Committee Management

Content

What is the Committee Management?

Committee is a team of individuals that work on documents; it can also be called Policy Team. Policy Teams are groups of individuals that participate in the document review process, and unlike a department, a committee can only be composed of System Administrators or Power Users. 

Once you add a user under User Management you will need to add them to a Committee/Policy Teams (or multiple committees/policy teams) if they are document owners, and if you would like them to participate in working with documents. For example: Owner, Manager, Author, Reviewer, Approver, Publisher.

When working on a project you must assign a committee to that project. Only members of that committee/policy team can take on the roles of Creator, Manager, Owner, Author, Reviewer, Approver or Publisher.

Tip!

A committee has no other role other than dictating which users are available to choose from when assigning roles. Because of this, from a best practice point of view, we suggest creating a single committee and assigning all your System Administrators and Power Users to that committee. The only downside to doing this is as your group of Power Users grows it will become cumbersome to choose project roles from your growing list of users. Eventually, as time goes on you may want to create smaller, more specialized committees/policy teams to make role selection more efficient.

This guide will cover the following topics:

• Creating a Committee / Policy Team
• Deleting a Committee / Policy Team
• Adding and removing a user from/to a Committee/Policy Team

Creating a Committee / Policy Team 

1. Click on the Set-up Tool icon and select Committee/Policy Team Management.

2. Click on the Add button.

3. Enter the name of the Committee/Policy Team.

4. Enter in a Description (optional).

5. If you have users already added to the system you can select them from the left-hand side of the box and click on the arrow pointing to the right to move the users to the right-hand side of the box.

NOTE: Users who do not have a profile with the privilege to “Participate in Projects” will not show up in the list.

6. Click the “Save Committee”.

Deleting a Committee / Policy Team

Committees/Policy Teams can be deleted if not in use. That means that if it is currently being used in a project or in a published document, you will have to wait until the Project is complete or delete the Project (if you have deletion permissions). In case the committee you are trying to delete is assigned to published documents, you will be able to replace the committee/policy team using Quick Edit (if you have this privilege) or contact a System Administrator to perform that action.

Please be careful before deleting a project because of already completed tasks, and refer to the Projects Guide on how to complete these steps.

To delete a committee/policy team:

1. Click on the Set-up Tool and select Committee Management.

2. Select the Committee you would like to delete by clicking on it.

In case this committee/policy team is in use, the following message will appear on top of the screen:

Adding and Removing a user from/to a Committee/Policy Team

1. Click on the Set-up Tool icon and select Committee Management.

2. Select the Committee you would like to add/remove the users from/to by clicking on it.

3. Remove the selected user(s) from the right side by clicking on the arrow pointing to the left to move the user to the left-hand side box. And in case you are adding a user click on the name of the user on the left-hand side box, and click on the arrow pointing to the right.

4. Click the “Save Committee” button.

Note: You can also add/remove a user to/from a committee via User Management.