Create processes and tasks within a procedure

Start from: The Compliance dashboard.

Select Tasks > Setup from the main menu.

Select the Module where your procedure is located.

If you haven’t created a procedure in the module yet, see Create a procedure.

Create a process within a procedure

Once inside the module, scroll down to Processes and select New Process.

Add the name of the new process on the Label field.

Select Save.

In your newly created process, select Procedures.

Select the ^ button beside Connected to other processes.

Check the box of the procedure or procedures you want to link to your new process.

Select Save.

Now the process you created is linked to the procedure.

Assign a process to a location

Select Tasks > Setup from the main menu.

Select the module where your new process is located.

Select your process.

Select the three dots at the top of the page and press Enable.

Search and select the locations that need the new process.

Select Save.

Create a task within a procedure

Tasks can be associated with a procedure at the moment of creation. You can then move them to the specific areas where you want them to be published.

To create a task associated with a procedure and assign it to an area, see Create a task and move it to the relevant area.

View your new process or task on a location

View tasks

Select Choose location from the main menu.

Select the area where you assigned the task on the Daily Schedule and locate the task.

View processes

Select My location > Processes from the main menu.

See your new process active.

Select the process to see which procedures and tasks that are connected to it.

See previous versions of a procedure

Start from: The Compliance dashboard.

Select Procedures from the main menu.

Locate the specific procedure you want to review and select it.

Once inside the procedure, select Edit.

Scroll down to the Change log section and select it.

You will now see a list with all the versions of the procedure. Select Show version on the one you want to see.

A pop up window will appear showing you the version of the procedure.

Create a procedure

Start from: the Compliance central Overview page.

Select Procedures from the main menu.
Select the CREATE PROCEDURE button.
Complete the fields in each of the sections of the New procedure form that appears.

Note: the Label and Module fields are mandatory.

Select PREVIEW to see what the procedure would look like.
Select SAVE when you finish creating and editing the procedure.

See below for a brief description on how to complete each of the fields:

Label: enter a name for your procedure.
Module: select the module you wish to link the procedure to. For example, you may wish to link a ‘Disinfect working areas’ procedure to a Food Safety module.
Description: provide any necessary information on how to carry our this procedure. You can add text, images and links. Note: select the Full screen button to expand the text box.
Attachments: add any documents that are necessary to carry out this procedure. For example, you may wish to add an instructions manual for more complex procedures.

Understand the purpose of the different tabs in a recipe card

Note: actions performed on the Easilys platform are subject to user access permissions. If you are unable to carry out the actions described in the articles, it may be because you do not have the necessary permissions activated on your user profile. Contact the Support team, or your administrator, for help.

Start from: the Easilys menu.

Select Recipes > Recipe management from the main menu.

Compatibilities

Recipe compatibility is defined by a combination of Segment / Texture / Diet. By default, your recipe is created with a general combination, but you can create several versions of a recipe; each version corresponds to a different combination and may contain specific components and quantities.

This automatically manages recipe substitutions that may occur when duplicating a menu to a menu frame with a different Segment / Texture / Diet combination.
This feature also lets Easilys know if the recipe can be added to a menu during preparation. Easilys will always offer you the version of the recipe that best matches the Segment / Texture / Diet combination of your menu frame.

For example: you work in a hospital kitchen. You are preparing sautéed veal for lunch. You'll need to place your sauteed veal recipe in your general menu. There's also a special menu for seniors. This menu is specific to the SENIORS segment, with a MINCED texture and a SALT-FREE diet. You create a variation of your sautéed veal recipe for this Segment / Texture / Diet combination. This variation is called sautéed veal (minced, N/S) and you've adapted it by removing the salt from the components. To save time, you can copy the contents of your general menu into your specific menu. Easilys then places the recipe SAUTÉ DE VEAU (minced N/S) automatically during duplication, as it takes the version of the recipe that best applies to your menu.

See Decline a recipe [...] for more information.

Weight

Recipe weights allow you to specify the specific weight according to the type of customer and/or service.

When you create a menu, you specify which type of customer it is intended for and which services it comprises.

If you add specific weights for a type of guest and/or a service, Easilys will know which weight to take into account in your menu, and can accurately indicate the quantity to be produced in the production reports.

To add specific weights, you must be working on a recipe with a Piece or Portion production unit.

Note: you can also create Smart Grammage rules to enable Easilys to automatically create specific weights for your recipes according to your application criteria. This can save you a lot of time when managing recipes.

See Use Smart weight (Smart Grammage) for more information.

Nutrition

The approximate nutritional values displayed in the Nutrition tab are calculated in relation to the nutritional values given for generic ingredients OR those given for industrial products, if you are simulating the recipe's value.

By specifying the nutritional family or families attached to the recipe, you can add this recipe to a menu linked to a food plan.

As soon as a menu is linked to a meal plan, you are, depending on your profile rights, either obliged to respect the plan, or warned if you do not. If your user access permissions allow for it, you can add recipes to the menu that do not correspond to the nutritional families required by the food plan, but they will have a symbol to highlight this.

Update procedures at a local level

Find documents within a procedure (app)

Start from: the Compliance App.

Select My Location > Procedures.
Select a specific procedure (Food Safety, for instance):

Within this procedure, you will find documents under the heading Local/Central documents.

Note: you can also add/remove local attachments via the gear icon. You can only change the local description on the web.

Edit procedures locally

Note: if you create a local version of the procedure, only this one will be shown to users and it won't automatically update if changes are done on a central level.

Create procedures PDF reports

Start from: The Compliance Overview page.

Select Procedures in the main menu.

Note: If it's a local procedure, select the specific location > My location > Procedures.

Select a specific procedure.
Select the Print icon.

Choose the PDF format.

Create forms as a meeting agenda

Start from: The Compliance Overview page.

Select Forms in the Main Menu.
Select Create form.

A New form page opens up. There you should see seven setting up panels:

Note: When using a form to plan a Meeting, the terminology is slightly different:

Form = Meeting
Task = Agenda item
Comment = Note
Deviation = Follow-up action

Label

Restrict access to a location group

Description

Settings

Tile image

API driven form

Report

Once you are done setting up the form:

Select Save.

Use a form in a meeting

Note: agendas must be published before other users/meeting attendees can view/complete them.

Open an Agenda Item (Task)

Select the appropriate response.

If a follow-up is required:

Reopen the Item and select to open the Action panel. Note the action required for the follow-up, the person responsible for actioning the follow-up, and a due date.

Select Save or Cancel if you want to leave the action panel.
Select Complete when all agenda items have been addressed.

Note: The Agenda overview page shows a list of all forms, acting as a record of meetings.

Use best practice to get the most out of forms

Start from: The Compliance Dashboard.

Please, consider the following guidelines:

Only the user who created a drafted form can see OR use it. Note: it will only be available then to other users when the form is published.
It is only possible to create a draft of a respective form. Note: others will be either archived OR published.
It is only possible to have one version of each form published at a time
To be able to see published forms, the user must have these forms activated in their account settings. Note: check the user's account (local or central, depending on user's role) to ensure the user has the correct settings.
User access with a central level setting can:

Complete a form.
Delete a form.
Re-open a form.

Note: system owners/managers usually have the access permissions to re-open forms. Once these user permissions have been set up, the settings can be changed as and when they are needed.

6. It is important to organise the structure and the content of the form so that it can be filled in correctly.

Forms may differ from organisation to organisation, depending on how your system has been configured. If you have any questions, contact your Mapal Customer Success Manager.