Risk Suite 2 Accounts
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Access to the Symbiant Risk Suite system is restricted to users with an account. An administrator must add users to the system before they can access it. A manager also has limited abilities to add new users to their group, a user cannot add themselves or anyone else to the system. You should implement your own internal system for requesting the addition of accounts.
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Add New
To add a new account ensure the [<-- Add New -->] item is selected from the list of users and enter the appropriate details.
Username, the unique name the user must use to login to the system. This can be a maximum of 16 characters and is recommended to be no less than 6. The system will warn you if the chosen username is already in use and you will be forced to enter another one before the new account can be created.
Password, the secret password entered with the username to access the system. The password can be a maximum of 16 characters and is recommended to be no less than 6 and contain both alpha and numeric characters. You must enter the password twice to ensure no typing mistakes were made.
Active allows you to specify if the user is currently able to login to the system. An inactive user can still be assigned to recommendations and will still be named in reports where appropriate.
Name, the full name of the user (or the name the users wished to be identified by) (max 50 characters).
Email, the recipient address used to send emails to the user (max 50 characters). Emails are automatically sent to users when they need to login to the system to update some information. It is also possible to send emails to any user in the system by double clicking their email address on this page.
Phone, a contact number for the user, this field is for information only and is not used by the Risk Suite system, it can be viewed by administrators only (max 50 digits).
Group, the group/department the user is in. The user can be assigned to one or more groups by selecting the group from the drop-down and adding them by clicking the [Add] button. To remove a group associated with a user, select the group to remove from the list and click the [Remove] button. If the user being created is a Manager, the groups added to this list will signify the groups they have control over, you can customise the amount of control by editing the Manager permissions. The groups must be entered under the General set-up.
Level allows you to specify the access level of the user. This can be either:
- Administrator
- Manager
- User
If the level is specified as Administrator, the user will have full control over the system. This user level is best restricted to a few trusted users. Although Administrators can be assigned to groups they are not restricted to them like Managers. However, it is important to assign Administrators to Groups if they will be voting on risks or answering returns or KRI's etc., so when reporting the votes or answers entered by the administrator are counted appropriately. A Manager has many of the features of an Administrator but only over the groups they are assigned to. Managers can be given or removed extra levels of control by configuring their permissions, see page 19 for more details. A User is the basic level user and is for most users of the system who will simply need to login and enter incidents, discuss and vote in workshops, complete returns and KRI's etc.
To save the new user click the [Save] button, the user will then instantly be added to the system and, assuming the Active check is ticked, be able to log in.
Amend
To edit a user select their Name from the list, make any required changes to their account (the same rules apply as for creating a new user) to update the account click the [Save] button.
Delete
To delete a user from the system, select the user from the list and click the [Delete] button. The system will ask you to confirm the deletion before permanently deleting the user. It is important to note that if a user is deleted from the system all reference of them is removed, they will no longer be assigned to any recommendation and any reference of them be it they created a recommendation or edited any will be removed. To avoid this but block a user from accessing the system simply un-tick the Active check for their account.
Filter
To help you find the account you wish to amend (or delete) there is a simple filter above the user accounts list. To use this filter simply enter a few letters from the account name you wish to find. The filter will then filter out all accounts where those letters do not appear leaving only the accounts where they do. For example to find all users with a P in their name enter ‘p’. This will display Paul, Peter, Pam and Stephen for example. You can then further filter these items by entering a second letter, for example ‘pa’ which would return only Paul and Pam.
To clear the filter, delete all text from the filter box. You can press [Enter] or click the [Find] button to apply the filter.
Permissions
Managers have all the same management facilities as an Administrator over their individual groups. Groups can have as many or as few Managers as required and they can each be assigned varying levels of control.
The Permissions screen is accessed by clicking the [Permission] link for the Manager in question. To give a Manager permission to perform a particular task, tick the check box next to the task. To remove a permission, un-tick the check box.
Incidents, gives the manager permission to [Edit], [Create Risks] and [Archive] incidents.
Workshops, gives the manager permissions to [Create] new workshops, [Edit] existing workshops, [Enable Voting] status on a workshop, [Enable Treatment] status for a workshop and [Archive] a workshop.
Risks, gives the manager permissions to [Assign] risks to a workshop from the risks universe, [Edit] an existing risk, [Remove] a risk and [Delete Comment] from the forum associated with a particular risk.
Documents, give the manager permissions to [Upload] a document to be attached to a risk, [Edit] an uploaded documents details and [Delete] a uploaded document.
Tracker, gives the manager permissions to [Create] a new risk and add it directly to tracker, [Respond] to actions made by assigned users and [Archive] recommendations.
Questionnaires, give the manager permissions to [Create] a new questionnaire, [Edit] an existing questionnaire, [Archive (all)] questionnaire (this includes all issues and responses to the archived questionnaire) and [Archive (index)] questionnaires from the questionnaire index (this allows only the archiving of a particular issue of the questionnaire and its responses).
Questions, give the manager permissions to [Create] a new question associated with the selected questionnaire, [Assign] questions from the question universe, [Edit] existing questions, [Order] questions, i.e. place them above or below other questions to priorities or logically order questions, [Remove] questions.
Manage Accounts, allows the manager to add / edit or remove accounts. They can only edit and remove accounts they have added. They can only assign users to groups they belong to and can only create basic users.
Please note, as a general rule the [Edit] option only applies to items created by other users, anyone is capable of editing their own incident/risk/question etc.
Click [Save] to update the managers permissions and save and changes to their details. Click [User Details] to switch back to the users details.
