Only Administrators can access the Maintenance Configuration Events tab.
Only Administrators and Administrators - Events can access the Events Maintenance menu items.
About Events
An Administrator must configure your TriLine GRC system before Events can be used, managed and reported on.
The difference between Events and Registers is the predefined fields, such as Priority, Cause, Category, Sub Category, Rating, Loss Amount, Remedial Cost and Breach.
Consider using Events when the Incident being recorded has a Cost and any follow up tasks are one off (not cyclic), or to use the ‘Anonymous Reporter’ feature.
Consider using Registers when you wish to control every field defined in the Register record, and if you require cyclic tasks to be performed.
Optionally, turn on the My Events tab on the My Summary page (item 8 in Configuration) for Event Owners with Event records that do not have an a ‘Closed’ Status.
Building an Event Forms for each Event Type to capture the required information. The form can include fields for post processing, that the event record will not see at the time of recording the event.
Optionally, creating Predefined Tasks for the actions that are required to be carried out when each particular Type of Event is reported.
Optionally adding Help information to each Event Type.
Optionally pre-defining links to other module records when each event is recorded.
Note: Changes you make to the Configuration settings will affect your whole TriLine GRC system—take care when making changes.
Configuration
The ‘Events’ Configuration tab allows you to customise the name of the Events to reflect your organisations use of this module. Here you are able to change the Title, Short Title and Menu text to your preferred names.
The Default Other Information field is a legacy field that was originally a mandatory description field, but is now a optional entry field when creating a new Event record. This field is kept to maintain historical information. The default text this field will display when creating a new Event record, can be entered here.
The Event Alert Text is the email notification text that will be sent to the person creating a new Event record. The text of this field can be entered here.
Note: All titles or labels that can be customised, maybe emphasised by the use of brackets; e.g. (Events).
The Configuration Page ‘Events’ tab
‘Events’ Configuration tab elements
‘Events’ Configuration tab elements
ID
Element
Description
1
‘Events’ tab
Click to display and edit the Events configuration settings.
Click to display basic instructions for completing the fields on the Events tab.
3
‘Title’ field
Edit this field to change the text displayed on this tab, which is current set to ‘(Event Registers)’. (See Event terminology can be customised for more information.)
Whatever you type in this field displays as the default text in the ‘Other Information’ field of every new Event. This field is now optional an be can left blank.
7
‘New Event Alert Text’ field
If, when a new Event is created, the Send Notification is selected by the Event creator, this additional text will go in the notification to the Event creator. This field is optional an be can left blank.
8
‘Show My Events’ selector
Turn this switch ‘on’ to show the ‘My Events’ tab on the ‘My Summary’ page for Event Owners with Event records that do not have an a ‘Closed’ Status. This allows the Event Owners to easily see the ‘open’ Events records that they are required to process to a ‘Closed’ Status.
Enter some text to display only those records containing matching text.
5
Category column
Use the controls in the column headers to filter and sort the Records in the List 6.
6
List_of_Event_Categories
This List displays all Event Categories in your TriLine GRC system, and provides access to each Sub Categories via the Sub Category icon 9. Note: Not all Event Categories may be displayed if a filter (4 or 5) has been applied.
7
‘Edit’ icon
Click this icon to edit this Event Category.
8
‘Delete’ icon
Click this icon to delete this Event Category. Note: An Event Category without a ‘Delete’ icon displayed means that this Category is currently used in at least one Event record. This Category cannot be deleted until it is removed from the Event records that use them.
9
‘Sub Categories’ icon
Click this icon to add/edit/delete Sub Categories associated with this Event Category. Note: At least one Sub Category must exist for each Category.
Enter some text to display only those records containing matching text.
4
Sub Category column
Use the controls in the column headers to filter and sort the Records in the List 5.
5
List_of_Sub_Categories
This List displays all Sub Categories for this Category. Note: Not all Sub Categories may be displayed if a filter (3 or 4) has been applied.
6
‘Edit’ icon
Click this icon to edit this Sub Category.
7
‘Delete’ icon
Click this icon to delete this Sub Category. Note: A Sub Category without a ‘Delete’ icon displayed means that this Sub Category is currently used in at least one Event record. This Sub Category cannot be deleted until it is removed from the Event records that use them. Tip: If you are deleting the last Sub Category in the list, edit the Sub Category instead and change its title to ‘N/A’. This is due to a TriLine GRC system requirement that every Event Category Record has at least one Sub Category Record associated with it.
8
‘Close’ icon
Click this icon to Close the Sub Categories window.
Cause
Define the list of Causes of your Events.
At least one Cause is required and it must exist before Event Registers can be used.
Causes default to displaying in alphabetical order.
Enter some text to display only those records containing matching text.
5
Cause column
Use the controls in the column headers to filter and sort the Records in the List 6.
6
List_of_Event_Causes
This List displays all Event Causes in your TriLine GRC system. Note: Not all Event Causes may be displayed if a filter (4 or 5) has been applied.
7
‘Edit’ icon
Click this icon to edit this Event Cause.
8
‘Delete’ icon
Click this icon to delete this Event Cause. Note: An Event Cause without a ‘Delete’ icon displayed means that this Cause is currently used in at least one Event record. This Cause cannot be deleted until it is removed from the Event records that use them.
Priority
A default list of Priorities is provide, that can added to, changed and removed.
At least one Priority is required and it must exist before Event Registers can be used.
The Priority list display order can be customised.
Enter some text to display only those records containing matching text.
4
Priority column
Use the controls in the column headers to filter and sort the Records in the List 6.
5
List_of_Event_Priorities
This List displays all Event Priorities in your TriLine GRC system.
6
‘Edit’ icon
Click this icon to edit this Event Priority.
7
‘Delete’ icon
Click this icon to delete the related Event Priority. Note: An Event Priority without a ‘Delete’ icon displayed means that this Priority is currently used in at least one Event record. This Priority cannot be deleted until it is removed from the Event records that use them.
8
‘Move Record Up’ icon
Select a Priority and click this icon to move the Priority towards the top of the list.
9
‘Move Record Down’ icon
Select a Priority and click this icon to move the Priority towards the bottom of the list.
Status
A default list of Statuses is provided with your TriLine GRC system. This list can be added to, changed and removed.
A Status represents the state of progression an Event record.
At least one Status is required and it recommended to have at least two Status.
One Status must be select as the ‘Closed’ status.
It is common to have multiple ‘open’ Status’s that represent the progression of actions on the Event record. The one ‘closed’ status represents the completion of all actions on the Event record.
The Status list display order can be customised.
‘Closed’ event records can be ‘re-opened’, by selecting an open status.
The ‘Event Status’ Page
The ‘Event Status’ page elements
‘Event Status’ page elements
ID
Element
Description
1
‘New Status’ icon
Hover over the Menu Options icon, then click the add New Status option.
2
‘Show Help’ icon
Hover over the Menu Options icon, then click this option to see some basic instructions for working with the ‘Event Status’ Page.
Enter some text to display only those records containing matching text.
4
Priority column
Use the controls in the column headers to filter and sort the Records in the List 6.
5
List_of_Event_Statuses
This List displays all Event Statuses in your TriLine GRC system.
6
‘Edit’ icon
Click this icon to edit this Event Status.
7
‘Delete’ icon
Click this icon to delete the related Event Status. Note: An Event Status without a ‘Delete’ icon displayed means that this Status is currently used in at least one Event record. This Status cannot be deleted until it is removed from the Event records that use them.
8
‘Move Record Up’ icon
Select a Status and click this icon to move the Status towards the top of the list.
9
‘Move Record Down’ icon
Select a Status and click this icon to move the Status towards the bottom of the list.
10
‘Indicates Closed’ selector
You must choose one of the available Statuses to indicate that the Event is closed. By default, the Status titled ‘Closed’ is used for this purpose. If required, select a different Status from the drop-down list to be the closed status.
Custom Fields
Optionally, additional custom fields that will appear on all Event records can be added via the Custom fields Maintenance menu option.
Note: These fields are not to be confused with the Event Form Fields. These are fields that will appear on every Event, so careful consideration must be made if these fields are to used at all.
Custom fields will appear on the first page of creating a new Event record process.
At least one Custom field must exist for the Custom fields tab to appear on the Event record.
Each Custom field can be one of a wide variety of data types, and data entry of each can be made optional or mandatory.
The Event ‘Manage Custom Fields’ tab
The Event ‘Manage Custom Fields’ tab elements
Event ‘Manage Custom Fields’ tab elements
ID
Element
Description
1
‘Event’ tab
Click this tab to display the ‘Event’ Custom Field list.
Note: The tab label may be different on your TriLine GRC system.
2
Custom_Field_List
Displays all Custom Fields created for ‘Events’
3
‘New’ icon
Click this icon to add a new ‘Event’ Custom Field.
4
‘Edit’ icon
Click this icon to edit this Custom Field.
Important Notes: Changes to a Custom Field is reflected in all Event Records regardless of Event Type. Changing a Custom Field’s ‘Field Type’ can have unforeseen results (e.g. changing from ‘Text’ to an incompatible type such as ‘Currency’ or ‘Date’ may cause errors in your TriLine GRC system). Before deleting a value in a List Box, check that the value is not being used in any records as this may also will cause errors in your TriLine GRC system.
5
‘Delete’ icon
Click this icon to delete this Custom Field.
Note: Deleting a Custom Field instantly deletes that data for every Event Record.
6
‘Backend Only’ checkbox
Tick this checkbox to prevent the field displaying on the new Event window. The field will only display when the Event records is edited, that is after the Event record is created.
An Event Type is a name given to the Events or Incidents to be recorded.
Event type can be configured to appear in the TriLine GRC Portal. This allows your organisation’s ‘non’ TriLine GRC users to record Events of this type.
New Events can be restricted to only be created by members of a specific Task Team.
The order of Event Types is configurable, so that the most important, or the most frequently used, Events types can appear first in the Create new events list.
Event Type’s default settings, layout of the form fields and security are defined here.
The ‘Event Types’ Page
The ‘Event Types’ page elements
‘Event Types’ page elements
ID
Element
Description
1
‘New Type’ icon
Hover over the Menu Options icon, then click this option to add a New Event Type.
2
‘Page Help’ icon
Hover over the Menu Options icon, then click this option to see basic instructions for working with the Event Types Page.
Note: An Event Type cannot be deleted if any Event records of this Type exist in your TriLine GRC system. Where this is the case, the ‘Delete’ icon is not displayed.
8
‘Move Record Up’ icon
Select (click) a Record in the list 5 and then click this icon to move the selected Record towards the top of the list.
9
‘Move Record Down’ icon
Select (click) a Record in the list 5 and then click this icon to move the selected Record towards the bottom of the list.
10
‘Active’ checkbox
This checkbox shows if the Event Type is available to users recording these Events. If it is not ticked, the Event Type will not be available to create new records, either via TriLine GRC or via the TriLine GRC Portal. Click the Edit 6 to change this field.
11
‘Form Fields’ icon
Click this icon to add/edit/delete the layout and Event Form Fields of this Event Type.
12
‘Type Managers’ icon
Click this icon to assign/unassign Positions as Event Type Managers for this Event Type. These positions must belong to a Security Group with default 14 Edit security access. The first Type Manage will default to new owner of new Event records of this type.
Update the fields as required (see ‘Events’ Configuration tab elements for more information on each field). Hover over, or click the (hamburger) Menu Options icon, then click the Save 8 icon.
Note: Only text, numbers and _ are allow in the Title, Short Title and Menu Text fields.
The updates are saved.
Accessing Events Maintenance Menu
Note: Only Administrators and “Administrators - Events”, can access the Events Maintenance menu options.
From the Main Menu, hover over or click Events1, then click the Events Maintenance Menu option you require.
The ‘Events Maintenance’ Menu options
Click the Categories menu option 2 to display Categories. Click the Clauses menu option 3 to display Clauses, etc.
Creating and managing Categories
About Event Categories
Administrators and Administrators - Events can create Categories to group similar or related Events in reports and lists (e.g. Category Fraud).
There can be two levels of Event Categories. Sub Categories are created under a main Category.
For example:
‘Fraud’ Category with three Sub Categories
Create and manage Event Categories and Sub Categories via the ‘Event Categories’ Page.
Click, or hover over, the Menu Options icon, then click the ‘New Category’ 1 icon.
The ‘New Event Category’ window is displayed. Enter the Category 1, and if this Category is to be linked to all Event Types, select Link to all Types2. Click the Save 3 icon, or click Cancel 4 to stop adding this Category.
The new Category is displayed in the list. The Category list is displayed in alphabetical order.
The ‘New Event Sub Category’ window is displayed. Enter the new Sub Category 1, then click the Save 2 icon, or Cancel 3 to close the window without saving.
The new Sub Category is displayed in the Sub Category list for this Category.
The ‘Edit Event Sub Category’ window is displayed. Update the new Sub Category1, then click the Save 2 icon, or cancel 3 icon to close the window without saving.
The updated Sub Category is displayed in the Sub Category list for this Category.
Click the ‘Delete Sub Category’ 1 icon. There must be a least one Sub Categories for each Category.
Click Ok to confirm the delete, or click Cancel.
The Sub Category list is updated.
Tip: If you are deleting the last Sub Category in the list, and change its title to ‘N/A’. This is a TriLine GRC system requirement that every Event Category Record has at least one Sub Category Record associated with it.
The Category Linked Types window is displayed. Only Event Types linked to this Category are displayed. There is an indicator showing is this Event Type is available on the Portal. This is a viewing only window, no updates can be done here. Linking and De-linking Categories are done from the Event Type page.
Click the Close icon to close the page.
The Category ‘Linked Types’ window elements
The Category ‘Linked Types’ window elements
ID
Element
Description
1
Page title
The clicked on Category followed by ‘:Linked Types’.
2
Note reminder
A reminder that editing of these links must be done from the Type of Events page.
Use the controls in this panel to move between List Pages and set the number of Records to display per-page.
4
‘Event Type’ list
The list of Event Types that are linked to this Event Category.
5
‘Not in Portal’ checkbox
An indicator of this Event Type appearing in the Portal or not.
6
‘Close’ icon
Click this icon to close this window.
Linking and De-linking Categories from Event Types
Note: An Event Type must have at least one Category.
TriLine GRC allows the choosing of which Categories are connected to each Event Type. Event Categories can be linked and de-linked from an Event Type as required.
The Event Type ‘Linked Categories’ window is displayed.
The Event Type Linked Categories window elements
‘New Event Category’ window elements
ID
Element
Description
1
Page title
The Event Type followed by ‘Linked Categories’.
2
‘Category’ selector
All Event Categories not linked to this Event Type, will appear in this dropdown selector. Categories already linked appear in the List of 4 Categories.
Use the controls in this panel to move between List Pages and set the number of Records to display per-page.
4
‘List’ of Categories
This is the list of Event Category linked to this Event Type.
5
‘Delete link’ icon
Click this icon to delete the link between this Event Category and this Event Type.
6
‘Close’ icon
Click this icon to close the Linked Categories window.
Linking a Category to an Event Type
On the Event Type ‘Linked Categories’ window, click the Category 1 dropdown. The list of NOT linked Categories 2 will display (An empty list means all Categories are linked). Click to select the Category 2 you wish to add to this Event Type.
The selected Category will appear in the Category 1 field. Click the link 2 icon to link this Category to the Event Type.
This Category 1 will appear in the Linked Categories list.
De-linking a Category to an Event Type
On the Event Type ‘Linked Categories’ window, click the Category de-link icon.
Click OK to confirm the de-link (or click cancel).
The de-linked Category will be removed from the Categories list.
Creating and managing Causes
About Event Causes
Administrators can create Event Causes so that Events can be grouped in reports and lists. This helps to better understand the origins of the Events within your organisation.
Create and manage Event Causes via the ‘Event Causes’ Page.
Click the ‘Delete Priority’ 1 icon. The Delete icon will only appear for Priority’s that are not recorded on any Event record.
Click OK to confirm the delete, or click Cancel.
The Priority list is updated.
Creating and managing Statuses
About Event Statuses
The Event Status indicates at what stage of the management cycle the Event is being managed (e.g. if the Event is newly created or is in the process of being dealt with).
The default statuses are:
New,
Being Managed,
Tasks Allocated, and
Closed.
The ‘Closed’ Status is used to indicate a Closed Status. Closed indicates all actions are completed on an Event record. Closed Event records are not displayed by default.
Administrators can create and manage Event Statuses via the ‘Event Status’ Page.
To Move a Status down the list, click the Status 1 record, then click the Move down 2 icon.
To Move a Status up the list, click the Status 1 record, then click the Move up 2 icon.
Setting the ‘Closed’ Event Status
Your TriLine GRC system requires that one Status be chosen to indicate that an Event is closed. By default, the ‘Closed’ Status is used for this purpose.
You can change the Status that indicates an Event is closed via the ‘Event Status’ page:
On the ‘Event Status’ Page, click the ‘Indicates Closed’ 1 field.
A list of the Statuses is displayed.
Select a Status from the drop-down list.
The selected Status is displayed in the ‘Indicates Closed’ field.
Your TriLine GRC system will now treat any Events with the selected Status as “Closed”.
Delete a Status
Access Status page. The Event Status page is displayed.
Click the ‘Delete Status’ 1 icon. The Delete icon will only appear for Status’s that are not recorded on any Event record.
Click OK to confirm the delete, or click Cancel.
The Status list is updated.
Creating and managing Event Types
About Event Types
Consider using Events when the Incident being recorded has a Cost and any follow up tasks are one off (not cyclic), or to use the ‘Anonymous Reporter’ feature.
Events have predefined fields, such as Priority, Cause, Category, Sub Category, Rating, Loss Amount, Remedial Cost and Breach, with Cause, Category and Sub Category being mandatory.
Click, or hover over, the Menu Options icon, then click the ‘New Type’ 1 icon.
The ‘New Type’ window is displayed. Enter the fields (1 thru 10). See The New Type window elements for details on each field. Click the Save 11 icon, or click Cancel 12 to stop adding this Type.
Enter a unique name for the new Event Type. This name is displayed in the list on the Event Types Page.
2
‘Prefix’ field
Each Event Type can have its own prefix allowing for quick identification of Event Types. For example, if you have a ‘Work Health and Safety Issue’ Event Type and you want the sequence numbers to be prefixed with ‘WHS’, type ‘WHS’ into this field.
3
‘Not in Portal’ checkbox
Tick this checkbox if you want records of this Event Type to be only able to be created within TriLine GRC and not to display or be accessible from the Event Register Portal.
4
‘Limit_by_Task_Team_(optional)’ selector
Limit who can create this Event Type to the members of a single Task Team only. This is an optional selection.
Note: Only the members of the Task Team will able to create Records of this Event Type; all other Positions, including Administrators, are excluded from creating Records of this Event Type. However, once the record is created, standard View and Edit Security Groups access is applied to this record.
5
‘Active’ checkbox
Tick this checkbox to activate or deactivate this Event Type. Activating makes the Event Type available to add new Events of this type.
Tip: If you’re setting up a new Event Type, leave the Event Type inactive until the Event is completely setup with all Form Fields added and the form layout completed.
Tick this checkbox to hide the identity of people reporting this Event Type from everyone except the Event Type Manager of each Event Record.
This feature is useful for sensitive Events such as whistle blower reporting.
Notes: Administrators and Super Users do not have access to the identity of people reporting an Event Type with this feature selected.
The Alert email for an ‘Anonymous Reporter’ Event does not show the reporter’s name.
8
‘Nomination Group’ selector
If the ‘Managed By’ of a Event Record is required to be selected by the Event Record creator, select a Security Group who members can be selected to be the ‘Managed By’ of this new Record. This is an optional selection.
The default Event Type Manager of each new Event record can be changed by the Event record creator if the Form Field Type ‘Nomination’ is used on the Form.
When someone reports an Event of this Type, the default Security Rights set here will be applied to each new Event Record created.
The Position set as First Manager 9 must have ‘Edit’ Rights. If you’re not sure whether the desired Position is a member of a Security Group with Edit Rights, click that group’s ‘Security Group Membership’ icon to view a list of Positions that are members.
Click this icon to close the ‘New Type’ window without adding the new Event Type.
Nomination Group
Events currently allow one of the default Type Owners to become the default Manager of any new record created. In some scenarios, rather than the first member of the default Owner group, it might be more appropriate for the person creating the new Record, to select who will be the new Record ‘Managed By’ (e.g. their Line Manager). The Nomination Group combined with the Nomination Type Form Field provides this functionality.
The Nomination Group can be selected from any Security Group with Default Edit access to this Event Type can be selected as the Nomination Group. It is suggested that the name of the Security Group reflects this purpose.
Add a Nomination Group Type Form Field to the Event Form. It is strongly recommended that you provide a good Description or use a Display Text field to assist in the Form completion.
When a User creates a new record for this Type of Event, the Nomination field will contain the list of position in the Nomination Group. Selecting one of these Positions will make this Position the ‘Managed By’ Position of this Record.
When a new record is created the Nominated Position will receive the notification email, with a ‘CC’ still going to all the default Type Owners. This Notification will contain a link to the new record. Clicking on the link will automatically open the nominated record.
Note: If not already logged into TriLine GRC, this person will need to login before the record is displayed. If already logged in, the record will be displayed in a new browser window.
The ‘Edit Event Type’ window is displayed. Update the Type fields (1 thru 7) as required. See The Edit Event Type window elements for details on each field. Click the Save 8 icon, or click Cancel 9 to stop editing this Type.
Change this name if required to a new unique name. The name is displayed in the list on the Event Types Page.
2
‘Prefix’ field
Each Event Type can have its own prefix allowing for quick identification of Event Types.
Note: If you change the prefix in this field, the sequence numbers for existing Event Records of this Type will contain the new prefix.
3
‘Not in Portal’ checkbox
Tick this checkbox if you want records of this Event Type to be only able to be created within TriLine GRC and not to display or be accessible from the Event Register Portal.
4
‘Limit_by_Task_Team_(optional)’
Limit which Positions can create this type of Event by select a Task Team. Only the Positions in this Task Team will be able to create new records of this Event Type (the option to add new events of this type will not appear for any other Positions).
5
‘Active’ checkbox
Tick this checkbox to activate or deactivate this Event Type. Activating makes the Event Type available to add new Events of this type.
6
‘Anonymous Reporter’ checkbox
Tick this checkbox to hide the identity of people reporting this Event Type from everyone except the Event Type Manager of each Event Record.
This feature is useful for sensitive Events such as whistle blower reporting.
Notes: Administrators and Super Users do not have access to the identity of people reporting an Event Type with this feature selected.
The Alert email for an ‘Anonymous Reporter’ Event does not show the reporter’s name.
7
‘Nomination Group’ selector
If the ‘Managed By’ of a Event Record is required to be selected by the Event Record creator, select a Security Group who members can be selected to be the ‘Managed By’ of this new Record. This is an optional selection.
Click the ‘Delete Event Type’ 1 icon. The Delete icon will only appear for Event Type’s that are not recorded on any Event record.
Click OK to confirm the delete, or click Cancel.
The Event Type list is updated.
Building Event Forms
About Event Forms
Event Forms are a collection of Event Form Fields designed to capture relevant information from someone reporting a Type of Event.
Use an Event Form to capture details unique to the Type of Event. The Form presented to enter a new Event can be different to saved Event record if further ‘processing’ fields required post the creation of the record.
It is highly recommended to leave an Event Type ‘Inactive’ until the Form fields and Layout is totally completed.
Form layouts can viewed during the Form creation process.
Note: If Event Records of this Type already exist, extreme caution is advised when making any new Form changes as this WILL cause retrospective updates to all these existing Event Records, and if the change is not done correctly (such as a change to an incompatible data type (e.g. text to date)), this CAN cause data to be lost instantly.
About Event Form Fields
An Event must have at least one Form Field.
Each Field Name must be unique, however that Field’s Label can duplicate so Form can appear to have same field in multiple places in the form.
A Form Field can be mandatory (Required Field).
A Form Field can be hidden at Event creation, and will only appear when the record is being edited (Backend Only).
If a Form Field is no longer required, it can be made Inactive, which will retain that data, rather than deleting that field, which would destroy the data immediately if records already exist.
Each Event Form Field are made up of two types of fields.
Standard entry and display fields:
(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.
And TriLine GRC special Form Fields containing existing TriLine data:
Field
Description
Nomination
Allows the person creating an Event record of this Type to select the Position to be the Managed By from the dropdown list. The Position’s listed are from the Nomination Security Group.
Position’s select from this list will be one time only notified when a each new Event record of this Type is created. As this is a one off, the list is displayed in the Event record for audit/historical record, but is not editable.
Business Unit
Allows the person creating an Event record of this Type to select the applicable Business Unit.
Compliance_Category
Allows the person creating an Event record of this Type to select the applicable Compliance Category.
Risk Category
Allows the person creating an Event record of this Type to select the applicable Risk Category.
Positions
Allows the person creating an Event record of this Type to select the applicable TriLine GRC Position.
Rating
Allows the person creating an Event record of this Type to select the applicable Rating.
All Cascading Lists
Cascading lists allows two level List Box selection Lists.
Note: Each Cascading List must be configured for this form field to appear. All available Cascading Lists can be added to a Form, but only one of each type can be added to the Form; that is, the same Cascading List cannot be added twice to a form.
Change Managed By
Back end only Workflow Form Field. This Form Field allows in-Form changing of the record Managed By. This Form Field can be placed on the form as many times as required. It allows the passing of this record from manager to manager to be recorded on the form. As such it is a back end only form field.
Inline Task
Back end only Workflow Form Field. This form field allows in-form creation of tasks, that will be genereated into Current Tasks the moment the record is save. The task itself can be edited and save, or remove before the record is saved. The task will appear in the task list on the Task tab. When completed, Task History can be viewed on the Task Tab.
Note: A pre-defined task must be defined for this Event Type for this form field to be available.
Event Form Fields can be marked as Required Fields (mandatory). Required Fields are mandatory and are flagged with a Red asterisk. These fields must have a value entered before you can complete adding a new Event record. Backend Only fields are only mandatory when editing a record, not during creation.
Use the controls in the column headers to filter the Records. Perform advanced filtering 10 of the List to find particular Records.
4
Form Fields list
Lists the Event Form Fields constructed to make a Form for this Event Type.
5
‘Edit’ icon
Click this icon to edit this Event Form Field.
Important Notes if records have already been created of this Event Type: When you edit an Event Form Field, you change the data for every existing Event Record of the related Type.
Changing an Event Form Field’s ‘Field Type’ can have unforeseen results (e.g. changing from ‘Text’ to ‘Currency’) - this may cause errors in your TriLine GRC system.
Before deleting a value in a List Box, check that the value is not being used in any records as this will cause errors in your TriLine GRC system.
6
‘Delete Form Field’ icon
Click this icon to delete the Event Form Field.
Important Notes if records have already been created of this Event Type: Deleting a Form Field removes that data for every Event of the related Event Type.
Tip: Consider making the Event Form Field ‘Inactive’ (see 9), rather than deleting the Field. This way, no data is lost and you can always restore the Field at a later time, even if just for reporting purposes.
7
‘Move Record Up’ icon
Select an Event Form Field and click this icon to reorder the Field closer to the top of the list.
8
‘Move Record Down’ icon
Select an Event Form Field and click this icon to reorder the Field closer to the bottom of the list.
9
‘Active’ checkbox
When this checkbox is Ticked it indicates this Form Field will display in the Event Form.
(Also see the Tip in 6.)
10
‘Page Information’ icon
Click this icon to see basic instructions for working with the Form Fields Page.
11
‘New Form Field’ icon
Click this icon to add a new Form Field to this Form.
12
‘Preview Form’ icon
Click this icon to view what the layout of the Form in its current configuration.
13
‘Close’ icon
Click this icon to close the ‘Form Fields’ window.
The ‘New Form Field’ window is displayed. Enter the Fields 1 through 10. (For more information on each field, see The ‘New Form Field’ window elements). Click the Save 11 icon, or click Cancel 12 to stop adding this Form Field.
Note: Form 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 5 and ‘Number of Decimals’ selector 7 are disabled.
2
‘Field Name’ text box
Type a unique Field Name in this text box.
Note: The Field Name must only contain letters (A - Z, a - z), numbers (0 - 9) and spaces.
3
‘Field Label’ text box
This is the label that will appear on the Form for this Field and does not need to match the Field Name. Type a name that will appear for this Field Name 2. This label name does not need to be unique, which allows you to have duplicate named fields appear on the form as required.
Note: The Field Label must only contain letters (A - Z, a - z), numbers (0 - 9) and spaces.
4
Field Description editor
Type your Field Description here, then format the text using the Formatting Toolbar.
**This description is displayed when the user clicks the Help icon associated with the Field on the Form.
5
‘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
No spaces either side of the pipe is strongly preferred.
6
‘Default Value’ text box
Type in the value that you want the person reporting the Event to see when the Event Form is first displayed.
Note: If you choose the ‘List Box’ Field Type in 1, you must type one of the List Values from 5 into the ‘Default Value’ text box. For example: List Item 1|List Item 2|List Item 3 Type ‘List Item 1’ to make this the default value.
7
‘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 ,etc.
8
‘Required Field’ checkbox
Tick this checkbox to set the Field as a Required (mandatory) Field.
When displayed on the Event Form, Required Fields are flagged with a red asterisk *.
Note: When you choose the Required Field option, you must include a Default Value 6.
9
‘Backend Only’ checkbox
Tick this checkbox if you only want the Field to display to the Event Type Manager and not to the person who initially reports the Event.
Note: When you preview the Event Form, all Fields set as ‘Backend Only’ will be displayed, but shaded grey.
10
‘Active’ checkbox
Tick this checkbox to display the Field on the Event Form.
11
‘Save’ icon
Click this icon to add the new Event Form Field.
12
‘Close’ icon
Click this icon to close the ‘New Form Field’ window without adding the new Form Field.
Edit a Form Field
Important Note if Records already have been created for this Event Type: When you edit an Event Form Field, you change the data for every existing Event Record of this Type.
The Edit Form Field window is displayed. Update the Fields 1 through 10. (For more information on each field, see The ‘New Form Field’ window elements). Click the Save 11 icon, or click Cancel 12 to stop adding this Form Field.
To Move a Form Field down the list, click the Form Field 1 record, then click the Move down 2 icon.
To Move a Form Field up the list, click the Form Field 1 record, then click the Move up 2 icon.
Delete a Form Field
Important Note if Records already have been created for this Event Type: When you Delete an Event Form Field, you delete the data contained in this field for every existing Event Record of this Type.
Tip: Consider editing the Event Form Field and unticking the ‘Active’ checkbox 10, rather than deleting the Field. This way, no data is delete and you can always restore the Field at a later time, say, if reporting is required on old information.
Fields that have ‘Required Field’ set are shown on the Event Form with a red asterisk *.
3
‘Backend Only’ Field
Fields that have ‘Backend Only’ set are:
- shaded in Form Preview, - hidden to the person reporting an Event of the related Type, and - visible to the Event Type Manager.
4
Field Help icon
The Event Form user clicks this icon to see a Field Information hint that helps the person to complete the Field.
5
‘Close’ icon
Click this icon to close the Form Preview window.
Managing Event Type Managers
About Event Type Managers
At least one Position must be selected in the Event Type Managers list.
Event Type Managers are selected from the Position’s that belong to Security Groups with Default edit access.
Event Type Managers are the list of Positions which will be notified when each new Event record of this Event Type is created.
The first Position in the Event Type Managers list will default to being the Managed By of each newly created Event record (unless the Nomination Form Field is used on the Form, which allows for another Position to be selected to be the Managed By instead). This Position is shaded yellow to highlight the significance of being first in the list.
Note: If Event Records of this Type already exist, any Event Type Managers changes made will NOT cause any retrospective updates to these existing Event Records.
The ‘New EventType Manager’ window is displayed. Select the New Type Manager 1 from the list of Position’s that have default Edit Security access (See Managing Default Security). Click the Save 2 icon, or click Cancel 3 to stop adding this Type Manager.
The ‘Edit Event Type Manager’ window is displayed. Update the Type Manager 1) from the list of Position’s that have default Edit Security access (See Managing Default Security). Click the Save 2 icon, or click Cancel 3 to stop editing this Type.
Click the ‘Delete’ Type Manager 1 icon. Deleting a Type Manager will stop that Position from receiving Manager notification of newly create Event records of this Type from now on. This delete does not effect any existing Event records of this Type.
Click OK to confirm the delete, or click Cancel.
The Type Managers list is updated.
Managing Predefined Tasks
About Predefined Tasks
Predefined Tasks are optional.
Created a Predefined Task for action(s) that are required to be consistently carried out when each particular Type of Event is reported.
Predefined Tasks only will contain the task instruction; it does not contain task scheduling.
When a new record of an Event Type is recorded, the predefined task is created to the record without scheduling. That new task must be edited to add the scheduling and Actioned By(s) if it is required to be carried out. Otherwise the task will ‘happily sit’ in an unscheduled state.
Note: If Event Records of this Type already exist, any Predefined Tasks changes made will NOT cause any retrospective updates to these existing Event Records.
Accessing Predefined Tasks
Access the Events Maintenance Menu. Click the ‘Event Types’ Option. The Event Types page is displayed. Click the Predefined Tasks 1 icon.
The ‘New Predefined Task’ window is displayed. Enter the Task instruction 1. Choose Critical Task 2 if a reminder is required on the Due Date of the the task if it is still uncompleted on this date. Click the Save 3 icon, or click Cancel 4 to stop adding this Predefined Task.
The ‘Edit Predefined Task’ window is displayed. Update the Task instruction 1 and Critical Task 2 option as required. Click the Save 3 icon, or click Cancel 4 to stop editing this Predefined Task.
Click the ‘Delete’ Predefined Task 1 icon. Deleting only removes the task from this list. This delete does not effect any existing Event records of this Type.
Click OK to confirm the delete, or click Cancel.
The Predefined Task list is updated.
Managing Default Security
About Default Security
Each new Event Record created of this Type will be created with the default Security Rights set for this Event Type.
The list of Default Owners is created from the Security Groups with default Edit rights selected in this Event Type.
Note: If Event Records of this Type already exist, any Default Security changes made will NOT cause any retrospective updates to these existing Event Records.
Accessing Default Security
Access the Events Maintenance Menu. Click the ‘Event Types’ Option. The Event Types page is displayed. Click the Default Security 1 icon.
Select the ‘Edit’ and 'View 1 rights for the required Security Groups. To view members, click the Show Members 2 icon to display the members of each Security Group. To show current access, click the Security Access Summary 3 icon to display the Position’s that have will have access, the type of access and via which Security Groups they have access when each Register record is created. Click the Save 4 icon, or click Cancel 5 to stop editing Default Security.
Exceptions to Event Type default security
Reporting an Event: Anyone can create (i.e. create) an Event record, as long as they have access to either your TriLine GRC system or the Event Register Portal if the Event Type is Portal enable, except for Event Types with Task Team creation limitation.
Viewing an Event: A Position who reports an Event via your TriLine GRC system will at least have ‘View See Only Data Only’ Security Rights to that Event Record, and can have more access depending the Event Record’s security settings for this record. With the minimal creation access, they will not be able to see Tasks and Notes that are not added by themselves. This minimal access can be taken away from Portal users completely by not selecting Show Portal History in configurations.
Managing Help Text
Help Text is the text that appears on the first page of creating a new Event record. It is displayed when the 'Click here for more Information" button is clicked.
Put content or instruction here that will assist the person recording a new Event of this Type.
Update the Help Text 1. Click the Save 2 icon, or click Cancel 3 to stop editing, to close this window.
Managing Linked Category
About Linked Category
TriLine GRC allows the choosing of which Categories are connected to each Event Type. Event Categories can be linked and de-linked from an Event Type as required.
An Event Type must be linked to at least one Category.
Note: If Event Records of this Type already exist, any Linked Category changes made will NOT cause any retrospective updates to these existing Event Records.
Accessing Linked Category
Access the Events Maintenance Menu. Click the ‘Event Types’ Option. The Event Types page is displayed. Click the Linked Category 1 icon.
Click “Select Event Type to copy to” 1 dropdown field and click the required Event Type in this list. Click the checkbox 2 of the fields that you want to copy to the selected Event Type. Click the Save 3 icon, or click Cancel 4 to close this window.
After, clicking the Save icon, a confirm dialog will display. Click ‘OK’ to confirm.
A confirm message will display at the bottom (scroll down) of the page. Click ‘OK’ to confirm.
Repeat for the next Event Type, or click to close this window.
Managing Pre-defined Links
About Pre-defined Links
Any other Module record can be ‘pre’ linked, so that when a new record of this Type is created, these links will be created with the new Event record of this Type.
Note: If Event Records of this Type already exist, any Pre-defined Links changes made will NOT cause any retrospective updates to these existing Event Records.
Accessing Pre-defined Links
Access the Events Maintenance Menu. Click the ‘Event Types’ Option. The Event Types page is displayed. Click the Pre-defined Links 1 icon.
Click the required Module 1 tab. Click the checkbox 2 of the records that are to be linked to each new record of this Event Type. Repeat until all required Module records are selected. Click the Save 3 button, or click Cancel 4 to close this window.
Creating and maintaining Custom Fields
Custom Fields are optional.
Custom Fields allow you to capture additional information unique to your organisation’s Events requirements.
An Event Custom Field is field that will appear on every Event Type. This field can be restricted from appearing when creating a new Event record and, hence will only appear when editing the Event Record.
The ‘Add Custom Field’ window is displayed. Enter the Fields 1 through 11. (For more information on each field, see The ‘Add Custom Field’ window elements). Click the Save 12 icon, or click Cancel 13 to stop adding this Form Field.
The new Custom Field is displayed at the end of the list.
Note: Custom 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 5 and ‘Number of Decimals’ selector 7 are disabled.
2
‘Field Name’ text box
Type a unique Field Name in this text box.
Note: The Field Name must only contain letters (A - Z, a - z), numbers (0 - 9) and spaces.
3
Field Description editor
Type your Field Description here.
**This description is displayed when the user clicks the Help icon associated with the Field on the Form.
4
‘Backend Only’ checkbox
Tick this checkbox if you only want the Field to display to the editors of this record and not to the person who initially reports the Event.
5
‘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.
6
‘Default Value’ text box
Type in the value that you want the person reporting the Event to see when the Event create window is first displayed.
Note: If you choose the ‘List Box’ Field Type in 1, you must type one of the List Values from 5 into the ‘Default Value’ text box. For example: List Item 1|List Item 2|List Item 3 Type ‘List Item 1’ to make this the default value.
7
‘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 ,etc.
8
‘Required Field’ checkbox
Tick this checkbox to set the Field as a Required (mandatory) Field.
Note: When you choose the Required Field option, you must include a Default Value 6.
10
‘Active’ checkbox
Tick this checkbox to display the Field on the Event Form.
12
‘Save’ icon
Click this icon to add the new Event Form Field.
13
‘Close’ icon
Click this icon to close this window without adding the new Custom Field.
Edit a Custom Field
**Important Note: Changing the Field type of a Custom Field type could effect any existing data of this field.
The ‘Edit Custom Field’ window is displayed. Update the Fields 1 through 11. (For more information on each field, see The ‘Add Custom Field’ window elements). Click the Save 12 icon, or click Cancel 13 to stop adding this Form Field.
The updated Custom Field is displayed in the list.
Delete a Custom Field
Important Note if Records already have been created: When you Delete an Event Custom Field, you delete the data contained in this field for every existing Event Record.
Important Notes:
