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Administrators Guide

Sending Email to all Users

Sending Email to all Users

1. Enter the maintenance section of the system .
2. Click on the Send Email button at the bottom of the page .
3. Select the company/department whose users you wish to contact. Selecting a higher level company/department will also send an email to those allocated to any lower level companies/departments.
4. Select which category of person you wish to email.
5. Enter the subject and message.
6. Click the Send button .
Once the Send button is pressed the email will be sent to all users whose profile matches the filter defined within this screen.
Note
• For the email facility to operate successfully the RAP web server must be permitted to send SMTP traffic to your email server(s). To do this, ensure that the SMTP service is running and correctly configured.

Deleting an Organisation Unit

Deleting an Organisation Unit

1. Go into the maintenance section of the system .
2. Click a parent organisation unit in the organisation units section of the side menu .
3. Find the organisation unit in the list and click the delete link next to its name. A confirmation warning will appear which you should accept. After a short delay the page will refresh and you will get a message indicating whether the organisation unit was deleted successfully.
If you are unable to delete an organisation unit but need to prevent risks/issues being assigned you can disable the organisation unit instead.
Note
• An organisation unit can only be deleted if it meets the following criteria:
• It has no risks/issues, including those which are 'closed'.
• It has no people.
• All of it's children can be deleted.

Disabling an Organisation Unit

Disabling an Organisation Unit

If you want to prevent people from raising risks against an organisation unit but are unable or do not wish to delete it you can disable it.
1. Go to the maintenance section of the system .
2. Click a parent organisation unit in the organisation units section of the side menu .
3. Click on the name of the organisation unit which you wish to disable.
4. On the organisation unit maintenance page clear the Raise Risks flag.
5. Click the Submit button.
Note
• Any risks/issues associated with the organisation unit will still be visible within the system but no-one will be able to raise any new ones

Enabling an Organisation Unit

Enabling an Organisation Unit

If you want to allow people to raise risks and issues against an organisation unit.
1. Go to the maintenance section of the system .
2. Click a parent organisation unit in the organisation units section of the side menu .
3. Click on the name of the organisation unit which you wish to disable.
4. On the organisation unit maintenance page tick the Raise Risks flag.
5. Click the Submit button.

Moving an Organisation Unit

Moving an Organisation Unit

1. Go into the maintenance section of the system .
2. Click a parent organisation unit in the organisation units section of the side menu .
3. Find the organisation unit in the list and click on the name of the organisation unit. You may need to use the scroll bars if it is a long list. The organisation unit maintenance page will then be displayed.
4. In the Parent pick-list select the new node of the hierarchy under which you wish this organisation unit to appear.
5. Click the Submit button .
6. Notes
• Moving an organisation unit will automatically move all risks/issues assigned to it.
• Access to the organisation unit may change as a result of moving it as it will inherit permissions from its new parent rather than its old parent. Any access rights explicitly given to the organisation unit will remain in place.
• Moving an organisation unit may change the list of keywords which are applicable since these inherit down the hierarchy. Any risks/issues which use a keyword which is no longer valid will display a warning the next time they are reviewed.
• Likewise, the rating criteria may change when an organisation unit is moved. Any risks/issues which use a rating criteria which is no longer valid will display a warning the next time they are reviewed.

Maintaining an Organisation Unit

Maintaining an Organisation Unit

1. Go into the maintenance section of the system .
2. Click a parent organisation unit in the organisation units section of the side menu .
3. Find the organisation unit in the list and click on the name of the organisation unit. You may need to use the scroll bars if it is a long list. The organisation unit maintenance page will then be displayed.
4. Amend the required details.
5. Click the Submit button .
6. Notes
• If you change the 'Raise Risks' tick box you will be asked if you wish the change to be cascaded down through the organisation unit hierarchy.
• If you set the 'Third Party' tick box any lower organisation units will also be marked as third party. If you clear the tick box the system will ask if you want to clear the tick box for all lower organisation units.
• Changes to keywords will not be reflected in any risks/issues which are using them.
• Any keywords which are removed from an organisation unit may remain on risks/issues which were raised against it until the risks/issues are next reviewed.

Adding an Organisation Unit

Adding an Organisation Unit

1. Go into the maintenance section of the system .
2. Click a parent organisation unit in the organisation units section of the side menu .
3. Click the Create button at the bottom of the page .
4. Enter the Name.
5. If the new organisation unit is to contain risks/issues ensure that the Raise Risks tick box is ticked.
6. If the new organisation unit may have people assigned to it as their company/department, ensure that the Assign People tick box is ticked.
7. If the new organisation unit represents and external organisation, ensure that the Third Partytick box is ticked.
8. Make sure that the Parent pick-list represents the position in the hierarchy in which you want this organisation unit to appear.
9. All other fields are optional but you may enter other details if required. See details of the Organisation Unit Fields.
10. Click the Submit button .
11. Note
• A new organisation unit will automatically be accessible by all users who have access to its parent.

Deleting a User Account

Deleting a User Account

1. Go into the maintenance section of the system .
2. Select the person's organisation unit from the people section of the side menu .
3. Click the delete link next to the person's name. A confirmation warning will appear which you should accept. After a short delay the page will refresh and you will get a message indicating whether the user was deleted successfully.
If you are unable to delete a user but need to prevent them from logging on and/or being assigned risks/issues or actions you can disable their account instead.
Note
• A user may only be deleted from the system if the following conditions are met:
• They have no role on any risks/issues, including on closed risks/issues.
• They are not the manager of an organisation unit.
• They have no audit entries.

Disabling a User Account

Disabling a User Account

When a user account is no longer required, perhaps because the person has left the company, it is necessary to prevent further risks/issues or actions being assigned to them.
1. In order to do this you will need to go into the maintenance section of the site . The first screen shown will be a list of people known by the system in the organisation unit you were last browsing.
2. Select the person's organisation unit from the people section of the side menu .
3. Click the person's name.
4. On the employee maintenance page clear the Active flag. This will prevent the user from logging on or from being given ownership of a risk/issue or an action.
5. Click the Submit button .
If you wish to simply prevent someone from logging on but still wish them to appear in pick-lists:
1. Go into the maintenance section of the site .
2. Select the person's organisation unit from the side menu.
3. Click the person's name.
4. On the employee maintenance page ensure that the Active flag is set and then clear out the Login Name and the two password fields.
5. Click the Submit button.

Enabling a User Account

Enabling a User Account

To enable an account that has been created but never active or to re-enable an account:
1. In order to do this you will need to go into the maintenance section of the site . The first screen shown will be a list of people known by the system in the organisation unit you were last browsing.
2. Select the person's organisation unit from the people section of the side menu .
3. Click the person's name.
4. On the employee maintenance page tick the Active flag. This will allow the user to be given ownership of a risk/issue or an action.
5. If you also wish the person to be able to log into the system you must then enter details into the Login name, Password and Confirm password fields.
6. Click the Submit button .

Changing a Users Password

Changing a Users Password

1. Go into the maintenance section of the system .
2. Click on the person's organisation unit in the people section of the side menu .
3. Click on the name of the person in the list of people. This brings up the person maintenance page.
4. Enter the Password and Confirm Password fields.
5. Click the Submit button .
6. Note
• If you amend a user’s password the user will be prompted to change their password the next time they log on.

Maintaining User Details

Maintaining User Details

1. Go into the maintenance section of the system .
2. Click on the person's organisation unit in the people section of the side menu .
3. Click on the name of the person in the list of people. This brings up the person maintenance page.
4. Amend the person's details as required.
5. Click the Submit button .
6. Note
• If you amend a user’s password the user will be prompted to change their password the next time they log on.