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:

Clinical
Inspectorate
Names and Scheduling
Quality

A query letter can be specified with the following details:

The Unit uploading the letter
The Evaluation Stream the letter is for
The Query Response Level of the query letter
The Document Type of the letter

Steps: Upload a letter to a stream

Navigate to Applications
- On the Application Management dashboard, search or filter to find the target application.
- Click View on the right.
Open the Sequence
- On the Submission tab, locate the Sequences section and identify the Sequence you need to update.
Upload the letter
- Click Upload Query on the right.
- Select the Unit uploading the letter.
- Select the Evaluation Stream.
- Select the Query Response Level.
- Select the Document Type of the letter.
- If the Document Type is Query and the Query Response Level is selected as Response 2, set the Severity of the query: Minor, Moderate, or Major.
- Click Choose File and select the PDF letter.
- Click Submit to complete the upload.
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.