Who is this article for?

Users managing work plan and step templates.

No elevated permissions are required.

Work plan templates are created in the Steps Library and become available to copy into audits, with optional associations to audit types for auto-population and manual selection.

Understanding work plan templates

Work plan templates are created in the library where they become available to be copied into an audit. When adding a work plan to an audit from the library, a copy is made from its template. Any subsequent changes made to the library template are not automatically updated to the populated audit.

Work plan templates can be optionally associated with multiple audit types. The values entered are matched against the Type specified for an audit, to help you determine more precisely which work plans are:

• Auto-populated into the audit when it is opened (where ticked as Default in the library)
• Available for manual selection when you select Get from Library

When an audit is Set as Open, the auto-population will include:

• All Default work plans with no audit type set
• Default work plans with a matching audit type

The audit types is a pick list value which can be configured in Admin > Segmentations.

The audit type is set at work plan level rather than individual steps.

Adding a work plan template

To add a work plan template:

1. Go to Library.
2. Switch to Steps Library.
3. Ensure Work Plan Templates is selected in the display toolbar in the ribbon.
4. Right-click the area.
5. Select Add.
6. Choose Add Work Plan Template from the menu.
7. Complete the template properties:
   • Section - segmentation
   • Library - segmentation
   • Department Library
   • Ref - give a reference number
   • Title - add a title
   • Description - (rich text format)
   • Guidance - guidance to help users (rich text format)
   • Default - upload by default
   • Locked – tick if you wish to prevent from being modified
   • Audit Types
   • Post Audit
   • Active State – only live objectives will be available for selection when getting into any entity or audit
   • Milestone
   • Comments - (rich text format)
   • Cross References - the term Cross Reference is analogous to a hyperlink where you are able to create a link to a record within the system that is of related interest
8. Click Save.

Adding a step template

To add a step template:

1. Go to Library.
2. Switch to Steps Library.
3. Ensure Step Templates is selected in the display toolbar in the ribbon.
4. Right-click the area.
5. Complete the template properties:
   1. Work Plan - related record
   2. Ref - give a reference number
   3. Title - add a title
   4. Description - (rich text format)
   5. Guidance - guidance to help users (rich text format)
   6. Locked - tick if you wish to prevent from being modified
   7. Audit Types
   8. Active State – only live will be available for selection when getting into any entity or audit
   9. Milestone
   10. Comments - (rich text format)
   11. Cross References - the term Cross Reference is analogous to a hyperlink where you are able to create a link to a record within the system that is of related interest
6. Click Save.

Adding attachments

To add attachments:

1. Go to Library.
2. Switch to Steps Library.
3. Right-click a step or work plan template.
4. Select Add.
5. Select Add Attachment.
6. Use the dialogue window to select the attachment.
7. Click OK.

You can add attachments from templates or your desktop. When added to Pentana, a copy is saved in the database, so changes won't affect the original file.

Likewise, edits in the Steps library or audit work won't update the original file in the attachment templates.

To update the original file, open the attachment in Pentana and use save as to overwrite the desktop file.

Adding document requests

You can add document request templates to step templates in the library so that when an entity or audit is populated, the document requests are ready to be finalised.