Note: The Attestation module must be licensed to your site for the Attestation options to appear. Contract TriLine GRC support for further information.
About Contracts
The Contracts Management Module maintains all your Contract and Contract With records.
Before using this Module, the following configuration is required:
To create an Attestation Task for a Contract, the ‘Contract With’ of the Contract must have a Contact record containing a valid email address (and mobile number if SMS two factor authentication is to be used).
Configuration
Default Values
The Contracts section of the General tab on the Configuration page contains:
The default First Reminder Days3 value that will appear when a new Contract is created, or loaded via a Spreadsheet
The Default Attestation Form Label4 that will appear at the top of the Attestation Form, when the Contact is Filling in the Form. This field only appears if Attestations is licenced to your site.
From the main menu select Maintenance | Configuration.
On the General tab, click the Contracts Section to open that section.
Update fields 3 and 4 as required.
To Save any changes, hover over, or click the Menu Options (Hamburger) icon. Click the Save option.
The Configuration ‘Contracts’ section elements
The Configuration ‘Contracts’ section elements
ID
Element
Description
1
‘General’ tab
Click this Tab on the Configuration page to see the General Sections.
2
‘Contracts’ section
Click this section to open or close the Contracts section.
3
‘First_Reminder_Days’_field
Set this value to be the default number of days before the Notice Period of a contract, that a Reminder task to the Owner that the Contract is ending, is generated, if the Contract requires it.
4
‘Default Attestation Form Label’ field
Set the default Form Label that will appear at the top of the Attestation Form to the Contact when Filling in the Form. Note: This value does not change any other Attestation labeling in the TriLine GRC system.
5
‘Save’ option
Click this option to save the Configuration updates.
Maintenance
Contract Types
The Contract Type defines the type of Contracts your organisation will be processing in TriLine GRC.
At least one Contract Type is required. This list will default to displaying in alphabetical order.
Note: Contract Entities with no ‘Delete’ icon displayed are allocated and cannot be removed.
Contract With Types
The Contract With Type identifies the types of parties, your organisation has Contracts with.
At least one Contract With Type is required. This list will default to displaying in alphabetical order. Contract Types can be grouped in reports and lists.
Note: Contract With Types with no ‘Delete’ icon displayed are allocated and cannot be removed.
Contract With
‘Contracts With’ identifies the parties your organisation has Contracts with.
At least one Contract With Type must exist before a ‘Contract With’ can be created. At least one ‘Contract With’ must exist to create a Contract. A Contract can be with one, or multiple ‘Contract With’.
Click this option to filter the Contract With list using the Filter builder.
5
‘Reset the grid’ option
Click the Reset grid option to reset the columns in the grid to the default state. All non default filters will be removed and default filters (if any) will be re-applied.
6
Page Help option
Click this option to view basic information for working with the Contract With page.
Use the controls in this panel to save and load different grid layouts. Click the Reset grid icon to reset the columns in the grid to the default state. All non default filters will be removed and default filters (if any) will be re-applied.
Contract Custom Fields
Custom fields are addition fields that can be assigned to one or more Contract Type. These fields are then display for only those Contracts of this Contract Type.
Attestations is an optional module that can be added to you site. Contact TriLine Support for more information.
The Attestation Type defines the Attestations for the Contracts of your organisation that the ‘Contract With’ Contacts will be required to complete, either on an adhoc, or regular scheduled basis via a Contract Attestation Task.
Each Attestation can linked to selected, or all Contract Types.
Each Attestation has at least one ‘version’ of an Attestation Form containing the detail required to be completed by that Contract’s ‘Contact With(s)’, Contact(s). Once an Attestation Task has been generated, no further editing of that version of the Form is allowed, effectively locking that version. Once locked, to make changes to the form, a new version must be created from the old version. Versions of the Form that are no longer required for Attestation Tasks, can be make Inactive (which is effectively obsoleted) to prevent them ever being selected on an Attestation Task again. However, a ‘used’ version can never be deleted (that is version that has had an Attestation task has been generated from it) as they are required for historical purposes.
To be selectable from an Attestation Task, the Attestation Type, and a Form ‘version’ must both have a Status of Active. More than one Form Version can be Active at one time, allowing multiple Versions to be selectable from the Attestation Tasks.
The ‘Attestation Type’ Page
The ‘Attestation Type’ Page
The ‘Attestation Type’ tab elements
ID
Element
Description
1
‘New Attestation Type’ icon
Click to add a new Attestation Type. A blank, first version, form will be created with this attestation type.
2
‘Page Help’ icon
Click this to see some basic instructions for working on this Page.
Use the controls in the column headers to filter the Records. Perform advanced sorting and filtering of the List to find particular Records.
10
Change Task Version
Click this icon to open the Attestation Task Version changing widow.
12
‘Edit’ icon
Click this icon to edit the Attestation From Version record. Change the Version name, status, and if Attachments are mandatory, as required.
13
‘Delete’ icon
Click this icon to delete this version of the Attestation Form.
Note: When no ‘Delete’ icon is displayed, it means there are Attestation issued to Contacts and hence cannot be removed because they are required for history purposes.
14
List of Form Versions
This List displays the Forms created for this Attestation Type.
Note: Not all Form records may be displayed if a Filter has been applied, such as filtering out Inactive Status Records.
15
‘Edit’ Form icon
Click this icon to edit the Attestation Form.
Note: A version of the Form can not be changed once an Attestation Task has been generated using this form, however it can still be viewed.
16
‘Duplicate this Attestation’ Form icon
Click this icon to copy this Attestation Form Record and the Form, to create a new partial, or complete duplicated Version from this Version.
17
‘Update to this Version’ icon
Click this icon to update ALL Contract Attestation Schedules using this Attestation, to this Version of this Attestation. Note: This will not change the Version of Current Attestations (My Attestations), or Accepted Attestations (History).
18
‘Show Usage’ icon
Click this icon to show all Contracts that are using this this Version of this Attestation.
Attestation Task Status
The Attestation Statuses are the Statuses an Attestation may have, and progress though, when issued to a Contact of a ‘Contract With’, for which one of our Contract Entities has a current Contract.
The Attestation Task Status list are fixed and may not be edited.
An Attestation Status flow from initial Status ‘Issued’, through in progress Statuses where there may be interactions between the Contact and the Contract Owner, to one of the final step Completed Statuses. See About Attestations for a diagram of Status flows.
The Contact can access the Attestation Form when the Status is not in a ‘For Review’ status, or a Completed status.
Status ‘Issued’ means the Attestation has been sent to the Contact and they have not started filling the Attestation form yet.
Status ‘In Progress’ means the Contact has started completing the Attestation Form and have saved their progress at least once.
Status ‘Request’ means the Contact has requested further information. The Contract Owner is notified of this request, and is required to respond. The Contact can continue working on the Form while in this Status. When the Request is answered by the Contract Owner, the Status will return to ‘In Progress’.
Status ‘For Review’ means the Contact has completed the Attestation Form and has submitted it for Review. While in a Review Status, the Form cannot be changed by the Contact. The Contact Owner will be notified that the Attestation is ready for Review. When Contract Owner reviews the Form, they can choose to ‘Not Accepted’ the Attestation, and send a notification to the Contact with information required to have the Attestation accepted. The Contact will again be able to modify the Attestation Form. Otherwise, the Contract Owner can choose one of the Completed Statuses.
Completed Attestation Statuses are a final Status and the Attestation Form can no-longer be accessed by the Contact.
Status ‘Accepted’ is a Completed status. This Status means the Attestation form is Completed by the Contact and it has been Accepted by the Contract Owner.
Status ‘Rejected’ is a Completed status. This Status means the Attestation form is Completed by the Contact but to a level unsatisfactory to the Contract Owner. The Contract Owner must give a reason for this decision, which will then be sent as a notification to the Contact.
Status ‘Will Not be Completed’ is a Completed status. This Status means this Attestation for this Contact is no longer required, or will no-longer be pursued. The Contact will no longer be able to access the Attestation and will be notified it is no longer required. The record is still retained for historical purposes.
Use the controls in the column headers to filter the Records. Perform advanced sorting and filtering of the List to find particular Records.
2
List of Status
This List displays the Attestation Task Statuses in alphabetical order. An Attestation Task Status cannot be edited or deleted.
Procedures
Notes: Only ‘Administrators’ can access the Maintenance menu Configuration items.
Accessing the ‘Contracts’ Configuration section
From the Main Menu, select Maintenance | Configuration.
The TriLine GRC Configuration Page is displayed. Click the General1 tab. Click the Contracts2 section. The Contracts section will display.
Configuring the Default Values
The Contracts section of the General tab on the Configuration page contains the Default First Reminder Days value that will appear when a new Contract is created, or loaded via Spreadsheet. And, contains the default Form Label that will appear at the top of the Attestation Form to the Contact when Filling in the Form.
In the ‘Confirm Delete’ dialog, click the OK button to delete the Contract Type.
The Contract Type is deleted and no longer displays in the list.
Note: A Contract Type without a ‘Delete’ icon displayed is currently allocated and cannot be removed.
Creating and managing Contract Entities
About Contract Entities
Contract Entity is the name of one of your entities that has entered into a contract. As an example you might have a parent company and a number of subsidiary businesses. Your use the Contract Entity field to indicate which of your businesses have responsibilities or rights under the contract.
Contract Entities are used to group similar or related Entity’s in reports and lists.
Administrators can create and manage a Contract Entity via the ‘Contract Entities’ Page.
Accessing the ‘Contract Entities’ Page
From the Main Menu, click or mouse hover over Contracts, then in the Maintenance section, click Entities.
On the ‘Contract Entities’ page, click or mouse hover over the Options Menu icon to display the options. Click the ‘New Entity’ 1 option.
The ‘New Contract Entity’ window is displayed. Enter a new unique Contract Entity 1 and/or a logo 2 by using the file 3 uploader. Then click the Save 4 icon.
The new Contract Entity is displayed in the Contract Entities list.
The ‘New Contract Entity’ window
‘New Contract Entity’ window elements
ID
Element
Description
1
‘Entity Name’ field
Type a unique name for the Entity in this field.
2
‘Entity Logo’ image box
View uploaded Entity Logo here.
3
‘Upload File’ icon
Click this icon to upload a new Entity Logo.
4
‘Save’ icon
Click this icon to add the new Entity.
5
‘Close’ icon
Click this icon to close the ‘New Contract Entity’ window without adding the new Entity.
On the ‘Contract Type’ page, click the ‘Edit’ 1 icon of a Contract Type.
The ‘Edit Entity’ window is displayed. Update the unique Entity 1 name and/or logo 2 by using the file 3 uploader, or file 4 remover. Then click the Save 5 icon.
The updated Contract Entity will be displayed in the Contract Entities list.
The ‘Edit Contract Entity’ window
‘Edit Contract Entity’ window elements
ID
Element
Description
1
‘Entity Name’ field
Modify the Entity name. This name must be unique.
2
‘Entity Logo’ image box
View uploaded Entity Logo here.
3
‘Upload File’ icon
Click this icon to upload a new Entity Logo.
4
‘Clear’ icon
Click this icon to clear the Entity Logo image.
5
‘Update’ icon
Click this icon to update the Contract Entity.
6
‘Close’ icon
Click this icon to close the ‘Edit Contract Entity’ window without updating the Entity.
In the ‘Confirm Delete’ dialog, click the OK button to delete the Contract Entity.
The Contract Entity is deleted and no longer displays in the Entities list.
Note: A Contract Entity without a ‘Delete’ icon displayed is currently allocated and cannot be removed.
Creating and managing Contract With Types
About Contract With Types
‘Contract With Types’ identifies the different Types of Organisations your ‘Contracts With’. ‘Contract With Types’ can be grouped in reports and lists.
A ‘Contract With Type’ can indicate if the ‘Contract With’, is a supplier of goods or services to your organisation, or a recipient of goods or services supplied by your organisation.
Accessing the ‘Contract With Type’ Page
From the Main Menu, click or mouse hover over Contracts, then in the Maintenance section, click Contract With Types option.
On the ‘Contract With’ list page, hover over the Options Menu icon to display the options. Click the ‘New Contract With’ 1 menu option.
The ‘New Contract With’ window is displayed. Select a ‘Contract With Type’ in the Type 1 field. Enter values in all other fields (2 to 12) as required. Then click the Save 14 icon.
The new ‘Contract With’ record is displayed in the ‘Contract With’ list.
The ‘New Contract With’ window elements
‘New Contract With’ window elements
ID
Element
Description
1
‘Type’ Selector
Select a ‘Contract With Type’.
2
‘Trading or Short Name’ field
Enter the name of the Entity the Contract will be with.
3
‘Legal Name’ field
Enter the Legal Name of the Contract With.
4
‘Street Address’ field
Enter the Street Address of the Contract With.
5
‘Postal Address’ field
Enter the Postal Address of the Contract With.
6
‘Website’ field
Enter the Website of the Contract With.
7
‘Reference’ field
Enter the Reference of the Contract With.
8
Perform Business Search icon
Click this icon to Perform a Business Search for the reference number 7.
9
‘Telephone’ field
Enter a contact number of the Contract With.
10
‘Fax’ field
Enter a Fax number of the Contract With.
11
‘Email’ field
Enter a contact Email Address of the Contract With.
12
‘Entity verified in accordance with procurement policy.’ selector
Select this tick box if this Contract With is verified.
13
‘Show Page Help’ icon
If shown, click this icon for information on creating a Contract With record.
14
‘Save’ icon
Click this icon to save the Contract record.
15
‘Cancel’ icon
Click this icon to Close the ‘New Contract With’ window.
Creating and Linking a Custom Field
Custom Fields are Optional.
Custom Fields allow you to capture additional information unique to your organisation’s Contract needs on a Contract Type by Contract Type basis.
A Contract Custom Field must be linked to Contract Type in order for that Custom Field to appear on a Contract record of that Contract Type. A Contract Custom Field can be linked to more than one Contract Type, and vice a versa.
Accessing the ‘Manage Custom Fields’ page
From the Main Menu, click or mouse hover over the main menu item Contracts, then in the Maintenance section click the Custom Fields option.
Click the Contracts tab to display the Contracts Custom Fields list.
On the Manage Custom Fields ‘Contracts’ tab, click the ‘New Contract Custom Field’ 1 icon.
The ‘Add Custom Field’ window is displayed. Enter the Custom Field (1 thru 10) details. Make sure the Field 2 name is unique. Then click the Save 11 icon. See the Custom Field help page.
The new Custom Field is displayed in the list. Next, link the Custom Field to the required Contract Type(s).
On the Manage Custom Fields ‘Contracts’ tab, click the ‘Linked Contract Type’ 1 icon of the Custom Field you wish to link to.
The ‘Linked Contract Type’ window is displayed. Select each Contract Type 2 to link to this Custom Field. Then click the Save 3 icon.
The Custom Field links are saved. Whenever a Contract record of this Type is opened, the Custom Fields tab will display these Custom Fields for data entry.
Provide Help for creating new Records
It is optional to add new Record help.
New Record help is extra content or instruction you can provide to the person creating a new Contract or Contract With record.
From the Main Menu, click or mouse hover over the main menu item Contracts, then in the Maintenance section click New Record Help - Contract option.
Enter or edit the ‘New Record Help’ content for the new Contracts 1 here.
Click or mouse hover over the options Menu item, then click the Save1 option.
The new help content is saved.
Editing New Contract With record help
From the Main Menu, click or mouse hover over the main menu item Contracts, then in the Maintenance section click New Record Help - Contract With option.
Enter or edit the ‘New Record Help’ content for the new Contracts With 1 here.
Click or mouse hover over the options Menu item, then click the Save1 option.
The new help content is saved.
Creating and managing Attestation Types and Form Versions
See Attestation Types above for more information on Attestation Types.
Accessing Attestation Types and Form Versions page
From the Main Menu, click or mouse hover over Contracts to display the Maintenance section menu items, click the Attestation Types option.
The Attestation Types list page is displayed. Click an Attestation Type chevron 1 icon to display the version(s) of Attestation Forms for this Attestation Type.
The Attestation Form Version(s) for this Attestation Type is displayed. Each version of an Attestation Form can be edited until it is ‘selected’ in an Attestation task. Each version of an Attestation Form can be duplicated to create a new version. Old versions can be made inactive to prevent further use of this version of the form in future Attestation tasks.
Adding an Attestation Type
Access the ‘Attestation Type’ Page. Click, or mouse hover over, the Options Menu icon to display the options. Click the ‘New Attestation Type’ icon 1 option.
The ‘New Attestation Type’ window is displayed. Enter a new unique Name 1 and Prefix 2. Update the fields as required; see The ‘New Attestation Type’ window elements below for more information on each field.
Click the Save 6 icon (or click Cancel 7 to stop adding this Type).
The new Attestation Type is displayed in the Attestation Type list. An new blank Attestation Version Form is also added.
The ‘New Attestation Type’ window elements
‘New Attestation Type’ window elements
ID
Element
Description
1
‘Name’ field
Type a unique name for the Attestation Type in this field.
2
‘Prefix’ field
Type a Prefix for the Attestation Type in this field.
3
‘Contract Type’ field
Selecting no Contract Types allows this Attestation Type to be selectable for all Attestation Tasks. Selecting one or more Contract Types restricts only those Contracts of those Types being able to select this Attestation Type in their Attestation Tasks.
4
‘Record_Status’_field
Select Active to enable displaying this Type for selection on the Attestation Task. Select Inactive to prevent this Type from displaying in the Attestation Task Type selection field.
5
'Show email address in email’field
Select this field to include the Contract Owners email address in Attestation Task notifications to the Contact(s).
6
‘Save’ icon
Click this icon to add the new Attestation Type.
7
‘Close’ icon
Click this icon to close the ‘New Attestation Type’ window without adding the new Type.
The ‘Edit Attestation Type’ window is displayed. Update fields though as required. See The ‘New Attestation Type’ window elements for more information on each field. To prevent this Attestation appearing in the Attestation Task list, select Inactive. Select if the Attestation will require an Attachment 4 from the Contact before the Attestation can be completed. Click the Save 6 icon (or click Cancel 7 to stop editing this Type).
The updated Attestation Type will be displayed in the Attestation Type list.
Editing an Attestation Type Email Settings
Attestation Statuses Issued, Accepted and Not Accepted will send email notifications to the Contact, from the Contact Owner.
Attestation Statuses For Review, and Request (for more information) will send email notifications to the Contract Owner, from the Contact.
The Email Subject and (the first part of) the Email Body can be customised for each Attestation Status of each Attestation Type.
The ‘Edit’ Version details window is displayed. Update the Name 1 as required. If this Attestation Form is to be no-longer used, select ‘Record Status’ 2Inactive to hide this Form Version from displaying in the Attestation Task Type From Version selection field. Choose to make Attachments 3 mandatory for Attestation tasks using this Form Version. Click the Save 4 icon to save updates (or click Cancel 5 to stop adding this Version).
The updated Form Version record will be displayed in the list.
Creating the next Attestation Type Form Version
Access the ‘Attestation Type’ Form record. Click an Attestation Type chevron 1 icon to display the version(s) of Attestation Forms for this Attestation Type. Click the ‘Create a new Version’ icon 2 of a Form Version record.
The ‘Copy field from’ this version window is displayed.
Enter the new Version Name in the ‘To’ 1 field. Select All 2 fields, or select individual Field 3 to be included in the new version of this Form. Click the Save 4 icon to create the new Form Version (or click Cancel 5 to stop adding the new Form Version).
If the Confirm dialog window displays, click the OK 1 button.
The new Version of Form will be displayed in the list. Click its Edit ‘Attestation Fields’ 2 icon to update the new Form as required.
Show all Contracts that use an Attestation Version
This option will show all Contracts that use a Attestation Version and can be used prior to using the Changing ALL Attestation Schedules to a new Form Version option to see which Contracts will be changed if that option is selected.
Access the ‘Attestation Type’ Form record. Click an Attestation Type chevron 1 icon to display the versions of Attestation Forms for this Attestation Type. Click the ‘Show Usage’ 2 icon of a Form Version record.
The Attestation Version Usage window is displayed. The list 1 contains all Contracts that have a Attestation schedule that uses this Forms Version. Click the Export 2 icon is that is required.
Changing ALL Attestation Schedules to a new Form Version
Access the ‘Attestation Type’ Form record. Click an Attestation Type chevron 1 icon to display the versions of Attestation Forms for this Attestation Type. Click the ‘Update to this Version’ 2 icon of a Form Version record.
The ‘Update all attestation schedules’ to this version window is displayed. Click Yes to immediately update all Contracts with this Attestation scheduled, to be changed to this version of the Attestation. Note: This does NOT effect current or completed Attestations. Current My Summary Attestations in progress, will remain with the Version they are generated with. Completed Attestations will remain with the Version they were completed with. The next schedule of Attestations to be generated will contain this new Version.
A message is displayed to confirm update is applied. Opening a Contract with this Attestation, shows the new version is applied, waiting for the next 1st reminder date to generate with this new version.
The ‘Confirm Delete’ window is displayed. Click the OK button to delete the Contract Attestation Type and it’s Form(s).
The Contract Attestation is deleted and no longer displays in the list.
Note: A Contract Attestation without a ‘Delete’ icon displayed means an Attestation Task has been generated from this Attestation so it can no-longer be removed as it required for history purposes.
Deleting an Attestation Type Form Version
Access the ‘Attestation Type’ Form record. Click an Attestation Type chevron 1 icon to display the version(s) of Attestation Forms for this Attestation Type. Click the ‘Delete’ icon 2 of a Form Version.
The ‘Confirm Delete’ window is displayed. Click the OK button to delete the Version of the Attestation.
The Contract Attestation is deleted and no longer displays in the list.
Note: The bin icon will not appear for Form Versions ‘used’ by an Attestation Task as it is required for historical purposes, hence these records cannot be deleted.
Building the Attestation Form Version
The Attestation Form is a collection of Attestation Fields designed for third parties to provide regular attestations to meet Standards (international and regional) and regulatory or other requirements.
In use, a person completing an Attestation fills in the form on a secure web page independent of your TriLine GRC site.
An Attestation Form must have at least one field.
Attestation fields can be hidden (Backend Only) from the Form entry page, and displayed exclusively to the Positions with access to that Contract record.
Note Once an Attestation Task has been generated using this Form, the Form will no-longer be able to be modified. Replicate the Form and create a new version of Form to use in the next task, if you require to change the Form.
Types of Attestation Form Version Fields
Each Attestation Field may be one of these types:
(Single Line) Text,
Multiline (Text),
Formatted Text***,
Date,
Date and Time,
List Box (Select one),
List Box (Select one or more),
Radio Button List,
Number,
Currency,
Tick Box,
Section Header,
Display Text.
*** Having a Formatted Text field(s) in a form will impact the load time for the record. We recommend only using this type of field if formatting is important to the field content. If this is not important, please use the Multi-line Text field type.
Attestation Fields can be marked as Required Fields. Required Fields are mandatory and must be completed before you can complete the Attestation Form.
Accessing the Attestation Form Version Fields window
Access the ‘Attestation Type’ Form record. Click an Attestation Type chevron 1 icon to display the version(s) of Attestation Forms for this Attestation Type. Click the ‘Attestation Fields’ 2 icon.
If it is a brand new Attestation Type, the Version ‘Fields’ window will displayed with no fields.
A prior edited Version Form with fields added, will display with those fields.
The Version ‘Fields’ window elements
The ‘Attestation Type Fields’ window elements
ID
Element
Description
1
Version Name
The Version Name of the Form Fields you are currently editing.
2
‘Show Help’ icon
Click this icon to see some basic instructions for working on this Page.
The ‘New Attestation Field’ window is displayed. Enter Field elements as required (see The ‘New Attestation Field’ window elements below for information on each field). Click the Save 16 icon to save the new field, clicking the Close 17 to cancel.
The window will close.
The ‘New Attestation Field’ window elements
‘New Attestation Field’ window elements
ID
Element
Description
1
‘Field Type’ selector
Click this field to choose the type of Field from this list. This field is mandatory.
Note: Field elements that do not apply to a particular Field Type are disabled when that Field Type is selected. For example, if you choose ‘Text’ as the Field Type, the ‘List Values’ text box 7 and ‘Number of Decimals’ selector 9 are disabled.
2
‘Field Name’ text box
Type a unique Field Name in this text box. This field is mandatory.
Note: The Field Name may only contain letters (A - Z, a - z), numbers (0 - 9) and spaces.
3
‘Field Label’ text box
Type a Field label in this text box. This field can be the same as the Field Name, or it can be any name you require, meaning you can effective have same name(, or duplicate) fields displayed on the Form. This field is mandatory.
Note: The Field Name may only contain letters (A - Z, a - z), numbers (0 - 9) and spaces.
4
Formatting Toolbar
This is a subset of the regular Formatting Toolbar, offering basic text formatting for the Description field 5.
5
Field_Description_editor
Type your Field Description here.
Tip: This description is displayed when the user hovers over the Help icon associated with the Field, so provide as much information as possible.
6
Field Description editor ‘Help’ icon
Hover over to display some useful information about filling in the Field Description editor 5.
7
‘List Values’ text box
You must complete this text box if you choose the ‘List Box’ Field Type in 1.
Type in the List Values, each separated by a bar (or ‘pipe’) character. For example:
List Item 1|List Item 2|List Item 3
Note: No spaces either side of all pipe separator characters.
8
‘Default Value’ text box
Type in the values that you want displayed when the Attestation is first displayed.
Note: If you choose the ‘List Box’ Field Type in 1, you must type one of the List Values from 7 into the ‘Default Value’ text box.
9
‘Number of Decimals’ selector
Select the number of decimals when you choose the ‘Number’ or ‘Currency’ Field Type in 1.
The number you select determines the number of digits displayed after the decimal point in the Field. For example, selecting ‘2’ will display numbers in the Field as 45.00, 27.60 and so on.
10
‘Required Field’ checkbox
Tick this checkbox to set the Field as a Required (mandatory) Field.
When displayed on the Attestation Form, Required Fields are flagged with a red asterisk .
Note:* When you choose the Required Field option, you must include a Default Value 8.
11
‘Backend Only’ checkbox
As only the Contact can update the Form, this option is disabled.
12
‘Display In Lists’ checkbox
Tick this checkbox to display the Field in Attestation List.
13
‘Report Filter’ checkbox
Tick this checkbox to display the Field on Report settings as a filterable field. This selections maybe disabled depending on the type of field selected.
15
‘Active’ checkbox
Tick this checkbox to display the Field on the Attestation Form.
16
‘Update’ icon
Click this icon to Save the new Attestation Field.
17
‘Close’ icon
Click this icon to close the ‘New Attestation Field’ window without adding the new Attestation Field.
Editing an Attestation Form Version Field
Note: Editing an Attestation Field is not possible once an Attestation Task using this Form has been generated.
The ‘Edit Attestation Field’ window is displayed. Edit the Field elements as required (see The ‘New Attestation Field’ window elements above for information on each field). Click the Save 16 icon to save the new field, clicking the Close 17 to cancel.
The window will close.
Deleting an Attestation Form Version Field
Note: Deleting an Attestation Field is not possible once an Attestation Task using this Form has been generated.
The Attestation Version Form ‘Preview’ window is displayed. This is the current layout of the Attestation Form. Backend fields are shaded gray to indicate they will not display to the Person completing an Attestation. Backend fields only display to the Contract Owner and Positions with Security access.
The Attestation ‘Preview’ window elements
Attestation ‘Preview’ window key elements
ID
Element
Description
1
Attestation ‘Preview’
Fields and sections in the order they will appear.
2
‘Title’ Field
The ‘Name’ from the Details tab is the label of this Attestation Title field.
3
‘Section Header’ Field Type
Used to divide the Attestation into sections.
4
Required Field indicator
Fields that have ‘Required Field’ set are shown on the Form with a red asterisk *.
5
Field Help icon
The Attestation completer can hover their mouse over this icon to see a Field Information hint 4 that helps them to complete the Field details.
6
Scroll window
Use the (inside) window scroll bar to view the rest of the Attestation Form.
7
‘Close’ icon
Click this icon to close this window.
Loading Records
This option provides the facility to load a large number of records into your TriLine GRC Contracts Module via a spreadsheet.
About Loading Records
The Contracts system must be fully configured before records can be loaded. See About Contracts on how to do this.
If you are loading both Contracts and Contracts With, then load Contracts With first.
Contracts must be loaded by Contract Type, so only one Contract Type per load is allowed. This is to allow for the different Custom Fields possibilities per Contract Type.
The loading procedure is:
Create and download a Spreadsheet template containing all required columns that must be filled.
Enter the Contracts information into this Spreadsheet.
Save and Close the Spreadsheet.
Load the Spreadsheet into TriLine GRC with required Security Group accesses.
Load Contract Records
From the Main Menu, click or mouse hover over the main menu item Contracts, then in the Maintenance section click Load Contract Records.
The ‘Load Contract Data’ page displays.
Click the ‘Select a Contract Type’ 1 and click the required Contract Type.
The ‘Create A Spreadsheet Template For Contracts’ button and Import File field plus ‘Browse’ button appears. If you have prepared your Spreadsheet, skip to Step 9.
Click ‘Create A Spreadsheet Template For Contracts’ 1 button. The Loading Contract Template displays.
Click the ‘Save As’ 1 icon. The Save As window displays. Change the download file type 2, if required. Click the ‘Download’ 3 button and follow the browser instructions to save the Spreadsheet template to your local system. Of special note, you must enter the Contract number for each Contract record, and this number must not already exist in the system.
Open and edit the Spreadsheet with Contract records of the selected type. Take Note of the Information tab for guidelines on column specific values. All cells must have a value.
Save the Spreadsheet and Close the Spreadsheet application.
Click the ‘Browse’ 1 button. Locate and select your Loading Spreadsheet.
The Contract file 1, Security selections, and ‘Load Contract Data’ button will all appear. Select the Security 2 access that will apply to your Contract Records; noting the Contract Owners will require to belong to a Security Group with ‘Edit’ access. Then click the ‘Load Contract Data’ 3 button.
A messages will display for each record indicating a successful load, or a problem with the record. For problem records, re-edit the spreadsheet and correct the error, save and close; successful records can stay in the Spreadsheet as the system will not load a duplicate Contract Number record. Repeat until all records are successfully loaded.
Load Contract With records
From the Main Menu, click or mouse hover over the main menu item Contracts, then in the Maintenance section click Load Contract With Records.
The ‘Load Contract With Data’ page displays. If you have prepared your Spreadsheet, skip to Step 9.
Click ‘Create A Spreadsheet Template For Contracts With’ 1 button. The Loading Contract Template displays.
Click the ‘Save As’ 1 icon. The Save As window displays. Change the download file type 2, if required. Click the ‘Download’ 3 button and follow the browser instructions to save the Spreadsheet template to your local system.
Open and edit the Spreadsheet with Contract records of the selected type. Take Note of the Information tab for guidelines on column specific values. All cells must have a value.
Save the Spreadsheet and Close the Spreadsheet application.
Click the ‘Browse’ 1 button. Locate and select your Loading Spreadsheet.
The Contract With file 1, and ‘Load Contract With Data’ button will all appear. Then click the ‘Load Contract With Data’ 2 button.
A messages will display for each record indicating a successful load, or a problem with the record. For problem records, re-edit the spreadsheet and correct the error, save and close; successful records can stay in the Spreadsheet as the system will not load a duplicate. Repeat until all records are successfully loaded.
Load Contract With Contact records
From the Main Menu, click or mouse hover over the main menu item Contracts, then in the Maintenance section click Load Contract With Records.
The ‘Load Contract With Data’ page displays. If you have prepared your Spreadsheet, skip to Step 7.
Click ‘Create A Spreadsheet Template For Contacts’ 1 button. The Loading Contacts Template displays.
Click the ‘Save As’ 1 icon. The Save As window displays. Change the download file type 2, if required. Click the ‘Download’ 3 button and follow the browser instructions to save the Spreadsheet template to your local system.
Open and edit the Spreadsheet with Contract records of the selected type. Take Note of the Information tab for guidelines on column specific values. All cells must have a value.
Save the Spreadsheet and Close the Spreadsheet application.
Click the ‘Browse’ 1 button. Locate and select your Loading Spreadsheet.
The Contract With file 1, and ‘Load Contract With Data’ button will all appear. Then click the ‘Load Contract With Data’ 2 button.
A messages will display for each record indicating a successful load, or a problem with the record. For problem records, re-edit the spreadsheet and correct the error, save and close; successful records can stay in the Spreadsheet as the system will not load a duplicate. Repeat until all records are successfully loaded.
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