Note Events, Registers and Documents displayed on this help page will be different to what you will see in your system.
The Portal
Use the TriLine GRC Portal to record your new Register and Event record entries, and (if licensed) read and download your organisations documents and policies, all outside of the TriLine GRC main system.
All new Register and Event entries recorded in the Portal will be reviewed and processed within the TriLine GRC system by those with the correct security access.
(If configured by your administrator) all your Register and Event entries can be reviewed in your Portal History list (till they are processed into a Closed status). This allows you to add as many further notes and attachments as you if you require.
The Portal page
The Portal User Page elements
The Portal User page elements
ID
Element
Description
1
‘Events and Registers’ tab
Click this tab to see the Events and Registers you can create.
2
‘Document Library’ tab
Click this tab to access the Portal Document Library.
Note: Document Library module licence must be installed.
3
Tab hint
Click this icon to get information for this page.
4
Your Events and Registers icons
Double click a button to create a new Event or a new Register.
5
‘History’ icon
Click this icon to view your created Events and Register records that are still being processed.
Note: The Administrator configures if this icon is to appear.
6
‘Help’ Icon
Click this icon to view this help on how to use the TriLine GRC Portal.
Double Click the Event or Register 1 button for which you wish to record a new entry. If you selected an Event, follow the Reporting an Event instructions. If you selected a Register, follow the Reporting a Register instructions.
The Details page appears (step 1 of 5). Enter the date the Event Occurred 7.
Enter the Title of the Event 8.
Select if you would like to be kept informed 9 of status changes to the Event.
Select if you require an email confirming 10 the creation of this Event.
Depending on the configuration of your system, you maybe required to enter information 11 in addition fields.
Click the Next icon 6 to proceed to Step 2.
Create New Event Step 1
Create New Event Step 1 page elements
Create New Event Step 1 page elements
ID
Element
Description
1
‘New Event’ & Type
This is the Type of New Event you are reporting.
2
Page Help icon
Click this icon to display basic instructions for creating a new Event.
3
‘Click here for more information’ button
This button will only appear if this Event Type has further instruction for you to follow. Click this button to display those further instructions for creating this Event.
4
‘Step’ indicator
Displays the current Step and the Step’s sequential position (e.g. ‘Step 1 of 5’, ‘Step 2 of 5’ and so on).
5
‘Previous’ step icon
This icon is disabled at the first Step.
6
‘Next’ step icon
Click the Next icon to display the next Step of the creating a new Event process.
7
‘Occurred’ field
Displays with the current date and time. If this is not when the event occurred, change this value to the date and time that the Event occurred. To type the date & time directly in the field: - Type all or part of the date & time that the Event occurred in the format dd/mm/yyyy h:mm AM/PM, then press Tab on your computer keyboard. If you don’t type the full date & time, TriLine GRC completes the entry with placeholder information that you can edit. For example, if you type 12/03 and Tab, TriLine GRC auto-fills the field as 12/03/2017 12:00 AM.) To specify the date & time using the Date/Time Selector: - Click the field’s dropdown. - Select the date and time.
8
‘Title’ field
Enter a title of the Event in this field.
9
‘Keep Me Informed’ checkbox
Tick this checkbox if you want to receive an email whenever the Status of the Event changes.
10
‘Send me a confirmation email’ checkbox
Tick this checkbox if you want to receive an email at the conclusion of reporting this event.
11
Custom Field area
Depending on the configuration of your system, none to five additional (custom) fields maybe displayed in this area. Enter these fields as required.
12
Custom Field Help icon
Hover over this icon for information to help you enter the custom field.
13
‘Close’ icon
Click this icon to cancel creating this new Event.
Step 2 - ‘Form’ Details
The Form page appears (step 2 of 5). Enter information in each field of the Form 7 as required. Note: Any field marked with a red asterisk *8 is a mandatory field and is required to have a value.
After completing the Form, click the Next icon 6 to proceed to Step 3.
Create New Event Step 2
Create New Event Step 2 page elements
Create New Event Step 2 page elements
ID
Element
Description
1
‘New Event’ & Type
This is the Type of New Event you are reporting.
2
Page Help icon
Click this icon to display basic instructions for creating a new Event.
3
‘Click here for more information’ button
This button will only appear if this Event Type has further instruction for you to follow. Click this button to display those further instructions for creating this Event.
4
‘Step’ indicator
Displays the current Step and the Step’s sequential position (e.g. ‘Step 1 of 5’, ‘Step 2 of 5’ and so on).
5
‘Previous’ step icon
Click the Previous icon to display the prior Step.
6
‘Next’ step icon
Click the Next icon to display the next Step of the creating a new Event process.
7
Event Form area
This area contains the Event Form Fields. The fields displayed in this area are unique to each Event Type. Section Headers are shaded fields that visually divide the form into logical sections. Enter fields as required.
8
‘Required Field’ indicator
Any field marked with a red asterisk * is mandatory and must be filled.
9
Field ‘Help’ icon
Hover over this icon for information to help you fill in the field.
10
‘Close’ icon
Click this icon to cancel creating this new Event.
Step 3 - ‘Other Information’
The Other Information page appears (step 3 of 5). If instructed, use this optional step to further describe or add other information about the Event. Follow the instructions provided in this field 8.
Click the Next icon 6 to proceed to Step 4.
Note this field is strictly a text field. Screen shots and images can now be added as attachments on the next step.
Create New Event Step 3
Create New Event Step 3 page elements
Create New Event Step 3 page elements
ID
Element
Description
1
‘New Event’ & Type
This is the Type of New Event you are reporting.
2
Page Help icon
Click this icon to display basic instructions for creating a new Event.
3
‘Click here for more information’ button
This button will only appear if this Event Type has further instruction for you to follow. Click this button to display those further instructions for creating this Event.
4
‘Step’ indicator
Displays the current Step and the Step’s sequential position (e.g. ‘Step 1 of 5’, ‘Step 2 of 5’ and so on).
5
‘Previous’ step icon
Click the Previous icon to display the prior Step.
6
‘Next’ step icon
Click the Next icon to display the next Step of the creating a new Event process.
7
Formatting Toolbar
Use these tools to format the Other Information text that you type in the ‘Other Information’ field 8. Note: This toolbar only displays a subset of the regular Formatting Toolbar to provide basic formatting.
8
‘Other Information’ field
Enter a description or other information of the Event in this field, then use the Formatting Toolbar 7 to format the text, make list items and add hyperlinks. Note: The Administrator can configure this field to contain default text. This default text can be instructions on how to use this field. Seek local guidance on the correct way to use this field.
9
Image reminder message
Images are no longer permitted to stored in this field.
10
‘Close’ icon
Click this icon to cancel creating this new Event.
Step 4 - ‘Attachments’
The Attachments page appears (step 4 of 5). To add attachments to your Event, click the Browse... button 8 to browse for an attachment. A File window will open, navigate and choose a file to attach. The file name is displayed in the field 7.
Add more attachments by clicking the Add File link 10 and repeating the previous instruction (1).
Use the Paste images below... field to add images and screen shots as required. Text may be entered around the images. The contents of this field will automatically be added as an attachment on the creation for this event.
Click the Next icon 6 to proceed to Step 5.
Create New Event Step 4
Create New Event Step 4 page elements
Create New Event Step 4 page elements
ID
Element
Description
1
‘New Event’ & Type
This is the Type of New Event you are reporting.
2
Page Help icon
Click this icon to display basic instructions for creating a new Event.
3
‘Click here for more information’ button
This button will only appear if this Event Type has further instruction for you to follow. Click this button to display those further instructions for creating this Event.
4
‘Step’ indicator
Displays the current Step and the Step’s sequential position (e.g. ‘Step 1 of 5’, ‘Step 2 of 5’ and so on).
5
‘Previous’ step icon
Click the Previous icon to display the prior Step.
6
‘Next’ step icon
Click the Next icon to display the next Step of the creating a new Event process.
7
Attachment File field
Displays the file that will be uploaded and attached to this Event when it is created.
8
‘Browse’ button
Click this button to display and select a file to be attached to this Event when it is created. The selected file will appear in the Attachment File field 7. See ‘Attachments’ items 2 to 8 in the Glossary for more detail on how to select files for attachment.
9
‘Remove’ button
Click this button to remove the file displayed in the Attachment File field 7.
10
‘Add File’ button
Click this button for each addition attachment you require to added to this Event.
11
‘Paste images below’ field
Paste images and screen shots as required. Text may be entered around the images.
12
‘Close’ icon
Click this icon to cancel creating this new Event.
Step 5 - ‘Finish’
The final page appears (step 5 of 5). If required, click the Previous icons 5 to review your Event information prior to finishing. Use the Next icons 6 to return to this step.
Click CLICK HERE To FINISH7 to create the new Event
If there are no errors, you will be returned to the Create page with a message that your Event was successfully created. If there is errors, they will be display in a list. Use the Previous icon 5 to return to the fields that need correcting. Once done, click Next icons 6 to return here and re-attempt to finish creating the Event. Repeat until all errors are corrected.
Create New Event Step 5
Create New Event Step 5 page elements
Create New Event Step 5 page elements
ID
Element
Description
1
‘New Event’ & Type
This is the Type of New Event you are reporting.
2
Page Help icon
Click this icon to display basic instructions for creating a new Event.
3
‘Click here for more information’ button
This button will only appear if this Event Type has further instruction for you to follow. Click this button to display those further instructions for creating this Event.
4
‘Step’ indicator
Displays the current Step and the Step’s sequential position (e.g. ‘Step 1 of 5’, ‘Step 2 of 5’ and so on).
5
‘Previous’ step icon
This icon is disabled at the last Step.
6
‘Next’ step icon
Click the Next icon to display the next Step of the creating a new Event process.
7
‘Click Here To Finish’ button
Click this button to create the Event. When you click this button, TriLine GRC checks to make sure that all [Required Fields] (glossary.html#glossaryrequiredfield) necessary for Event creation have been completed. Any outstanding or incomplete fields are highlighted with either a red message box or a icon.
8
‘Close’ icon
Click this icon to cancel creating this new Event.
New Register
Create a New Register record by completing the following three steps:
The Form page appears (step 1 of 3). Fill in Form fields 7 as required. Note: Any field marked with a red asterisk *8 is a mandatory field and is required to have a value.
This is the Type of New Register you are recording.
2
Page Help icon
Click this icon to display basic instructions for creating a new Register.
3
‘Click here for more information’ button
This button will only appear if this Register has further instruction for you to follow. Click this button to display those further instructions for creating this Register.
4
‘Step’ indicator
Displays the current Step and the Step’s sequential position (e.g. ‘Step 1 of 5’, ‘Step 2 of 5’ and so on).
5
‘Previous’ step icon
This icon is disabled at the first Step.
6
‘Next’ step icon
Click the Next icon to display the next Step of the creating a new Register process.
7
Register Form area
This area contains the Register Form Fields. The fields displayed in this area are unique to each Register Type. Section Headers are shaded fields that visually divide the form into logical sections. Enter fields as required.
8
‘Required Field’ indicator
Any field marked with a red asterisk * is mandatory and must be completed.
9
Field ‘Help’ icon
Hover over this Help icon for information to help you fill in the field.
10
Form Fields Scroll Bar
If visible, use this to scroll down to see the rest of the fields on this Form.
11
‘Close’ icon
Click this icon to cancel creating this new Register.
Step 2 - The Attachments
The Attachment page appears (step 2 of 3). To add attachments to your Register, click the Browse... button 8 to browse for an attachment. A File window will open, navigate and choose a file to attach. The file name is displayed in the field 7.
Add more attachments by clicking the Add File link 10 and repeating the previous instruction (1).
This is the Type of New Register you are recording.
2
Page Help icon
Click this icon to display basic instructions for creating a new Register.
3
‘Click here for more information’ button
This button will only appear if this Register has further instruction for you to follow. Click this button to display those further instructions for creating this Register.
4
‘Step’ indicator
Displays the current Step and the Step’s sequential position (e.g. ‘Step 1 of 5’, ‘Step 2 of 5’ and so on).
5
‘Previous’ step icon
This icon is disabled at the first Step.
6
‘Next’ step icon
Click the Next icon to display the next Step of the creating a new Register process.
7
Attachment File field
Displays the file that will be uploaded and attached to this Register when it is created.
8
‘Browse’ button
Click this button to display and select a file to be attached to this Register when it is created. The selected file will appear in the Attachment File field 7. See ‘Attachments’ items 2 to 8 in the Glossary for more detail on how to select files for attachment.
9
‘Remove’ button
Click this button to remove the file displayed in the Attachment File field 7.
10
‘Add File’ button
Click this button for each addition attachment you require to added to this Register.
11
‘Close’ icon
Click this icon to cancel creating this new Register.
Step 3 - The Finish
The final page appears (step 3 of 3). Check Send me a confirmation email5 to receive a notification email confirming the creation of this Register record.
If required, click the Previous icons 5 to review your Register information prior to submitting. Use the Next icons 6 to return to this step.
Click Click here to finish8 to record the new Register
If there are no errors, you will be returned to the Create page with a message that your Register was successfully created. If there is errors, they will be display in a list. Use the Previous icon 5 to return to the fields that need correcting. Once done, click Next icons 6 to return here and re-attempt to finish. Repeat until all errors are corrected.
Create New Register Step 3
Create New Register Step 3 page elements
Create New Register Step 3 page elements
ID
Element
Description
1
‘New Register’ & Type
This is the Type of New Register you are recording.
2
Page Help icon
Click this icon to display basic instructions for creating a new Register.
3
‘Click here for more information’ button
This button will only appear if this Register has further instruction for you to follow. Click this button to display those further instructions for creating this Register.
4
‘Step’ indicator
Displays the current Step and the Step’s sequential position (e.g. ‘Step 1 of 5’, ‘Step 2 of 5’ and so on).
5
‘Previous’ step icon
This icon is disabled at the first Step.
6
‘Next’ step icon
Click the Next icon to display the next Step of the creating a new Register process.
7
‘Send me a confirmation email’ checkbox
Tick this checkbox if you want to receive an email at the conclusion of reporting this Register.
8
‘Click Here To Finish’ button
Click this button to create the Register. When you click this button, TriLine GRC checks to make sure that all Required Fields necessary for this Register’s creation have been completed. Any outstanding or incomplete fields are highlighted with either a red message box or a icon.
9
‘Close’ icon
Click this icon to cancel creating this new Register.
View your Events and Registers
Note: For the Your Items that are still current1 icon to appear it must be enabled in the Portal configuration by your Administrator.
On the Portal page, click the Your Items that are still current1 icon.
The Portal History window is displayed. All your Created Event and Register records, which are still being processed (not Closed), are listed. If required, Notes and attachments can be added.
On either the Events tab or the Registers tab, click a record. That record’s details are displayed. If required, Notes and attachments can be added.
Note: If you all your Events or Registers have been processed to a Closed status, the list will contain no records.
Adding Notes to your Events and Registers
Note: For the Your Items that are still current1 icon to appear, it must be enabled in the Portal configuration by the Administrator. It is not possible to add additional Notes without it being enabled.
Notes can either be added via the List or by opening the record.
Via List Add Note icon:
On the Portal page, click the Your Items that are still current1 icon.
The Portal History window is displayed. All your Created Event and Register records, which are still being processed (not Closed), are listed.
On the Events tab or the Registers tab, click the Add Note icon on the record you wish to add a note to.
The Add Note window is displayed. Enter your note (See Add Note for more details) and click the Save icon.
The Notes window will close and a Success message will be displayed.
Via record Note tab:
On the Portal page, click the Your Items that are still current1 icon.
The Portal History window is displayed. All your Created Event and Register records, which are still being processed (not Closed), are listed.
On the Events tab or Registers tab, click the record to open the record details window.
The details window is displayed. Click the Notes tab, then click the Add Note icon.
The Add Note window is displayed. Enter your note (See Add Note for more details) and click the Save icon.
Your new note will appear in the Notes grid.
Adding Attachments to your Events and Registers
Note: For the Your Items that are still current1 icon to appear it must be enabled in the Portal configuration by your Administrator.
Attachments can either be added via the List or by opening the record.
Via grid Icon:
On the Portal page, click the Your Items that are still current1 icon.
The Portal History window is displayed. All your Created Event and Register records, which are still being processed (not Closed), are listed.
On the Events tab or Registers tab, click the Add Attachment icon on the record you wish to add an attachment to.
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The Add Attachment dialog is displayed. Drop files into the Attachment field, or use Browse to select the file to attach.
After a few seconds the Attachment dialog window will disappear and a Success message will be displayed.
Via record:
On the Portal page, click the Your Items that are still current1 icon.
The Portal History window is displayed. All your Created Event and Register records, which are still being processed (not Closed), are listed.
On the Events or Registers History Portal Page, click the record to open the record details window.
The details window is displayed. Click the Attachments tab.
Drop files into the Attachment field, or use Browse to select the file to Attach. After a few seconds the file name will disappear from the Attachment field and appear in the attachments grid.
The file has been attached.
Documents
Note: The Documents Module must be licensed on your TriLine GRC system for Documents Library section to appear on the Portal.
Documents on the Portal
All Documents that appear in the Portal have be configured to do so from the TriLine GRC system.
Portal Users will only see Documents selected to appear in the Portal.
TriLine GRC Users will see the same list of Document that they have access to in TriLine GRC.
Document Library… elements
Document Library elements
ID
Element
Description
1
‘Document Library’ tab
This tab will appear if your system has the Documents Module enabled.
Use the controls in the column headers to filter and sort the Records in the List 6.
6
List of Documents
The list of Documents which you are able to view.
7
View Document icon
Click this icon (or the document record) to view this document.
8
‘Reset grid’ icon
Click this icon to reset the columns in the grid to a default state.
Viewing your Documents
To view the document, click on the Document record 1 or click the View Document icon 2.
The Current Document will be displayed 1. Use the scroll bar 2 to view more of the document. If configured, the Document download icon 3 can be clicked for viewing locally. Click the close window icon 4 when you are finished reading the document.
Note If a new version of the document is available, a View New Version icon will appear. Clicked this icon to view the new version.
icon to Logout and close the Portal.
icon. 
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