CleanLink Software Ltd

Transcription

1 CleanLink Software Ltd CleanLink Portal User Guide Version 1.0

2 Table of Contents Foreword 0 Part I Homepage 4 Part II Portal Overview 4 Part III Configuring your Portal Site 6 1 Configuring... the Banner Area 7 2 Setting... Access to Data in the Client/Site/Staff Header Area 11 3 Using... your Unique Login Page 16 Part IV Managing Users 17 1 Adding... New Users 18 2 Adding... Multiple Users 19 3 Assigning... Access to Sites for Users 22 4 Changing... User Passwords 24 5 Deleting... Users 25 Part V Managing Clients & Sites 26 1 Adding... a New Client from CleanLink 27 2 Adding... a New Client from the Portal 27 3 Adding... a New Site 29 Part VI Managing Folders 30 1 Adding... a Folder 31 2 Creating... Standard Folders 33 Creating a... Standard Folder for Clients 34 Creating a... Standard Folder for Sites 37 Creating a... Standard Folder for Staff 37 3 Editing... a Folder 37 4 Moving... a Folder 39 5 Deleting... a Folder 40 Part VII Managing Documents 40 1 Uploading... a Document from the Portal 41 2 Uploading... Payslips from CleanLink to the Portal 42 3 Uploading... QC Reports from CleanLink to the Portal 43 4 Uploading... Invoices from CleanLink to the Portal 44 5 Downloading... a Document 46 6 Moving... a Document 46 Page 2

3 7 Deleting... a Document 47 Part VIII Reports 48 1 Downloading... Report Data 51 Index 0 Page 3

4 1 Homepage 2 Portal Overview The CleanLink Portal has been designed to work seamlessly with the CleanLink and CleanLink Mobile applications. Client, Site and Staff data is still managed in CleanLink, and in addition to being shared with the Mobile Apps, can now be shared on the Portal. The CleanLink and CleanLink Mobile applications have been developed to enable users to send files directly to the Portal, but in addition, any file can be uploaded from a computer or mobile device. The Portal can be accessed by using any standard web browser, such as Chrome, Internet Explorer, Safari and FireFox. The user interface is simple and is designed to allow users on Page 4

5 touchscreen devices to use the application. The application is deployed on fully distributed hardware infrastructure (also known as Cloud infrastructure), which is fully scalable to meet fluctuations in demand from users. Navigation All of the Portal pages have a standard layout as follows: Banner Area - This can be configured to match your company branding. See Configuring your Portal Site Menu Bar - This is standard for all of CleanLink's Clients, their Clients and Users Header Area - This area displays configurable summary data that is dependent on whether you are looking at a Client, a Site, or a Staff member. Clients/Sites/Staff List - This area is used to select a Client, Site or Staff in order to work with their folders Folders/Users Area - This area contains the folders, files and user details Page 5

6 3 Configuring your Portal Site The CleanLink Portal has been designed to enable you to configure it's appearance to suit your company's branding, and also to control how much information your Clients and Staff can see. Page 6

7 Changes in the appearance of the Portal can be made to the main banner area. To find out how to do this, go to Configuring the Banner Area To control what Client, Site and Staff information in the Header Area that your Clients and Staff can see, go to Setting Access to Data in the Client/Site/Staff Header Area 3.1 Configuring the Banner Area The banner area at the top of the CleanLink Portal is white-labeled, so that you can configure it to suit your company branding. To do this, navigate to your portal homepage and select the Action button from the header area. Page 7

8 After selecting the Edit option, you will see the Edit Detail dialogue box. Scroll down to the Header Details and the Header Colours & Fonts sections to edit the items that you want to change: Page 8

9 Header Area and Hidden Area Items Header Name - Used for your company name Header Subtitle - this can be used to distinguish the text in this section from the Text in the Header Name, as it can be formatted differently. Header Slogan - a separate area for additional text, which again can be formatted differently. Header About - this text is displayed on the left hand side of the Hidden Area URL for Twitter - enter a valid Twitter URL address and a Twitter Icon link will be enabled on the right hand side of the Header Area. The same applied for the URL's for Facebook, LinkedIn and for Google+ Logo - select a logo image file for display on the left hand side of the Header Area Header Colours & Fonts items Page 9

10 The following items can be altered to suit your branding: Hidden Area Back Colour Hidden Area Text Colour Header Area Back Colour Title Font Title Font Size Header Name Colour Header Subtitle Colour Header Slogan Colour Slogan Font Slogan Font Size For the above items, select either the required Font or Font Size from the corresponding dropdown option list. To change Area or Font colours, use the colour tool as follows: Page 10

11 Click Save Changes button to save your changes and view the results. 3.2 Setting Access to Data in the Client/Site/Staff Header Area The CleanLink Portal allows you to control what Client, Site and Staff information in the header area that your Clients and Staff can see. You can choose to either make information available as standard to all Clients, or specific information available to one or more specific Clients. To do this, select the Action button in the Header area. Page 11

12 Setting Access Rights for Client Information in the Header Area Select a Client from the Client list and select the Action button. Select Access for Clients or Access for Staff from the pop-up menu. Page 12

13 Choose the Read and Write access rights from the list of data by checking the corresponding tick boxes. Drilldown information refers to records in the hierarchical Client/Sites/Staff records in the Client/Sites/Staff list. Page 13

14 If you do not check the Read tick box for the To Sites data, your Clients will not be able to drill down the Staff level to view the folders and files for the Staff at each Site. Check the Apply Access for all Clients tick box if you want your selected data access choices to be available to all of your Clients. Check the Clear any Client Specific access tick box if you want to override any previous access rights for clients with your current selected data access rights. Select the Save Changes button to save your changes Setting Access Rights for Site Information in the Header Area Select a Client and then a Site from the Client/Site list and select the Action button. Select Access for Clients or Access for Staff from the pop-up menu. Page 14

15 Choose the Read and Write access rights from the list of data by checking the corresponding tick boxes. Drilldown information refers to accessing the hierarchical Client/Sites/Staff records in the Client/Sites/Staff list. If you do not check the Read tick box for the To Staff data, your Clients/ Staff will not be able to drill down the Staff level to view the folders and files for the Staff at each Site. If you do not check the Read tick box for the To Client data, your Clients/Staff will not be able to view the Client details and folders and files at Client level. Check the Apply Access for all Clients tick box if you want your selected data access choices to be available to all of your Clients. Check the Clear any Client Specific access tick box if you want to override any previous access rights for clients with your current selected data access rights. Select the Save Changes button to save your changes. Setting Access Rights for Staff Information in the Header Area Select a Client, then a Site, and then a Staff member from the Client/Site/Staff list. Select the Action button. Select Access for Clients or Access for Staff from the pop-up menu. Page 15

16 Choose the Read and Write access rights from the list of data by checking the corresponding tick boxes. Drilldown information refers to accessing the hierarchical Client/Sites/Staff records in the Client/ Sites/Staff list. If you do not check the Read tick box for the To Site data, your Clients/Staff will not be able to view the related staff data (Hours/Rates/Holidays) at the Site level. Check the Apply Access for all Clients tick box if you want your selected data access choices to be available to all of your Clients. Check the Clear any Client Specific access tick box if you want to override any previous access rights for clients with your current selected data access rights. Select the Save Changes button to save your changes. 3.3 Using your Unique Login Page Once you have customised your banner area, you can use a unique URL to login to your Portal web page that will display your customised banner area instead of the CleanLink banner area. Page 16

17 Your unique URL will be where XXXXXXXX will be your Company Mobile Code. 4 Managing Users Users can be set up for people within your own organisation, at Client level and at individual Site level. Accordingly, they will only be able to view the data available at that level. For example, if you set a client user up at Client level, they will be able to see information and files for the Client company and for all of the Sites under that company. If you select one of the Sites and then set up a User, they will only be able to see the information and files for that particular Site. See Adding New Users Staff data is exported from CleanLink to the Portal only for those staff who have regular pay at a site, or who are an on-site Supervisor. If they are not on the Staff list in the Portal, assign them as an on-site Supervisor for a live site in CleanLink, then re-export to the Portal. Staff imported to the Portal from CleanLink will only be able to see Sites where they have regular pay, or are an on-site Supervisor. If you want to give access to additional Sites, see Assigning Access to Sites for Users. You can also restrict what information in the your Client, Site and Staff Users can see in the Header Area. To do this, see Setting Access to Data in the Client/Site/Staff Header Area. Page 17

18 4.1 Adding New Users To add a new user, navigate to the Client or Site where you want to set them up and select the Users view from the right hand side of the Folders/Users Area Complete all of the fields in the New User dialogue box. Page 18

19 A User name can either be an address, or just plain text, but it will need to be at least 6 characters in length. The password will also need to be 6 characters in length. However, if you choose the latter, you will not be able to automatically users their passwords, and you won't be able to automatically send s once you have re-set their passwords. We recommend that you create User names using addresses. If you check the Administrator box, the User will be able to create additional Users at their level, or lower. For example, if you create a user at a Client level and make them an Administrator, they will be able to create users at their Client level, or for any of their Sites. 4.2 Adding Multiple Users You can create multiple users in one action. These can be created for either multiple Clients or for multiple Staff users. If you only need to create one or two users refer to Adding New Users. Creating Users for Multiple Clients. Navigate to your Homepage or select Clients from the Main Menu. Select the Create Users button. Page 19

20 You will see a list of eligible Clients that user accounts can be set up for. Their eligibility is determined by Clients that a) have valid contact address in their client information, and b) have no existing user accounts. Select the Clients that you want to set up users for by checking the corresponding tick boxes. Select Save Changes. An automated will then be sent to each user's address. This will contain a link to the Portal website, login instructions and a one-time password, which will need to be changed at the initial login. Page 20

21 Creating Multiple Staff Users. Select Staff from the Main Menu. Select the Create Users button. You will see a list of eligible Staff that user accounts can be set up for. Their eligibility is determined by Staff that a) have valid contact address in their staff information, and b) do not have an existing user account. Page 21

22 Select the Staff that you want to set up user accounts for by checking the corresponding tick boxes. Select Save Changes. An automated will then be sent to each user's address. This will contain a link to the Portal website, login instructions and a one-time password, which will need to be changed at the initial login. 4.3 Assigning Access to Sites for Users The only staff that get exported from CleanLink to the Portal are those who have regular pay at a site, or who are an on-site Supervisor. Staff imported to the Portal from CleanLink will only be able to see Sites where they have regular pay, or are an on-site Supervisor. First, check that the Manager is on the Staff list. If they are not on the Staff list in the Portal, assign them as an on-site Supervisor for a live site in CleanLink, then re-export to the Portal. Page 22

23 To enable a Staff member to see additional Sites, select the Staff member from the Staff list. Select the Action button the Header area and select Link Sites from the pop-up menu. Select the Sites that you want them to be able to view and select Save Changes. If you want to remove a Staff member's access to one or more Sites, complete the same process, except de-select the relevant sites from the pick list. Page 23

24 4.4 Changing User Passwords To change a user's password, navigate to the Folders/Users Area and select the Action button for the required User. If the Username is not an format, then select the Change Password option. Enter the new password, and then confirm. Please Note: You will need to notify that user of their new password details. Page 24

25 If the Username is an address, then select the Reset Password option. This will send an to the user's address. They will be given a URL where they can reset their own password. 4.5 Deleting Users To delete a user, navigate to the Folders/Users Area and select the Action button for the required User. Page 25

26 Select the Delete option and select Delete in the pop-up dialogue box. 5 Managing Clients & Sites The best way to add and manage Client information is to set up and manage the data in CleanLink. You can then to send the details from CleanLink to the Portal. See Adding a New Client from CleanLink. However, you can also add a new Client within the Portal. This enables you to demonstrate the Portal to prospective clients and post pre-sales information to them via the Portal, without the need to set them up in CleanLink. See Adding a New Client from the Portal. Please note that any new Client and Site details that you enter in the Portal will not be reflected back in to CleanLink. Page 26

27 5.1 Adding a New Client from CleanLink To send the details from CleanLink to the Portal, go to Mobile > Select Mobile and input the ID of the mobile that is used as your link to the Portal Then Select the Send All option. This will make all the Client and Site data available in the Portal 5.2 Adding a New Client from the Portal To add a new client directly from within the Portal, navigate to your Portal Homepage and then select the New button below the Clients/Sites List Page 27

28 Complete all of the fields in the New Client dialogue box. Please note that any new client details that you enter in the Portal will not be reflected Page 28

29 in CleanLink. 5.3 Adding a New Site As with Adding a New Client, the best way to add a new Site is to set one up in CleanLink first and then to send the details from CleanLink to the Portal. However, you can also add a new Site within the Portal. Complete all of the fields in the New Site dialogue box. Page 29

30 Please note that any new Site details that you enter in the Portal will not be reflected in CleanLink. 6 Managing Folders The Portal's design is centered around a robust security model that ensures segregation of data between different clients, their users and your staff. Data files are held in folders that can be set up under Client, Site or Staff levels. As is common with most file management systems, additional folders can be set up in a hierarchical structure. Document access rights are managed at folder level, with the ability for users to be able to i) just view a folder, ii) to write to a folder (i.e. upload files and create sub-folders), or iii) to be excluded from viewing and therefore writing to a folder. Your Portal site has been created with a number of standard folders for the different entities as follows: Page 30

31 Note: the Shared4Custom er folder is your root folder for your organisation For example, for every Site that you have in the Portal, there will be standard folders for Audit Reports and for Health & Safety. You can also create standard folders for these entities. To do this, see Creating Standard Folders. 6.1 Adding a Folder To add a folder, navigate to the desired place in the Clients/Sites/Staff list. In the Folders Area, select the folder that you want to create a folder under.and then select the New Folder button. Page 31

32 Complete the New Folder dialogue box, selecting the Read Access and Write Access options as required. Select the Create button Page 32

33 6.2 Creating Standard Folders If you have documents and files that you want to share with all of your Clients, and/or Site Users, and/or Staff, you can create standard shared folders that apply to one or all of these respective entities. There are five shared folders that are at the top level of the folder hierarchy when each user signs into the portal. For example, if a file named "Terms & Conditions.pdf" is uploaded into the Shared4User folder then when each user (Client and Staff users) signs into the system, they will see the "Terms & Conditions.pdf" in their top level folder. Shared4Customer - CleanLink can create sub-folders or upload files into this folder, which are shared with all of CleanLink's Customer users. Shared4User - folders and/or files created or uploaded into this folder are shared with all of your Portal users. Shared4Client - folders and/or files created or uploaded into this folder are shared with each of your Clients. Shared4Site - folders and/or files created or uploaded into this folder are shared with each Site. Shared4Staff - folders and/or files created or uploaded into this folder are shared with each Staff member. These shared folders allow folders and/or files to be defined once and then be visible at every respective entity in the portal. The typical uses of shared folders are to either to define a consistent set of folders for a particular entity (e.g. every site should have an Audits folder), and to upload a file once and have it visible in many places (e.g. an audit procedures document uploaded to each Site's Audits folder). CleanLink have already set up standard folders as described in Managing Folders: You can also create shared folders at Client, Site and Staff entity level. To create shared folders, go to your Homepage by selecting the Homepage Menu Item. You will see the standard shared folders created by CleanLink for your organisation. Shared folders have to be located under either the Shared4Client, Shared4Site, or Shared4Staff folders. Page 33

34 6.2.1 Creating a Standard Folder for Clients If you want to create a standard folder for each of your Clients, for example, named Service Reviews, go to your homepage, select the Shared4Client folder and select the New Folder button. Page 34

35 Using the dialogue box, create a folder named 'Service Reviews'. Check the relevant boxes to give the read and write access rights that you want, and then select the Create button Page 35

36 Use the Client list to select any of your Clients. You will now see the Invoicing folder for each Client. Page 36

37 You can add further standard folders for you Clients under the Shared4Client folder Creating a Standard Folder for Sites If you want to create a standard folder for each of your Sites, go to your homepage, select the Shared4Site folder and select the New Folder button. Use the New Folder dialogue box, as described in Creating a Standard Folder for Clients to create your new folder and assign read and write access rights that you require Creating a Standard Folder for Staff If you want to create a standard folder for your Staff, go to your homepage, select the Shared4Staff folder and select the New Folder button. Use the New Folder dialogue box, as described in Creating a Standard Folder for Clients to create your new folder and assign read and write access rights that you require. 6.3 Editing a Folder You can only edit folders that you have created, or have write access rights to. To edit a folder, select the folder and select the Edit Folder button: Page 37

38 Use the Edit Folder dialogue box to edit the Folder Name and change the Read and Write access rights. Select the Save button. Page 38

39 6.4 Moving a Folder You can only move folders that you have created, or have write access to. To move a folder, select the folder and select the Move Folder button: Use the Move Folder dialogue box to select a folder to move your folder under. Page 39

40 6.5 Deleting a Folder You can only delete folders that you have created, or have write access to. In addition, folders can only be deleted if there are no files stored in them. To delete a folder, select the folder and select the Delete Folder button: Use the Delete Folder dialogue box to confirm deleting the folder. Select the Delete button. 7 Managing Documents Any type of document can be uploaded from the CleanLink Portal. Staff Payslips and Detailed QC Reports can be also uploaded in bulk from CleanLink. See Uploading Payslips from CleanLink to the Portal and Uploading QC Reports from CleanLink to the Portal respectively. Page 40

41 Users will only be able to View, Upload, Download, Move and Delete documents if they have the necessary Read and Write access rights for a folder. Viewing Documents To view a document, select the Files button in the Folders/Users area, then click on a document name. This will open up a new tab in your browser and will display the document. 7.1 Uploading a Document from the Portal To upload a document to a folder, navigate to the folder that you want to upload to and select the Upload button from the Folders/Users Area Use the Select button from the Upload File dialogue box. Choose one or more files from your available local and network drives. Once the upload is complete, you will see a confirmation message in the Upload File dialogue Page 41

42 box You can either close the dialogue box, or choose one or more other files to upload to the current Portal folder. 7.2 Uploading Payslips from CleanLink to the Portal To upload Payslips from CleanLink, go to Pay > A. Pay Cycles and select a completed Pay Cycle. Select 8. Reports > 6. Payslips. Use the Payslip Print Range dialogue box to select your criteria. Ensure that you check the 'Output to Staff Portal' tick box. Page 42

43 Select the Print button. The Payslips will be generated in pdf format and will be added in the corresponding Staff\Payslips folders in the Portal. Please Note: The upload process can take up to several minutes whilst the payslips are generated and parsed into the Portal database. 7.3 Uploading QC Reports from CleanLink to the Portal To upload detailed QC Reports from CleanLink, go to Quality Ctrl and select Detailed Report. Use the QC Audits Report dialogue box to select the audit reports that you want to upload to the portal. Ensure that you check the 'Output to Client Portal' tick box. Page 43

44 Select the OK button. The detailed QC Reports will be generated in pdf format and will be added in the corresponding Sites\Audits folders in the Portal. Please Note: The upload process can take up to several minutes whilst the QC Reports are generated and parsed into the Portal database. 7.4 Uploading Invoices from CleanLink to the Portal To upload Invoices from CleanLink, go to the Invoicing tab and select G. Batch Print/ Invoices Use the Print Batch Invoices dialogue box to select the invoices that you want to upload to the portal. Ensure that you select the 'Output to Client Portal' tick box. You can also send an to your clients to advise them that their invoices have been uploaded on to the Portal. To do this, select the Send message tick box and then add your message. Page 44

45 Select the OK button. The Invocies will be generated in pdf format and will be added in the corresponding Client\Invoices folders in the Portal. Page 45

46 Please Note: The upload process can take up to several minutes whilst the Invoice documents are generated and parsed into the Portal database. 7.5 Downloading a Document To download a document, in the Folders/Users area, select the Action button for the document you want to download and then select the Download option Your computer may have security software installed that will prompt you to confirm the download and may scan the document before downloading. The document will be downloaded to your normal folder for downloads. 7.6 Moving a Document To move a document, in the Folders/Users area, select the Action button for the document you want to download and then select the Move option Page 46

47 Use the Move File dialogue box to select another folder to move the file to. 7.7 Deleting a Document To delete a document, in the Folders/Users area, select the Action button for the document you want to download and then select the Delete option Page 47

48 Use the Confirm Delete File dialogue box to confirm the operation. Select the Delete button to complete. 8 Reports The Portal has three reports: Usage Report - this enables you to keep track of how you, your clients and your staff use the Page 48

49 Portal. Portal File Log - this shows details of file downloads and uploads Service Log - this shows details of all data and files uploaded to the Portal from CleanLink Site Manager To access the Usage Report, select the Reports option from the Main Menu, and select Usage. Enter the data range and select Go. You can run the Usage Report for any date range and for any entity level within the Portal. The screen shot below shows the information displayed if you were to run the report from your company level. It details usage at your Company level, at Client level, at Site level and at Staff level. If you were to select a member of Staff, or an individual Site and then run the report, you would only see the usage for that Staff member, or at that Site. You can either print the report, or download the data. For the latter, see Page 49

50 To access the Portal File log, select the Reports option from the Main Menu, and select Portal File Log. Enter the data range and select Go. To access the Portal Service log, select the Reports option from the Main Menu, and select Page 50

51 Service Logs. Enter the data range and select Go. 8.1 Downloading Report Data You can download report data as either a CSV file, or as an xml file that can be opened with Microsoft Excel to give a formatted appearance. Select the Export button, and then select either the CSV option or the Excel option for an xml file. Your computer may have security software installed that will prompt you to confirm the download and may scan the file before downloading. The file will be downloaded to your normal folder for downloads. Page 51

52 To view the xml data in Microsoft Excel, open Excel and Select File > Open and select the Export.xml file. The layout of your data will be presented as shown below, but as dependent on which entity level you have run the Usage Report from. Page 52

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