Support Document for VAAS

In this document we are going to cover the following points.

1. Process flow for the document

Process flow for a document

we have separate libraries for all the clients so based on the requirements we will go to the internal
library of any client for example Propper.

1. Go to Propper internal library on the home page.

2. It will take you to the below shown screen.

3. Now click on upload button and select file to upload a new document.
4. When you upload a document, it will be in checked out state as shown in the below image.
We can identify weather a document is checked out state by looking at red sign on the
document.

5. Now we will assign this document to the users who will work on it by selecting the document
and clicking on the details pane button.
6. By clicking on the detail pane, a right panel will appear scroll down a bit and go to assigned
to field.

7. Write users name who will work on the document and click outside the field.
8. Now close detail pane and check in the document by clicking on the ellipsis icon (Three dots
beside document name) so that changes can be made visible to all the users.

9. When you check in the document a Pop up will appear as shown below, we can write
comments also while checking In and it will ask to check in on a minor version or major
version. Right now, we will check in on a minor version.
10. Now the assigned users will get notification. With the information related to the document.

11. Assigned user will click on the “click here” and they will get redirected to library with the
assigned document.
12. Assigned user will check out the document and then open it by clicking on the document.

13. After modifying the document assigned to user will go to the library and again check in so
that the changes will be visible to all users.

14. Now the second assigned user will check out then open and review document and check in if
everything looks fine.
15. After this user will check out and check in one more time to retain the last comment.
16. Then any one of assigned users will submit the document for approval Process by selecting
the document and clicking on submit for approval button.

17. The approvers are already set in the back end will receive a notification for approval.
18. Approver will click on the ‘click here’ and redirect to the library.

19. Now the approver will select the document and click on ellipsis icon and hover mouse over
more they will be able to see a Approve/Reject button.

20. After clicking on approve/reject button Approver will get a pop up from which they can
approve reject or let the document in pending state and also, they can put their comments
while approving or rejecting a document.
21. Let us suppose approver will approve the document then it will be moved to a folder within
the library named as “To Be Send” in which all approved documents which needs to be send
to customers for their review or modification will be stored.
For moving the document to the “To Be Send” folder Approver will click on ellipsis icon and
click on move to button.
22. By clicking on the move to button a new pop- up will appear in this screen select to be send
folder and click on move here button.

23. It will move the document to the “To Be Send” Folder

24. By clicking on “To Be Send” button it will take approvers to the folder and from there
approvers can Copy the document to external libraries (Customer Libraries).
25. For copying the document to external libraries click on move button beside the document
name as shown in below Image it will open a right panel and click on run flow button.
26. Only the authorized user will be able to see this right panel and run flow button.

27. The customer POC and Document approver will get an email notification as shown below.

28. Now the customer POC will go to the customer library and check for the document that has
been copied from the Internal Library by GMP team.
29. We have created a folder where the document is been copied “To Be Approved” Customer
POC will find the document at “To Be Approved”.
30. Now the customer POC will move this document to “Customer in Process” folder by clicking
on ellipsis icon and click on move to option.
31. A pop-up will appear after clicking on move to option. Click on Proper docs.

32. Select “Customer in Process” Folder and then select any folder as per the document type.

33. Now the click on “Move here” button.

34. Now click on " Validation Test Plan” it will take Customer POC to the folder where the
document is moved.

35. After moving the document to " Validation Test Plan” Folder, Customer POC will Allocate the
document to the users who are going to work on document.
36. First check out the document by clicking on ellipsis icon and hover mouse on more options
and clicking on check out button.
37. Now select the document and click on details pane it will open a side and scroll down a bit to
go to “Allocated to” field and select the users from the drop-down menu who are going to
work on the document.

38. Click on tick mark to save the choices and close the panel.
39. Now check in the document by clicking on the ellipsis icon then hover mouse over more
option and click on check in so that the allocated to users will get notification that this
document is allocated to you to modify or review.

40. Now the allocated user will receive notification by clicking on “Click here” allocated user will
redirect to the library where the document is stored.
41. Here the allocated user will check out the document by clicking on ellipsis icon and hover
mouse on more options and clicking on check out button and work on the document.

42. For working on the document allocated user needs to click on the document it will gets
opened in the browser.
43. After working on the document allocated user needs to check in the document by clicking on
the ellipsis icon then hover mouse over more option and click on check in

44. Now the second user will repeat the same step for reviewing or modifying the document.
45. Customer POC/C admin will assign the document to users from different department
following the same steps.
46. The last department members will check out and check in one extra time before sending it to
approval process to retain the last comment made by them.
47. After working on the document allocated to user will select the document and submit the
document for approval by clicking on “Submit for approval” button.
 a. Approvers will get an email notification now the approvers will click on ‘click here” so
that it will redirect approvers to the library where the document is present.

48. When approver redirects to the library they will go to the document, click on the ellipsis icon
and hover mouse over more options and click on the approve/reject button.
49. After clicking on approve/reject button Approver will get a pop up from which they can
approve reject or let the document in pending state and, they can put their comments while
approving or rejecting a document.

50. After approving the document approver will move this document to a folder named as “For
GMPVC” by clicking on ellipsis icon (Three dots) and then clicking on “Move to” button.
51. A pop-up will appear to select the folder.

52. Now click on Move here button.

53. The document is moved to “For GMPVC” Folder Customer PoC will go to the folder and see
document.

54. Member from GMP team will go to the “For GMPVC” folder and move the document to
internal library by clicking on “Move” Button.
55. From “For GMPVC” folder GMP team can move the document to “customer received
document” folder when GMP team needs to work on document, or they can move the
document to “pre-approved documents” folder when the document is pre-approved from
both sides.
56. By clicking on “Move to” button and selecting the destination folder (Make sure the folder
name is same as in the internal library)
57. Now click on Run flow button to move the document to the required folder.
58. Users will repeat the steps till the document is fully approved from both sides.
 59. This process will get repeated till the document is fully approved by customers and GMPVC
team.
60. After the document is fully approved from both the side now the document will be moved to
validated document vault from Customer library

Internal Library Link

https://gmpvalidationcentercom.sharepoint.com/sites/VAAS/PropperInternal/Forms/AllItems.aspx

External Library Link

https://gmpvalidationcentercom.sharepoint.com/sites/Propper/PropperDocs/Forms/AllItems.aspx

Credentials for External Users

Email ID- [email protected]

Password - VVek==L4^Me(b\L.

Email ID- [email protected]

Password - T*c3wY2=4x2R5)}`

Email ID- [email protected]

Password - h%F2g)"[{Z8g/PmU