If you have duplicate compliance rules in place you can migrate one into another and combine the template mappings, documents, actions, comments, audit history and verification status.
The July 2023 updates to QUOODA® brought some improvements to the way compliance rules can be used. It is now possible for a rule to be used in multiple templates and for different compliance types. If a rule is updated in one place, it will automatically update in all other areas it is used.
This means that there is a great benefit to having the same rule used in multiple places and a downside to having duplicate rules. We recommend migrating duplicate rules together where they exist.
Before you start
This feature is very useful, but it should be treated with caution as once migrated the action cannot be reversed. If at any point you are unsure, please contact support for clarification.
To minimize the risk of error there is a restriction in place on the rules you can migrate into each other. The rules must match for the following critical criteria to be eligible for the migration process:
- Frequency
- Classification
- Document category
- Document sub-category
If the rules you wish to migrate don’t match you must edit them to do so before you begin the migration process. Edit them to the settings you want the rule to have once the migration is complete.
IMPORTANT - If the rule you are selecting to migrate from is linked to a checklist as a SmartForm, you must update the Checklist Template so the Link to Compliance Rule setting points to the rule you are migrating to. The Migration process will not update this setting automatically and SmartForms will fail to map to compliance when the migrate from rule is deleted.
Step 1. Go to Settings > Compliance > Compliance
Step 2. Find the rules you are planning to migrate
Because of the critical criteria that we discussed earlier in this article, we would recommend filtering the compliance rule list by ‘Document sub-category’ for the rules as these need to match and will quickly show you eligible options. In this example, we are looking to migrate the ‘Fire Risk Assessment’ compliance rule.
From here, you can check if the other critical criteria also match. The ‘Document Category’ has a column heading of ‘Request’ in the table.
Step 3. Click Migrate
A ‘Migrate’ button will exist next to the migratable rule, click the button for the rule that you are migrating into another rule (We call this the ‘Migrate From Rule’). This rule will be removed once the migration is complete.
There are a number of core rules in the system which cannot be edited. These will not have a ‘Migrate‘ button next to them. While you cannot migrate these rules into another, you can migrate other rules into these.
Please Note: If you cannot see this button, it is because your role does not have access to do so. Your role will need Edit access to the Document Compliance Rule Migration feature in role security to complete these steps.
Step 4. Read the instructions carefully
Please read the information and warnings on this page carefully before proceeding, even if you have used this process before. We may make changes to the feature over time and the information here may change. If at any point you have questions or are unsure, please contact support for clarification because this process cannot be reversed under any circumstances.
Step 5. Select a ‘Migrate To Rule’
The ‘Migrate Rule To’ drop-down box will show any other compliance rule in the system which matches the previously discussed critical criteria. Where there are a number of rules that match, please be careful to select the correct option.
Step 6. Migrate
This is the point of no return so we would recommend that you check the rules you are migrating and if you are any less than 100% sure do not complete this step. Once you have migrated to the rule, it cannot be reversed under any circumstances.
When you are certain:
- Click ‘Migrate’
- You will be presented with one final confirmation message with details of the change you are about to make. Read this carefully:
- If you agree click ‘Yes’ to proceed
- If not, click ‘No’ to Abort the migration
The status of the migration will change to ‘Pending’ and you will see details of who made this request and when it was requested.
The compliance rule table will also show the status of the migration as ‘Pending’. You can click this to load the previous screen.
Step 7. Wait for the migration to complete
Allow time for the migration to take place, this process is moving template mapping, documents, supplementary documents, comments, audit history, alerts, escalations, corrective actions and verification status between these rules for every entity (usually property) that these rules are applied to. It will take around 5 minutes to complete this process.
If you have multiple rules to migrate, we recommend that you wait for any in-progress migration to complete before starting another.
Once the migration is complete the person that requested it will receive an email confirmation which will name the rules that were merged and inform you if the process was completed successfully.
Step 8. Process complete
If unsuccessful, no changes would have been made and you can start the process again. The ‘Migrate’ button next to a rule will show as ‘Failed’ but you can click this to start again. If a rule migration is repeatedly unsuccessful, please contact support.
If successful, the ‘Migrate From Rule’ will be removed from the system and all the agreed data will have moved onto the ‘Migrate To Rule’.
The most recent document from the combined rules will be the active document and dictate if the status of the rule is compliant (green) or expired (amber) on the RAG Grid. Where no document was provided on either of the combined rules it will remain not provided (red).
Any data that has been migrated from the ‘Migrate From Rule’ onto the ‘Migrate To Rule’ will be clearly marked as ‘(Migrated)’.
There will also be a record in the Audit Tab showing the date and time the rule was migrated.