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What is a Controller and what do the different options mean?

Controller functionality allows an Administrator to restrict which users can see published processes and responses. In addition, the controller may have the responsibility to change the status of the process, or to close it once complete.

Each process type (e.g., RFIs, Instructions etc) may have several available controllers - when publishing a process, the publisher selects the required controller from a dropdown list. Each published process item (and its responses) is managed by a single controller.

 

There are three main Controller options:

No Controller - As soon as a process is published, the users it has been published to will be notified of the process and be able to access it. All users on the project with full Read rights to the process will be able to view the published item (as long as it has not been published privately).

Controller (must authorise) - This option ensures that users are not issued a process until the controller has determined that it is appropriate. Users who have been published the process will only be notified of it once it has been Controlled. Note: The use of Controller (must authorise) functionality affects email notification - if this setting is selected, only the controller will ever be sent a notification email.

Controller (no authorisation) - With this option, initial processes and responses are sent to the controller, but recipients are notified immediately on publishing. No action is required from the controller, but he can intervene and send the process to alternative users if required.

 

Skip Issue list:

Controller functionality is often used in conjunction with the facility to Skip Issue list - if the issue list is skipped, process items will only be issued to the controller. It then becomes the controller's responsibility to forward the process item to other users as required. The four options for this functionality are as follows:

  • Display Always - user can see and edit the issue list on publishing and responding to the process
  • Skip when responding - user can see and edit the issue list on publishing the process, but not when responding to it
  • Skip when issuing - user can see and edit the issue list on responding to the process, but not when publishing it
  • Skip when issuing and responding - user will not see the issue list when issuing or responding

 

To check or change the controller setting for a specific process:

  1. Click Administration -> Project -> Configuration -> Configure Processes
  2. Find the process in question in the list and check the Use Controller column
  3. Click on the process name
  4. Change the Use Controller setting as required
  5. Change the Issue Screen as required
  6. Click Update to save any changes

 

Rights: Only a PIC can access and edit project level process settings