q. I changed the number of days, but the deadline for an earlier revision did not change.
A. The number of days is set by the setting in effect when the revision was published. The new number applies to revisions you publish from now on.
Q. Do guests also get the mark?
A. Guests are currently excluded from re-check after revision. For guests, none of the following appear: the mark, follow-up, the Excel records, or deadline emails.