Training Manual Update Logs

Upload Query and Resolution Letters

Overview

This guide explains how internal users upload Query or Resolution letters to a Sequence on the SAHPRA Engagement Portal. Each Sequence contains four evaluation streams, and a separate letter can be uploaded to each stream.

Uploaded letters are visible on the documents tab of the Application. The document type to filter on will be Queries

Prerequisites

• You are logged in with the appropriate internal user role.
• You can view the applicable application and its Sequences.
• Your letter is saved as a PDF on your device.

Streams within a Sequence

Each Sequence supports the following four evaluation streams:

1. Clinical
2. Inspectorate
3. Names and Scheduling
4. Quality

You may upload one letter per stream. Repeat the steps below for each stream as needed.

Steps: Upload a letter to a stream

1. Navigate to Applications
   • On the Application Management dashboard, search or filter to find the target application.
   • Click View on the right.
2. Open the Sequence
   • On the Submission tab, locate the Sequences section and identify the Sequence you need to update.
3. Upload the letter
   • Click Upload Query on the right.
   • Select the Evaluation Stream.
   • Select the Query Response Level.
   • Select the letter type: Query or Resolution.
   • If Query and Response 2 is selected, set the severity: Minor, Moderate, or Major.
   • Click Choose File and select the PDF letter.
   • Click Submit to complete the upload.
4. Verify the upload
   • Ensure the file name and category appear for the uploaded letter on the Documents tab.

Audit and record-keeping

• All uploads are timestamped and attributed to the uploader.
• Use consistent file naming to support audit trails.
• Confirm that the correct Sequence and stream are used before finalising the upload.