Note: The SMCR Module is only available to UK/EU Clients. The SMCR Module must be licenced to your site for SMCR options to appear.
Note: The Security Centre is only available to Positions in the TriLine GRC Systems Administrator group.
What is an Accountability Person?
Accountability Persons are SMCR users who are not in the TriLine GRC Positions List. An Accountability Person can log into TriLine GRC and view the SMCR information only. An Accountability Person does not have access to any of the TriLine GRC system outside of the SMCR module. All Accountability Persons can be added to SMCR items.
Accountability Persons can be added via the Accountability Only tab in the Security Centre, or via SMCR Work with Accountable People.
Each Accountability Person is given a user name and password to access TriLine GRC SMCR.
Note: Access can also be via Single Sign On setup.
The Accountability Only tab
The Accountability Only tab displays all A Persons that are SMCR users only. A Person can be added, edited and obsoleted. A Person’s IP address(es) usage can also be managed here.
Use the controls in this panel to save and load different grid layouts. The last icon is the ‘Reset grid’ option. Click this option to reset the columns in the grid to a default layout.
Use the controls in this panel to move between List Pages and set the number of Records to get next.
10
‘Export to Excel’ icon
Click this icon to export the displayed Records.
11
‘New Accountable Only Person’ option
Click this option to add a SMCR Accountability Only person. This person will be able to view, and to have, Accountable records. This person will appear in the Accountable People 4 list.
Note: If you have two or more people with exactly the same First and Last name, be sure to add a middle initial etc to each First Name, so that each person can be uniquely identified by name. Click the ‘Save’ 11 icon to save the new Person. (Or, click the ‘Cancel’ 12 icon to cancel.)
The new Person appears in the Accountability Only list.
The ‘Add Accountable Only Person’ window elements
‘Add Accountable Only Person’ window elements
ID
Field
Description
1
‘Title’ field
Enter an unique Position Title reflective of their role in your organisation.
2
‘First Name’ field
Enter the first name of this person.
Note: If you have two or more people with exactly the same First and Last name, add a middle initial (etc) to each First Name, so that each person can be uniquely identified by name.
3
‘Surname’ field
Enter the last name of this person.
4
‘User ID’ field
Enter an unique ID. For non SSO sites, this id is used to successfully authenticate logging into TriLine GRC.
5
‘Password’ field
Enter a (temporary) password that meets the Password Strength requirement. Selecting ‘Send Invitation’ will require this person to store a new password the first time they login.
6
‘Password_Strength’_indicator
The strength of the ‘Password’ is indicated here. A 5 star Password is required. It must have at least 8 characters, consisting of a combination of lower case characters, upper case characters, numbers and/or special characters.
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 this person. This field is optional and can be left blank.
9
‘Accountable To’ selector
This is an optional field. If required, select the Position that this person is to be Accountable To.
10
‘Send Invitation’ checkbox
Tick this field to send an invitation email to this person, the Save 11 icon is clicked. The invitation will contain the content in the Security Centre, User Emails, Accountability Only tab.
11
‘Save’ icon
Click this icon to save the new Position. If ‘Send Invitation’ 10 is ticked, the Invitation will go out with this save action.
12
‘Close’ icon
Click to close this window without saving.
Editing an existing Accountable Person
Administrators can edit an existing Position via the ‘Edit Position’ popup window.
On the ‘Accountability Only’ tab, click the ‘Edit’ 1 icon of the Person to be edited.
The Edit Person window is displayed. Update fields 1 through 10 as required. See The ‘Add Accountable Only Person’ window elements for details of each field. Any changes to fields 1, 2, and 3 will trigger more fields to display.
Any changes to fields 1, 2, and 3 will display additional choices 13 and 14. Read each option careful. Option 14 require dates to be select in fields 15 and 16.
If this Person has any SMCR items, the SMCR tab is displayed. Click this Tab to display these SMCR items. If required, this list can be exported 17.
Click the Save 11 icon to save changes. (Or, click the ‘Cancel’ 12 icon to cancel.).
On the ‘Accountability Only’ tab, click the ‘Bin’ 1 icon of the Person to be Obsoleted.
A ‘Do you want to make this position Obsolete’ dialog is displayed. Click OK1 to obsolete the Person (or, click Cancel2 if you have changed your mind).
The Person will appear in the list on the ‘Obsolete Positions’ tab.
