When a new Event or Register is entered in the Portal, they are recorded to the TriLine GRC system. The TriLine GRC system is then where the Event or Register can then be acted upon as required.
Depending on your Portal configuration, you may also be able to review your ‘not closed’ Events and Registers in the Portal.
The Portal Users tab
Portal Users can be added, edited and deleted from the Portal Users tab.
Click the ‘Save’ icon10 to save the new Portal User.
Check that the new Portal User appears in the list on the Portal Users tab (item 4).
The ‘Add New Portal User’ window elements
The ‘Add New Portal User’ popup window
The ‘Add New Portal User’ window elements
ID
Field
Description
1
‘Title’ field
Enter a business Title. This title can match the person’s position title, or combined titles, within your organisation.
Note: Unlike a TriLine GRC user’s Title, a Portal user’s Title does not need to be unique.
2
‘First Name’ field
Enter the first name of the person in the Portal User.
3
‘Surname’ field
Enter the last name of the person in the Portal User.
4
‘User ID’ field
Enter an unique ID that is used to successfully authenticate and log in to TriLine GRC.
Note: If your site is self hosted and TriLine GRC is configured to use Windows Authentication, the User ID must be the same as the user’s Windows login username.
5
‘Password’ field
Enter a password that is used to successfully authenticate and log in to TriLine GRC.
Note: If TriLine GRC is configured to use Windows Authentication, the Password must be the same as the user’s Windows login password.
6
‘Password Strength’ indicator
The strength of the ‘Password’ is indicated here. Passwords of at least 8 characters, consisting of a combination of lower case characters, upper case characters, numbers and/or special characters, will give the highest strength indication. A password is mandatory when adding a position, but the password strength is entirely up to administrator discretion as the new user will likely change it immediately anyway.
7
‘Confirm Password’ field
Re-type the Password, ensuring it matches what is in the ‘Password’ field.
8
‘Email’ field
Enter the email address of the Portal User. This field is optional and can be left blank.
9
‘Send Invitation’ checkbox
Tick this field to send an invitation email to this Portal User on saving 13 this Position. The invitation will contain the content on the User Emails, TriLine GRC New Portal User Invitation sub tab.
10
‘Save’ icon
Click this icon to save the new Portal User. If ‘Send Invitation’ 12 is ticked, this will go out with this save action.
11
‘Close’ icon
Click to close the popup window without saving.
Editing an existing Portal User
Administrators can edit an existing Portal User via the ‘Edit Portal User’ popup window.
Click the ‘Save’ icon10 to save the new Portal User.
Administrator Reset of a Portal User’s password
Although Portal Users can change their own passwords by following the procedure ‘Change your Password’, if required an Administrator can also change a Portal Users password.
On the ‘Portal Users’ tab, click the ‘Show Portal Usage’ icon of the Portal User you want to change access for.
The Show Portal Usage window appears.
The Portal User can view their (not Closed) Events and Registers. If the Documents module is installed, the Portal User can access portal available documents.
Change a Portal User to a TriLine GRC User
All Portal Users can be ‘upgraded’ into a TriLine GRC User. This is a one way process.
Click the ‘Save’ icon6 to change the new Portal User.
The new Portal User disappears from the Portal Users list and reappears on the Positions list on the Positions tab.
The ‘Portal User to TriLine GRC User’ window elements
‘Add New Position’ popup window elements
ID
Field
Description
1
‘Position’ label
This is the Portal User that will be changed to a TriLine GRC User.
2
‘Escalate To’ selector
An optional field that determines who should be notified if a Task assigned to the Position becomes overdue. Click the dropdown to select an Escalation position.
Note: The default ‘Escalate To’ position can be overwritten at each individual Task this position is an ‘Actioned By’.
3
‘Display in Lists’ checkbox
Tick this field to display this Position in the Position selection lists throughout TriLine GRC. Position selection lists consist of responsibility roles and Actioned By roles. Once security access is granted this will allow Tasks to be assigned to this Position.
Note: If you want a user to have access to TriLine GRC without being able to have Tasks assigned to them, un-tick this field.
4
‘See Own Data Only’ checkbox
Tick this field to restrict the Position’s access to Records and Tasks that the Position has no direct involvement with.
Notes: See the Glossary entry for important information about the differing visibility of the ‘See Own Data Only’ setting with Records and Tasks, particularly when the Position has responsibility.
5
‘Send Invitation’ checkbox
Tick this field to send an invitation email to this Portal User on saving 6 this Position. The invitation will contain the content on the User Emails, TriLine GRC New Portal User Invitation sub tab.
6
‘Save’ icon
Click this icon to save the new Portal User. If ‘Send Invitation’ 5 is ticked, this will go out with this save action.
