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TABLE OF CONTENTS

• How to create a role with requirements and documents
  • Add a new Role
    • Add role to multiple departments
  • Add requirement to role
  • Add existing document to requirement
    • Disconnect a document from a role
    • Change document properties

A role is built up by requirements and / or documents. The requirements are built up by documents.

• Documents can be directly added to a role.
• A role can be added to multiple departments.
• A requirement can be used in multiple roles.
• A document can be added to multiple roles or multiple requirements.

This procedure will detail the following:

Create role → Add role to multiple departments → Add/Create requirement → Add document to requirement

How to create a role with requirements and documents

Add a new Role

First, we add a new role:

1. Click the Admin tools option.

2. Then click the Competence option.

3. Find the Department where the role should be, or add it directly under an existing one, e.g. "Demobedriften".
4. Click on the 3 dots icon next to the department name.
5. Then select the Add role option.

6. In the Add role popup, type the name for the role in the Role name field.

7. Decide if the Role should:

• be Default for the department.
• apply for All internal users.
• apply for All external users.

If all are enabled; all users in the department and underlying departments, will have this role by default.

8. To finish creating the role, click the CREATE button.

Add role to multiple departments

A role can be added to multiple departments.

Important

Relevant Role Properties, if it is added to multiple departments.

• If the checkbox Default for departments is left unchecked, users from the additional departments will not be automatically connected to the role.
• If the checkbox Default for departments is checked, be aware that users from the additional departments will automatically be connected to this role.

1. Click the Menu icon in the top-left corner and select the Admin tools option.

2. Then, from the left side menu, click the Competence to list Departments and Roles.

Tip

Use the Include/Exclude Underlying icon to only display roles for the selected Department

3. Find the Role to be added to multiple Departments and click its related 3 dot icon.
4. In the popup, click the Attach to departments tab to list all departments.

5. Click to highlight the departments which the role should be added to, and then click the Right arrow icon.

• 
• The Departments where the role will be added are listed in the right side list.
• To remove an added Department, click the Delete icon next to the relevant Department.

6. To finish attaching the role to multiple Departments, click the ATTACH TO DEPARTMENTS button.

Add requirement to role

Secondly, we add a requirement to the newly created role.

Requirements can be created, or an existing one can be added to a role.

Tip

If you want to use an existing requirement, follow this procedure.

1. From the Competence page, find the role and click on the 3 dots icon.

2. Select the Add requirement option.
3. In the next popup, type the name of the requirement.

4. To finish adding the requirement, click the CREATE button.

Add existing document to requirement

Thirdly, we add a document to the requirement:

1. Expand the list to find the added or created requirement.
2. Click the 3 dots icon.
3. Then click the Add document option.

4. Select the relevant documents from the Documents folders.

5. You can add documents from different folders in one operation.

Note

You can add documents from different folders in one operation.
You can also add documents with any status (under construction, for verification, for approval, approved) but only approved documents will be visible for the users with the role.

6. When all the wanted documents have been selected, click the CONNECT DOCUMENTS button.

To see the documents included in the role, click the role.

Disconnect a document from a role

You can also disconnect a document from a role by clicking the 3 dots icon and selecting the Disconnect option.

Change document properties

You can edit read frequency, read within days, notification by email and co-signing for each document by clicking the 3 dots icon and then selecting the Properties option.

You can also enable the Notify immediately option, if you add a new document or do a significant revision on an existing document and want users to be notified of the update, as soon as possible.

Tip

Remember to click the SAVE button when editing document properties.