RISKMAN REFERENCE GUIDE TO USER MANAGEMENT (Non Network Logins)

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1 Introduction This reference guide is aimed at managers who will be responsible for managing users with RiskMan where logons are controlled by RiskMan. This guide is used in conjunction with the RiskMan Incident User Permissions Descriptions document and the RiskMan Risk Register Permissions Descriptions document can be accessed from the Help > What s New page under the documents tab Note: Some of the naming conventions used in this document may not be the same as the ones in your RiskMan system; however the concepts will still apply How do I create a new user? To create a new user you will need to navigate to the This user s RiskMan user Type: Select the Incident template the user will be assigned to. This is used as a reference when templates are updated and changes are applied to all users on that template Reset fields to this type: Select the template the user will be assigned to. The incident field settings and permissions for that template will be updated Start Page: A default start page (the page the user will be presented with when they first logon to RiskMan) will display depending on the template assigned. This can be changed if required 3. Select the user s Restrictions Entry/Update Restrictions: If the user can only enter or update incidents for specific Incident Involved Type (s), Site(s) and/or Location(s), select accordingly. To select more than one item in a list hold your CTRL button and click on the list items Show Only Alerted Incidents In Inbox: This access to the Incident Inbox and should only see incidents they have been alerted to eg. Clinical Risk/Quality Manager, OH&S Manager Reporting Restrictions: If the user has access to running Incident Reports, you can restrict their access to incidents viewed in reports by any of these options. If you restrict the list of reports the user WILL NOT have access to create custom Incident Reports Show Only Alerted Incidents In Reports: This access to the Incident Reports (eg. Risk/Quality Managers, Executives, Line Managers) and should only report on incidents they have been alerted to 4. To save the user, press Save User 1. Under the Incidents tab, press the New User button 2. Enter the user s details in the Login Details section Username: Suggest using the same naming conventions as your network logins Password: Suggest providing the user with a default password (users can change their password via their My Workspace > My Details menu) Page 1 Valid for Version and above Updated 15 April 2011

2 Setting the Feedback Permissions for new users Once the user has been created under the Incident User Profiles page you will need to move to the Feedback User Profiles to ensure the user has the correct permissions to the Feedback component of RiskMan How do I modify an existing user? To modify an existing user you will need to navigate to the 1. Click on the Feedback tab and the newly created user will be displayed 2. Assign the appropriate Feedback Template This user s RiskMan user Type : Select the template the user will be assigned to. This is used as a reference when templates are updated and changes are applied to all users on that template Reset fields to this type : Select the template the user will be assigned to. The Feedback fields and permissions for that template will be updated Start Page: This is controlled by the Incident User Profiles 1. Select the appropriate tab Incidents or Feedback 2. To locate a user either Select the user from the Select User list or Enter filter criteria in one of the filter fields and press Rebuild Select User List Now. Select the user from the Select User list 3. Modify the Login Details or Restrictions details as required Note: In the Login Details section, only the Username cannot be changed Note: Advise that you do not modify the field settings or the user permissions as these are controlled by the User Templates and could potentially be overwritten if the templates are modified 4. Press Save User 3. The Entry/Update and Reporting Restrictions will be carried across from the Incident User profile except in the following cases Show Only Alerted Feedback In Inbox : This access to the Feedback Inbox (eg. Complaint Liaison Officers) and should only see feedback they have been alerted to Show Only Alerted Feedback In Reports : This access to the Feedback Reports (eg. Complaint Liaison Officers, Executives, Line Managers) and should only report on feedback they have been alerted to 4. To save the user, press Save User Page 2 Valid for Version and above Updated 15 April 2011

3 How do I delete a user? How do I restore a deleted user? Prior to deleting a user the following should be checked Does the user have staff reporting to them or they report to a manager? Check under the Administration > Manager Staff > Staff Hierarchy page and edit under the Administration > Manager Staff > Edit Staff page. Remove all relationships for that user Does the user have an alert assigned to them? Check under the Administration > Alert Management page. Either remove the user from the allocated user list for that alert and assign a replacement or delete the alert To delete an existing user you will need to navigate to the To restore a deleted user you will need to navigate to the 1. Users can be restored from either the Incident or Feedback tab 2. In the Filter Criteria section, check Only Show Deleted Users and press the Rebuild Select User List Now button. To locate a user either Select the user from the Select User list or Enter filter criteria in one of the filter fields and press Rebuild Select User List Now. Select the user from the Select User list 3. Press Undelete User. The user will be restored 4. If there are no changes to the user s profile, it will not be necessary to press the Save User button 5. If you wish to make changes to the user s profile, modify as required and press Save User 1. You can delete a user from either the Incidents or Feedback User Profile pages 2. To locate a user either Select the user from the Select User list or Enter filter criteria in one of the filter fields and press Rebuild Select User List Now. Select the user from the Select User list 3. Press Delete User If the user has not used RiskMan they will be deleted from the database. If they have used RiskMan then their user profile will be flagged as deleted and can be restored if required. Page 3 Valid for Version and above Updated 15 April 2011

4 How do I create a Delegate for another user? To create a delegate for a user, navigate to the How do I assign staff to Managers? 1. Under the Incident or Feedback tab, locate the user you wish to assign a delegate to 2. Press the Edit Delegation button 3. Press Add Delegate Search for the delegate using the Filter icon and then select the user from the Delegate list Enter the delegation period (End Date should be the date the user is returning) Press Save 4. Repeat Step 3 if you wish to add more delegates for the selected user Refer to the RiskMan Manager/Staff Relationships Guide accessible via the menu Help > RiskMan Quick Guides > Manager/Staff Relationships Guide How can I view a summary listing of all the users in RiskMan? The User Registry page provides you with a summary list of all registered users in your RiskMan. Depending on any Entry/Update restrictions you have in your User Profile, you will only be able to view users that match your restrictions To access the User Registry page either 1. Click on the User Registry button at the top of the User Profiles page (Incident or Feedback) or How do I modify/delete a Delegate for another user? To modify/delete a delegate assigned to a user, navigate to the 1. Under the Incident or Feedback tab, locate the user you wish to modify/delete the delegate details 2. Press the Edit Delegation button 2. Select Administration > User Permissions > User Registry from the menu 3. Double click the Delegate s Name in the list 4. If you wish to modify the details of the delegate, make any respective changes and press Update 5. If you wish to delete the delegation press Delete Page 4 Valid for Version and above Updated 15 April 2011

5 Display Options Show Columns: Uncheck the columns that you do not want displayed in your list 2. Feedback Template Indicates the Feedback Template a user is assigned to Display: Select the type of users that you wish to display in your list ie. Deleted Users, Expired Users, Active Users Expand: Click this button if you wish to view all the users in your list if the list is collapsed. Alternatively if you only wish to expand a specific group of users, click on the button next to the collapsed group of users Collapse: Click this button if you wish to collapse an expanded list of users that have been grouped. Alternatively if you only wish to collapse a specific group of users click on the button next to the expanded group of users 3. Domain Checks that users have entered the correct domain for their address (the details after symbol and highlights if users have entered an address outside your organisations domain To export your list to Excel click on the Export button User List The following is a list of options available in the User List Username link: If you click on the username it will direct you to the User profiles page (either the Incident or Feedback depending on your permissions). This is useful if you wish to make an alteration to a specific user profile eg. correct an address, delete the user as they are no longer employed. 4. Display Name Checks to see if a user has more than one logon in RiskMan To then return to your User Registry page o Click on the User Registry button on the respective User Profiles page Address Link: If you wish to send an to a particular user, click on the user s respective address link. An will open with the address auto populated ready for you to send an Suggested Groupings for your User Profile List The list of users can be grouped by any of the column headings refer to examples below 5. Has Staff? Does the user have staff reporting to them through the Manager/Staff Relationships? 1. Incident Template Indicates the Incident Template a user is assigned to Page 5 Valid for Version and above Updated 15 April 2011

6 6. Has Manager? Has the user nominated a Line Manager who will receive notification of any incidents or feedback notifications reported by that user 7. The will be sent to the recipients who have an address in their user profile Can I send s from RiskMan? s to RiskMan users, either specific users or users on a particular template and/or Site/Location restriction eg. all Managers at Acacia Private, can be sent from RiskMan via the Broadcast page Suggested uses for the Broadcast feature: Policy Reminders Investigations to be done within 5 working days or receiving the incident Training schedules Shifts to fill Scheduled downtime of RiskMan Meeting schedules To access the Broadcast page 1. Select My Workspace > Broadcast 2. Enter a subject and message for your 3. Select specific recipients by clicking on the Filter List button, entering your search criteria and then highlighting the recipients or 4. Select one or more Incident or Feedback Templates. If selecting templates you MUST select an Site restriction. If the is to be sent to all users on a particular template then highlight {All} in the Site restriction list 5. Once you have setup your press the Broadcast button Log: Tells you who has been sent the and who hasn t You will be informed of the users who will be sent an and those that won t (if they do not have an address in their user profile) 6. Press Confirm to continue Page 6 Valid for Version and above Updated 15 April 2011