Download - Connected Risk Collaboration Guide R19.4€¦ · ConnectedRiskCollaborationGuideR19.4.0 DocumentVersion1.0 4 Contents Chapter1Introduction 5 Chapter2Comments 7 2.1CommentsflaggedforMyAttention

RefinitivConnected Risk R19.4.0Collaboration Guide

Connected RiskCollaboration Guide R19.4.0Date of issue: 10-December-2019Document version: 1.0

Connected RiskCollaboration Guide R19.4.0Document Version 1.0

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About this document

INTENDED READERSHIPThis material is intended for use by:

l Internal staff at Refinitiv.

l External users designated with an administrative role.

l Partners.

IN THIS GUIDEThis material provides information to enable you use theCollaboration functionality within theRefinitivConnected Risk application.

SCREEN AND DATA ILLUSTRATIONSCertain data used herein is fictitious, expressly and solely prepared for the purpose of visual illustrationassociated with the appearance, maintenance, use, and operation of the program and its components. Do notsolely rely on this information as specifically significant to any operation or circumstance for which it wasused in illustration.

YOUR PERSONAL INFORMATIONRefinitiv is committed to the responsible handling and protection of personal information. We invite you toreview our Privacy Statement, which describes how we collect, use, disclose, transfer, and store personalinformation when needed to provide our services and for our operational and business purposes.

https://www.thomsonreuters.com/en/privacy-statement.html


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Contents

Chapter 1 Introduction 5Chapter 2 Comments 72.1 Comments flagged for My Attention 82.2 Unread Comments 92.2.1 All Comments 10

2.3 Summary 112.4 Comment Types 24

Chapter 3 Actions 313.1My Actions 313.2My Critical Actions 333.3 Relevant Critical Actions 343.4 Personal Actions 353.5 Delegated Actions 363.6 Summary 383.7 Action Types 54

Chapter 4 Attachments 604.1 Recent Attachments 604.2 Older Attachments 614.3My Attachments 634.4 All Attachments 644.5 Reviewed Attachments 654.6 Summary 664.7 Attachment Analysis 674.8 Document Categories 83

Chapter 5 Collaboration Summary 885.1My Collaboration 885.2 Collaboration Raised by Me 89

Chapter 6 Workflow Actions Summary 90Chapter 7 Action Road Map Detail 91Chapter 8 Collaboration Hierarchy View 92


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Chapter 1 IntroductionCollaboration is a collective term given to comments, actions and attachments which can be added to anyinstance inConnected Risk.

Users that are granted read or edit collaboration rights via a security group or relationship type will be able toread, add or edit collaboration items.

TheCollaborationmenu is reached by selectingCollaboration in theHomemenu bar. Collaboration canalso be viewed at the instance level via theOptionsmenu.

TheCollaborationmenu has the following options:

Option Description See Page

Comments

Comments flagged for MyAttention

Urgent Comments assigned to the current user. 8

Unread Comments Commentswhere the people who have beennotified of the creation of aComment have not yetviewed it.

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All Comments All Comments, regardless of the contributor orflagging.

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Summary A summary of all Comments and other importantdetails.

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Actions

My Actions All Actions assigned to the current user. 31

My Critical Actions Actions assigned to the current user that have theCritical flag set.

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Option Description See Page

Relevant Critical Actions Critical Actionswhere the current user isAccountable for instances, or is on the Teamassociated with the instances.

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Personal Actions Actions that the current user is Accountable for. 35

Delegated Actions Actions that have been delegated by the currentuser to other people.

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Summary A summary of all Actions and other importantdetails.

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Attachments

Recent Attachments Attachments not older than indicated in the # ofDays to indicate as recent property set inAdmin> Configure > Configure Application >Collaboration

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Older Attachments Attachments older than indicated in the # of Daysto indicate as recent property set inAdmin >Configure > Configure Application >Collaboration.

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My Attachments All Attachments assigned to the current user. 63

All Attachments All Attachments, regardless of type. 63

Reviewed Attachments All Attachments that have been reviewed by theusers who have been notified of theAttachment.

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Summary A summary of all Attachments and other importantdetails.

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Attachment Analysis A more detailed table of availableAttachments. 67

Collaboration Summary

My Collaboration An overview, with graphs, of all collaboration items. 88

Collaboration Raised by Me An overview, with graphs, of all collaborationitems created by the current user.

89

Workflow Actions

Summary Provides a detailed list of all open actions againstan instance within a specificWorkflow.

90

Chapter 1 Introduction


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Chapter 2 CommentsComments are a way of adding text to any instance. To access Comments for an instance and view theoverviews, you can either:

l select theComments tab, if it has been configured

l go toOptions > Collaboration > Comments.

In theComments pages you can see the date and time stamp of when aCommentwas applied and who hasadded theComment.


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2.1 COMMENTS FLAGGED FOR MY ATTENTIONTheComments flagged for My Attention page has a list of comments where the current user's name hasbeen selected in the Flag for attention section of theComment Edit page. SeeAdd Inline Comments intheConnected Risk Enhancer & Dashboard Enhancer Guide for more details.

NOTE:You can toggle betweenHide andShow Threads. The Threads group togetherCommentsfrom the same Instance.

Column Description

Details –Go to theEdit Comment page.

– Go to theComment Overview page.

– TheComment is flagged for your attention.

– TheComment has not been read.

– TheComment has been read.

– Reply to theComment.

Relates To The instance theComment relates to.

The parent node for the instance.

Comments The comments added into theComment field on theEdit page.

Date The date and time that theCommentwas added.

Contributor The person who added theComment.

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NOTE: Comments flagged for your attention are also displayed in theMy Comments tile, whichcan be added to your dashboard. SeeMy Comments in theConnected Risk Configuration Guidefor more details.

2.2 UNREAD COMMENTSTheUnread Comments page has a list of Comments that have not been read by all of the people who havebeen notified of eachComment.


Column Description











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2.2.1 All CommentsTheAll Comments page has a list of Comments from all contributors, including those that are unread andthose that are flagged.


Column Description




– TheComment has been read.








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2.3 SUMMARYTheSummary page has a list of Comments grouped by node.

Column Description



Total Comments The total number of Comments for the instance.

Unread Comments The number of Comments for an instance that have not been read.

Comments flagged for MyAttention

The number of Comments for each instance that have been flagged foryour attention.

Latest Comment Date The date and time that the last Comment for the instance was added.

Adding a Comment to an Instance1. Select the parent Node and open the required Instance.

2. To open theComments page, do one of the following:

l Select theComments tab.

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l Go toOptions > Collaboration > Comments.

TheComments page for the Instance displays.

3. Click Add Comment.

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TheAdd/Edit Commentswindow opens.

4. Complete the properties in theAdd/Edit Commentswindow, using the following table as a guide.

Property Description

Type From the dropdown list, select theComment Type. SeeColumnTypes in theConnected Risk Configuration Guide for more details.

Contributor From the dropdown list, select the name of the person who is addingtheComment.

Flag for attention If selected, theCommentwill be flagged for attention, , and it willbe displayed in theComments flagged for My Attention page forthe relevant person. The selected people will receive emails with thedetails of theComment and a hotlink to it.

Subject Enter theSubject for theComment.

Comment Enter details of theComment. This will be displayed in theComments field on theComments pages.

Insert Link to Attachment Click to insert an attachment link into theComment field above.

Comment Status Select either:

l Open - theComment is active.

l Closed - theComment is no longer active.

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5. Click Save.

TheAdd/Edit Commentswindow closes and you are returned to theComments page for the Instance.The new Comment displays in theComments table.

NOTE:You can add an infinite number of Comments to an Instance by repeating these steps.

Editing a Comment1. Select the parent Node and open the required Instance.

2. Go toOptions > Collaboration > Comments.

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3. Click theEdit icon, , next to theComment that you want to edit.

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4. Complete the properties in theAdd/Edit Commentswindow, using the table inAdding a Comment toan Instance on page 11 as a guide.

5. Click Save.

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TheAdd/Edit Commentswindow closes and you are returned to theComments page for the Instance.The changes display in theComments table.

Replying to a Comment1. Select the parent Node and open the required Instance.


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3. Click theOverview icon, , next to theComment that you want to reply to.

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TheComments Overviewwindow opens.

4. Click Add Reply.

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TheAdd Comment for Commentwindow opens.

5. Complete the properties in theAdd Comment for Commentwindow, using the table inAdding aComment to an Instance on page 11 as a guide.

Your reply will be emailed to the users listed in the Flag for attention section.

6. Click Save.

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TheAdd Comment for Commentwindow closes and you are returned to theOverview page for theComment. TheReply is listed in theReplies section.

Deleting a Comment1. Select the parent Node and open the required Instance.


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3. Click theEdit icon, , next to theComment that you want to delete.

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4. Click Delete.

A confirmationmessage displays.

5. Click OK.

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The Add/Edit Comments window closes and the selectedComment is deleted from theCommentswindow.

2.4 COMMENT TYPESCollaboration Comments are assigned to aComment Type. The Comment Type controls which nodesthe type is available for, and any additional security levels.

On a node, theComment Type can also be used for filtering and groupingComments.

Comment Types are accessed from Admin > Collaboration > Comment Types.

Adding a Comment Type1. Go toAdmin > Collaboration > Comment Types.

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TheComment Types page displays.

2. Click Add Comment Type.

TheEdit Comment Typeswindow displays

3. Enter a name for theComment Type and aDescription.

NOTE: TheDescription is displayed to users as a dropdown list for the Type field on theEditComment page.

4. If theComment Type is only to be applied to selectedNodes, deselect All Nodes.

TheNodes tab displays.

5. Select theNodes tab.

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TheNodes page displays.

6. Select the requiredNodes.

7. Click Save.

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TheEdit Comment Typeswindow closes and you are returned to theComment Types page. The newComment Type is added to theComment Types table.

NOTE: Performance is a legacy field and is no longer used.If All Nodes is set toYes, theComment Type is available for all nodes.TheCount column displays a count of Comments assigned to this type. It is hotlinked and takesyou to theAll Comments page.

Editing a Comment Type1. Go toAdmin > Collaboration > Comment Types.


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2. Click theEdit icon, , next to theComment Type that you want toEdit.

TheEdit Comment Typeswindow displays.

3. Edit theComment as required.

NOTE: Performance is a legacy field and is no longer used.If All Nodes is set toYes, theComment Type is available for all nodes.TheCount column displays a count of Comments assigned to this type. It is hotlinked and takesyou to aComment Report displaying theComments.

4. Click Save.

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TheEdit Comment Typeswindow closes and the changes display on theComment Types page.

Deleting a Comment Type1. Go toAdmin > Collaboration > Comment Types.


2. Click theEdit icon, , next to theComment Type that you want toDelete.

TheEdit Comment Typeswindow displays.

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3. Click Delete.


4. Click OK.

TheEdit Comment Typeswindow closes and theComment Type is deleted from theCommentTypes page.

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Chapter 3 ActionsActions consist of a description, due date and accountable person. They can be added to instances.

To access Actions for an instance and view the overviews, go toOptions > Collaboration > Actions.

3.1 MY ACTIONSTheMy Actions page has a list of Actions that have been assigned to the current user.

Column Description

Details –Go to theEdit Action page.

– Go to theAction Overview page.


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Column Description

Relates To The instance theAction relates to.


Name The name of theAction entered into theAction Description field in theEdit page.

Status The status of theAction, as selected in theProgress Status section oftheOverview page.

– TheAction has not started.

–Overdue - theAction has not started.

–Work on theAction is In Progress.

– TheAction is On Hold.

– TheAction has beenAccepted by theAccountable person.

– TheAction is Complete Pending Validation.

– TheAction is Critical.

– TheAction needs aReview.

Action Type TheAction Type selected from theAction Type drop down list on theEdit page. This list is populated from theAction Types set inAdmin >Collaboration > Action Types. SeeAction Types on page 54 formore details.

Accountable The name of the personAccountable for theAction.

Adduser The name of the person who added theAction to the instance.

Due Date/Completed Date The date and time that theAction is due to be completed.

Notes Notes are added on theOverview page for theAction, if Admin >Configure > Configure application > Collaboration > Actions >Include ability to add notes to Actions is set to Yes. SeeConfiguring Actions in theConnected Risk Configuration Guide formore details. If you add aNote to an actionmanually, theNotes icon,

, is displayed.

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3.2 MY CRITICAL ACTIONSTheMy Critical Actions page has a list of Critical Actions that have been assigned to the current user.

Column Description



















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Column Description

Notes Notes are added on theOverview page for theAction, if Admin >Configure > Configure Application > Collaboration > Actions >Include ability to add notes to Actions is set to Yes. SeeConfiguring Actions in theConnected Risk Configuration Guide formore details. If you add aNote to an actionmanually, theNotes icon,

, is displayed.

3.3 RELEVANT CRITICAL ACTIONSTheRelevant Critical Actions page has a list of Critical Actionswhere the current user is Accountable forinstances, or is on the Team associated with the instances.

Column Description






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Column Description















, is displayed.

3.4 PERSONAL ACTIONSThePersonal Actions page has a list of Actions that the current user is Accountable for.

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Column Description




















, is displayed.

3.5 DELEGATED ACTIONSTheDelegated Actions page has a list of Actions that have been delegated by the current user to otherpeople.

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Column Description



















Notes Notes are added on theOverview page for theAction, if Admin >Configure > Configure application > Collaboration > Actions >Include ability to add notes to Actions is set to Yes. SeeConfiguring Actions in theConnected Risk Configuration Guide formore details. If you add aNote to an actionmanually, theNotes icon,

, is displayed.

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3.6 SUMMARYTheSummary page has a list of Actions grouped by node.

Column Description



Total The total number of Actions for each instance

For You The number of Actions you are responsible for, for each instance.

Others The number of Actions other people have for each instance.

You Have Delegated The number of Actions you have delegated for each instance.

Critical The number of Critical Actions for each instance.

Overdue The number of Overdue Actions for each instance.

Due Within 7 days The number of Actions due within the next seven days, for eachinstance.

Not Yet Due The number of Actions not due within the next seven days, for eachinstance.

Not Yet initiated The number of Actions that have not yet started, for each instance.

Accepted The number of Actions that have been accepted by theAccountableperson, for each instance.

WIP The number of Actions that are in the state ofWork in Progress, foreach instance.

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Column Description

Complete Pending Validation The number of Actions that are in the state of Complete PendingValidation, for each instance.

Completed The number of Actions that have beenCompleted for each instance.

Cancelled The number of Actions that have beenCancelled for each instance.

Adding an Action to an Instance1. Select the parent Node and open the required Instance.

2. Go toOptions > Collaboration > Actions.

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TheActions page for the Instance displays.

3. Click Add Action.

TheAdd/Edit Actionswindow opens.

4. Complete the properties in theAdd/Edit Actionswindow, using the following table as a guide.


Add Action For From the dropdown list, select the name of the person who will carryout theAction.

Critical If selected theActionwill be flagged as Critical and will be displayedon theMy Critical Actions page for the relevant person.

Proposing Person From the dropdown list, select the name of the person who is addingtheAction.

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Action Type From the dropdown list, select theAction Type. SeeAction Typeson page 1 for more details.

Action Description Enter a description for theAction. This will be displayed in theActionfield in theActions table on theComments page andActions pages.

Date Due Select or enter the date when theAction is due.

5. Click Save.

TheAdd/Edit Actionswindow closes and you are returned to theActions page. The new Actiondisplays in theActions table.

NOTE:You can add an infinite number of Actions to an Instance by repeating these steps.After you have attached the required actions to the instance, you can use theMy Actions Roadmappage to get a better view of any upcoming deadlines. SeeMy Actions Roadmap in theConnectedRisk Configuration Guide for more details.

Linking an Instance to an Existing Action1. Select the parent Node and open the required Instance.

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3. Click Link to Action.

The Find and Link Actionswindow opens.

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4. Enter the search criteria for theAction.

5. Click Find Actions.

TheSearch Results display.

6. Select theAction that you want to create a link to.

7. Click Save.

The Find and Link Actionswindow closes and you are returned to the Actions page. The linkedAction displays in theActions table.

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Editing a Collaboration Action1. Select the parent Node and open the required Instance.



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3. Click theEdit icon, , next to theAction that you want to edit.

TheAdd/Edit Actionwindow opens.

4. Edit the properties in theAdd/Edit Actionwindow using the table inAdding an Action to an Instanceon page 39 as a guide.

5. Click Save.

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TheAdd/Edit Actionswindow closes and you are returned to theActions page for the Instance. Thechanges display in theActions table.

Editing a Collaboration Action Overview1. Select the parent Node and open the required Instance.


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3. Click theOverview icon, , next to theAction that you want to edit.

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TheAction Overviewwindow displays.

4. On this page you can perform the actions listed in the following table.

Action Description

Estimated Completion Date Enter an estimated completion date. This date is used to display actiondata and is displayed on action roadmaps and calendars

Update Email If selected, you canmanually send anAction Updated email to thepeople whose names have been added to the Flag for attentionsection on theComments page.

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Action Description

Progress Status Select from the following:

Action not yet Initiated – This is anAction that is currently open;however, it is yet to be updated by a user. This will be the default statusof anAction as soon as it opens. This status will only change once auser selects to update theAction.

Accepted by Accountable – This will only change if theAccountable user selects this status.

Work in Progress –Once anAction is open, it is eligible to beSubmitted orSaved & Closed. In order for the status to automaticallyupdate toWork in Progress, a user would have to select to update theAction.

Complete Pending Validation – This status should be used whenanAction is complete but is pending approval or validation by anotheruser.

Complete On –Once theAction has been submitted, theDatetextbox will automatically populate with today’s date, the date ofcompletion.

Cancelled – TheAction can be closedmanually by selecting thisstatus.

No Longer Required – TheAction can be closedmanually byselecting this status.

On Hold, select aRelease Date – TheActionwill be placed onhold when theAccountable cannot progress or complete.

Action Notes These are for reference only and are created automatically whenchanges aremade to theActions. If Admin > Configure >Configure application > Collaboration > Actions > Include abilityto add notes to Actions is set to Yes, you can also add your ownNotes. SeeConfiguring Actions in theConnected RiskConfiguration Guide for more details.

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Action Description

Add/Edit Team This option is displayed if Admin > Configure > Configureapplication > Collaboration > Actions > Allow team members tobe added to Actions is set to Yes. Click Add/Edit Team to open theEdit Team window.

Select a teammember fror the dropdown list then assign properties byenabling the checkboxes:

l Can Edit – can edit Actions.

l Can Update Status – can update theProgress Status, seeabove.

l Notify – can be notified by emails relating to the Instance

Add Comments This option is only visible if Show Comments on Action Overviewhas been set toYes.SeeConfiguring Actions in theConnectedRisk Configuration Guide for more details.To addComments, seeAdding a Comment to an Instance onpage 11 for more details.

Add Attachments This option is only visible if Show Attachments on Action Overviewhas been set toYes. SeeConfiguring Actions in theConnectedRisk Configuration Guide for more details.

SeeAdding an Attachment to an Instance on page 67 for moredetails.

5. Click Save.

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TheAdd/Edit Actionswindow closes and you are returned to theActions page for the Instance. Thechanges display in theActions table.

Deleting a Collaboration Action1. Select the parent Node and open the required Instance.


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3. Click theEdit icon, , next to theAction that you want to delete.

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TheAdd/Edit Actionwindow displays.

4. Click Delete.


5. Click OK.

The Add/Edit Actions window closes and the selectedAction is deleted from theActions page.

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3.7 ACTION TYPESCollaboration Actions are assigned to anAction Type. The type allocation can control which nodes thetype is available for and assist with filtering.

Action Types are accessed from Admin > Collaboration > Action Types.

Adding an Action Type1. Go toAdmin > Collaboration > Action Types.

TheAction Types page displays.

2. Click Add Action Type.

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TheEdit Action Typeswindow displays.

3. Complete the properties in theEdit Action Typewindow, using the following table as a guide.


Action Type Enter a name for theAction.

Description Enter a description for theAction Type.TheDescription is displayed to users as a dropdown list for theAction Type field in theEdit Action page. It will also be displayed antheAction field in theActions table on theComments andActionspages.

All Nodes If selected, theAction Type will be applied to all Nodes.

Lock Actions when set tocomplete

If selected, this will make theEdit andOverview pages read-only.Administrators will retain the ability to edit them.

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Selectable Statuses Select which of the following statuses can be selected for theAction:

l Action not yet Initiated

l Accepted by Accountable

l Work in Progress

l Complete Pending Validation

l Complete

l Cancelled

l No Longer Required

l On Hold

Then for each selected status, from the dropdownlist select one of thefollowing:

l Action is For

l Proposer

l Proposer and Action is For

4. Click Save.

TheEdit Action Typewindow closes and you are returned to theAction Types page. The new ActionType is added to theAction Types table.

Editing an Action Type1. Go toAdmin > Collaboration > Action Types.


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2. Click theEdit icon, , next to theAction Type that you want to edit.

TheEdit Action Typeswindow displays

3. Edit theAction Type as required.

4. Click Save.

TheEdit Action Typeswindow closes and the changes display on theAction Types page.

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Deleting an Action Type1. Go toAdmin > Collaboration > Action Types.


2. Click theEdit icon, , next to theAction Type that you want to delete.

TheEdit Action Typeswindow displays

3. Click Delete.


4. Click OK.

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TheEdit Action Typeswindow closes and theAction Type is deleted from theAction Types page.

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Chapter 4 AttachmentsTheAttachments functionality allows you to upload documents and external URLs to instances.

Attachments can be viewed, added or edited from the generic Attachments page, or configured to appear onotherOverview, Edit orWorkflow Templates usingEnhancer.

To access Attachments for an instance, select the instance and then go toOptions > Collaboration >Attachments.

4.1 RECENT ATTACHMENTSTheRecent Attachments page has a list of Attachments not older than indicated in the # of Days toindicate as recent property set inAdmin > Configure > Configure Application > Collaboration.

SeeConfiguring Collaboration Properties in theConnected Risk Configuration Guide for more details.


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NOTE:You can toggle betweenHide andShow Document Category Grouping. TheDocumentCategory Grouping brings togetherAttachments based on theirDocument Category.

Column Description

Details –Go to theEdit Attachment page.

– Go to theAttachment Overview page.

– An unreadAttachment.

Relates To The instance theAttachment relates to.


Link A hotlink to theAttachment.

Description A description of theAttachment.

Contributed By The name of the person who contributed theAttachment to theinstance.

Author the name of the person who wrote the content of theAttachment.

Date The date and time that theAttachmentwas added.

Document Category TheDocument Category as set inAdmin > Collaboration >Document Categories. SeeDocument Categories on page 83 formore details.

Versions The version number of theAttachment.

Details TheStatus of theAttachment:

l Draft

l Final

l Approved

File Size The size of theAttachment in KB orMB.

Notes These are added through theAttachment Notes on theAttachmentOverview.

4.2 OLDER ATTACHMENTSTheOlder Attachments page has a list of Attachments older than indicated in the # of Days to indicate asrecent property set inAdmin > Configure > Configure Application > Collaboration.

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SeeConfiguring Collaboration Properties in theConnected Risk Configuration Guide for more details.


Column Description














l Draft

l Final

l Approved





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4.3 MY ATTACHMENTSTheMy Attachments page has a list of Attachments that you have contributed, regardless of whether theyhave been reviewed or not.


Column Description




– An attachment that has been read.











l Draft

l Final

l Approved



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Column Description



4.4 ALL ATTACHMENTSTheAll Attachments page has a complete list of Attachments that have been added to the portal.


Column Description














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Column Description




l Draft

l Final

l Approved



4.5 REVIEWED ATTACHMENTSTheReviewed Attachments page has a list of Attachments that have been reviewed by the people notifiedof their creation.


Column Description









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Column Description








l Draft

l Final

l Approved



4.6 SUMMARYTheSummary page has a list of all Attachments in the portal, grouped by node.

Column Description





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Column Description

Total The total number of Attachments for the instance.

Recent The number of Attachments for an instance that have added recently.

Reviewed The number of Attachments for each instance that have been reviewed.

Older The number of Attachments for each instance that are older.

4.7 ATTACHMENT ANALYSISTheAttachment Analysis page has summary of Attachments grouped by Instance andAttachment Type,e.g. Zip, Word, Excel, PowerPoint, CSV Text, PDF, Image, Web Links, Other.

Adding an Attachment to an Instance1. Select the parent Node and open the required Instance.



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2. Go toOptions > Collaboration > Attachments.

TheAttachments page for the Instance displays.

3. Click Create Attachment.



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TheAdd/Edit Attachmentswindow opens.

4. Complete the properties in theAdd/Edit Attachmentswindow, using the following table as a guide.


Contributor From the dropdown list, select the name of the person who is addingtheAttachment.

Flag As Sensitive If selected, only people with the followingSecurity Levels are able toview theseAttachments:

l Edit Instance with View Sensitive Data

l Edit Collaboration with View Sensitive Data

l Read Collaboration with View Sensitive Data

SeeSetting the Security Levels for Individual Nodes in theConnected Risk Administrator Guidefor more details.

Author From the dropdown list, select the name of the person who createdtheAttachment.

Attachment Name Enter a name for theAttachment.

Enter a URL Enter a URL for theAttachment, if required.



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Download frozen copy, ifpossible

This property displays if Show Download Frozen copy option is setto Yes inAdmin > Configure > Configure Application >Collaboration > Attachments. If selected, a copy is downloadedfrom SharePoint, if the attachment has a link.

Select a File Browse to find a file in a directory.

Save as link only If selected, a link to the chosen file is saved in the database, insteadof the actual document.

Document Category From the dropdown list, select aDocument Category, and ifavailable aSub Category. SeeDocument Categories on page 83for more details.

Folder Enter the details of the 'folder' that will be used to classify theDocumentwhen displayed on the page. This is not a physicallocation where the attachment is saved.

Use Review Cycles If selected, a reminder will be sent to review the documentsperiodically.

Cycle Period Enter the number of days for theReview Cycle Period.

Status Select theStatus of theAttachment:

l Draft

l Final

l Approved

Description Enter a description for theAttachment.

Insert link to attachment Insert a link to theAttachment into theDescription for auditdocuments.

[Instance Name] From the dropdown list, select the instance you want to add theAttachment to. Add additional instances if required.

Additional Links From the dropdown lists, select additional nodes and instances to addtheAttachment to. Click Save & Refresh to addmore than 10additional links.

5. Click Save.



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TheAdd/Edit Attachments window closes and you are returned to theAttachments page. The newAttachment displays in theAttachments table.

NOTE:You can add an infinite number of Attachments to an Instance by repeating these steps.

Linking Existing Attachments to an Instance1. Select the parent Node and open the required Instance.



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2. Go toOptions > Collaboration > Attachments.


3. Click Link to existing Attachment.



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The Find and Link Attachmentswindow opens.

NOTE: ThePreviously Linked Documents table has a list of all Attachments that are currentlylinked to the instance.TheRelated Documents table has a list of availableAttachments for other nodes that can beselected from the Looking in Node dropdown list.

4. Enter the search criteria for theAttachment.

5. Click Find Attachments.

TheSearch Results display.



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6. Select theAttachment that you want to create a link to.

7. Click Save.

The Find and Link Attachmentswindow closes and you are returned to the Attachmentswindow.

The new Attachment displays in theAttachments table.

Locking and Unlocking an Attachment

NOTE: To lock and unlock Attachments, youmust have as least Edit Collaboration security rightsto the instance which has theAttachment. SeeSecurity Groups on page 1 for more informationonEdit Collaboration security rights.For more details on how security rights affect Locking andUnlocking of Attachments, seeSecurity Rights and Attachment Locking.



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1. Select the parent Node and open the required Instance.

2. To open theAttachments page, do one of the following:

l Select theAttachments tab.

l Go toOptions > Collaboration > Attachments.




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3. Click the Lock Attachment button for theAttachment that you want to lock.

When locked, theAttachment shows the name of the person it was Locked By, the date and time it waslocked, the Locked icon in theStatus column, and anUnlock Attachment button.

NOTE:Clicking the button in the Lock/Unlock column updates the details shown in the Locked By,Lock Date andStatus columns.

4. To unlock theAttachment, click theUnlock Attachment button.

TheAttachment returns to its original state.



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NOTE: If a user has locked anAttachment and clicks on theAdd Version button, they can choosewhether the new version remains locked, or is unlocked on upload.Locking and unlocking attachments is captured as entries in the Instance Audit Trail, the InstanceDetailed Audit Trail and the portal wide Instance Audit Trail.

Security Rights and Attachment LockingAccess to locked attachments will depend on your security rights and who has locked the attachment.

In the following example the user, Pete, has edit collaboration rights to the instance, Project 1.

l The first attachment is unlocked. Pete can edit, add new versions, or lock the attachment.

l The second attachment was locked by another user, Thayan. Pete can only read the document; theability to edit, add new versions or unlock have been disabled.

l The third attachment was locked by Pete. As he enabled the lock, he has retained the ability to edit, addnew versions, or unlock the attachment. Other users will not have this ability.

Administrators can unlock attachments at any time by navigating to an attachment and pressing the UnlockAttachment button.

Administrators can also unlock locked attachments through the Locked Attachments page. SeeClearingLocked Attachments below for more details.

Clearing Locked Attachments1. Go toAdmin > Collaboration > Locked Attachments.

NOTE: This option will only be available if Admin > Configure > Configure Application >Collaboration > Attachments > Enable Attachment Locking is set toYes.SeeConfiguring Attachments in theConnected Risk Configuration Guide for more details.



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The Locked Attachments page displays.

2. Select the Locked Attachments you want to clear.

3. Click Clear Attachments.

TheAttachment Locks are cleared.



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Editing an Attachment1. Select the parent Node and open the required Instance.







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2. Click theEdit icon, , next to theAttachment that you want to edit.




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3. Edit the properties in theAdd/Edit Attachmentwindow using the table inAdding an Attachment to anInstance on page 67 as a guide.

4. Click Save.

TheAdd/Edit Attachmentswindow closes and you are returned to theAttachments page for theInstance. The changes display in theAttachments table.

Deleting an Attachment1. Select the parent Node and open the required Instance.






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2. Click theEdit icon, , next to theAttachment that you want to delete.




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3. Click Delete.


4. Click OK.

TheAdd/Edit Attachments window closes and the selectedAttachment is deleted from theAttachmentswindow.

4.8 DOCUMENT CATEGORIESCollaboration Attachments are assigned to aDocument Category. This enables theAttachments to begrouped for reporting, and filtering and searching.



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Document Categories are accessed from Admin > Collaboration > Document Categories.

To enableAttachments to be added toDocument Categories, Can you input Document Categories forAttachmentsmust be enabled inAdmin > Configure > Configure Application > Collaboration >Attachments.

You can alsomaintainDocument Categorieswithin aNode. This is set by theWhich node can be usedfor category 1, etc. properties inAdmin > Configure > Configure Application > Collaboration >Attachments. SeeConfiguring Attachments in the Connected Risk Configuration Guide for moredetails.

Adding a Document Category1. Go toAdmin > Collaboration > Document Category.

NOTE: This option will only be available if Admin > Configure > Configure Application >Collaboration > Attachments > Can you input Document Categories for Attachments is settoYes.SeeConfiguring Attachments in theConnected Risk Configuration Guide for more details.

TheEdit Document Categories page displays.

2. Click Add Document Category.



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TheDocument Category Detailswindow displays.

3. Complete the properties in theDocument Category Detailswindow, using the following table as aguide.


Type Name Enter a name for theDocument Category.

Alt Name If you want to change the name of theDocument Category, add theold name as theAlt Name to ensure that pre-existing references totheDocument Category name are retained.

Sort Sequence Enter a number to define the display order of Document Categoriesin theEdit Document Category page.

Parent Category If theDocument Category you are creating is to be aSub Category,from the dropdown list select the requiredParent Category.

URL Only If selected, only URLs can be entered. Documents, videos, etc.cannot be stored.

4. Click Save.

TheDocument Category Detailswindow closes and you are returned to theEdit DocumentCategories page. The new Document Category is added to theDocument Categories table.

Editing a Document Category1. Go toAdmin > Collaboration > Document Category.

TheDocument Category page displays.



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2. Click theEdit icon, , next to theDocument Category that you want to edit.


3. Edit theDocument Category as required.

4. Click Save.

TheDocument Category Detailswindow closes and the changes display on theDocumentCategories page.

Deleting a Document Category1. Go toAdmin > Collaboration > Document Category.

TheDocument Category page displays.



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2. Click theEdit icon, , next to theDocument Category that you want to delete.


3. Click Delete.


4. Click OK.

TheDocument Category Detailswindow closes and theDocument Category is deleted from theDocument Category page.



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Chapter 5 Collaboration SummaryTheCollaboration Summarymenu options has links to:

l My Collaboration

l Collaboration Raised by Me

To access the Collaboration Summary, go toCollaboration > Collaboration Summary.

5.1 MY COLLABORATIONTheMy Collaboration page has a table of Actions andComments divided into:

l New Collaborations Since last log in

l Unread Collaboration Items

l Critical/ Flagged Collaborations

l No. Of Collaboration Items

Beneath the table there are graphs of Action andComments by status and type.


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5.2 COLLABORATION RAISED BY METheCollaboration Raised by Me page has a list of Actions, Attachments and comments that you havecontributed to the portal.

TheActions andComments graphs (if available) show the statuses and types of each.

Chapter 5 Collaboration Summary


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Chapter 6 Workflow Actions SummaryTheWorkflow Actions Summary is available from Admin > Workflow > Workflow Actions Summary.

TheWorkflow Actions Summary is available across all workflows and provides a detailed list of all openactions against an instance within the specific workflow. From within theWorkflow Actions Summarytable, you can edit the workflow template, the step, the phase, the action set, and the action template itself byclicking the hotlinks.

You can filter theWorkflow Actions Summary using the following criteria:

l The display name of anAction.

l The display name of aStep.

l The display name of aPhase.

l The display name of aWorkflow Template.

l TheHTML Name of an action.

l Whether an action is defined as Critical or not.

You can export theSummary toExcel by clicking theExport to Excel icon, .


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Chapter 7 Action RoadMapDetailTheAction Road Map Detail shows a roadmap of theActions for an Instance.

To access the Action Road Map Detail, open an Instance, then go toOptions > Collaboration > ActionRoad Map Detail.


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Chapter 8 Collaboration Hierarchy ViewCollaboration Hierarchy Views enable you to view the different levels of a collaboration taxonomy betweena series of nodes.

The number in brackets denotes the number of collaboration items available for each instance, with a hotlinkto view them.

In order to set up aCollaboration Hierarchy View, the relevant instances must be linked together, e.g. Level1 instances to Level 2 instances, Level 2 instances to Level 3 instances etc. These links create therelationships between instances and establish the source for flows of Accountability, Consolidation andSecurity.

Collaboration Hierarchy Views are available under theOptionsmenu for the nodeSummary page.


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NOTE: TheCollaboration Hierarchy View option only displays in theOptionsmenu if Show[Collaboration Item] Collaboration Hierarchy View Option is set to Yes inAdmin > Configure> Configure Application > GUI > Summary Pages. SeeConfiguring Summary Pages in theConnected Risk Configuration Guide for more details.

Creating a Collaboration Hierarchy View1. Open theSummary page of theNode you want to create the hierarchy for.

2. Go toOptions > Collaboration Hierarchy View > [Collaboration Item].

Chapter 8 Collaboration Hierarchy View


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TheCreate a Hierarchy View page displays.

3. Using the dropdown lists, select the requiredNodes for theCollaboration Hierarchy View.

3. Click Create Report.



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TheCollaboration Hierarchy View displays.

4. To view theCollaboration Items, click theNumber of Collaboration Items links.

TheCollaboration Items page displays.
