Contacts
What are Contacts?
Any individual, who is required to view or edit information within Abriska, must be set up as a contact and assigned a role. Contacts can also be used to allocate ownership of various items within the application (see 'Contact Responsibilities', below).To view the list of current contacts, click on ‘Contacts’ from the organisation setup page.
Teams
Abriska also allows an organisation to distribute responsibilities to a ‘Team’. A ‘Team’ is essentially a group of Abriska contacts which allows for ownership to be added, amended or deleted by any user within the team of which an item is allocated. Teams can be allocated ownership of any item that can be allocated to a single contact.Teams are displayed on the same page as contacts, but are viewed by selecting the 'Teams' tab.
Creating a New Contact
To add a new contact, click ‘Create a New Contact’ from Organisation Setup > Contacts. The contact must be assigned to a division. A contact can only be assigned a username after they have been created, by editing the contact.To amend the details of an existing contact, click on the ‘edit’ link associated with that individual contact. This will display the contact edit form.
Assigning Log on Rights
The following descriptions refer to the sidebar of the contact edit form.Assigning an Username
To limit access to Abriska, each user requires a unique username and password combination. The user cannot modify their username, but can modify their password at any time. When setting up a new contact, they must first be allocated a unique username. To assign a username, click ‘Edit Username’. The username can be emailed to the user only if a valid email address has been supplied for them during setup.After a username has been configured, it will either be accepted and the application will return to the contact screen or it will return a warning message to the username form.
A password or Abriska role cannot be assigned until a unique username has been created for a contact.
Assigning a Password
To enable a user to access Abriska, a password must be assigned. This is initially set by the administrator and can then be changed by the user. To assign a password, click ‘Edit Password’. The password form will then be displayed. When a user first logs onto the system, they will be prompted to change their password from the initial one configured.Assigning an Abriska Role
Users within Abriska can be allocated different permissions via their role. A description of each role can be found here.When a new user is created, the default role will be ‘Basic User’. Should this need to be modified, click ‘Assign Abriska Role’. To amend a role, select the relevant role from the displayed form and press ‘Submit’ to save.
The current roles exist within Abriska:
- Basic User - This allows users to logon to Abriska and complete specific elements that have been allocated to them i.e. undertake control assessments, risk assessment that has been assigned to them or a BIA activity that has been assigned to them. The user does not have the ability to modify the base setup of Abriska.
- Reports User - This allows the user the same level as a basic user but can also view the reports that have already been run
- Division Admin - Can view, create, modify and archive everything within a division and sub division. The can't modify any of the configuration within the organisation.
- Org. Admin - This allows the user full access to modify the base setup of the organisation and also full access to the reporting available.
- Parent Org. Admin - If multiple organisations have been created, this permission level allows the user full Org. Admin access over this organisation and any sub organisation.
Creating a New Team
To add a new team, click ‘Create a New Team’ from Organisation Setup > Contacts, give the team a name and choose which division it should be a part of. To amend the details of an existing team, click on the ‘Teams’ tab and then click on the 'edit' link that is associated with that team.To assign a contact to a team, click the 'edit' link for to the contact that is to be assigned. From the contact setup form, select 'Assign to Team' from the sidebar. This option is only available for existing contacts when the organisation has at least one team set up.
Deleting a Contact or Team
Contacts cannot be fully deleted; they are only hidden from view. The reason for this is that removing the contact fully would corrupt the application. Deleted contacts will, however, not be displayed in other parts of the application and cannot log in to Abriska.To remove a contact or team, navigate to the corresponding 'contact edit form' or 'team edit form'. From here, select 'Delete Contact' or 'Delete Team', as applicable. Please note that contacts cannot be restored from within the application after they have been deleted. If a contact is deleted accidentally, then please contact support.
End Dated Contacts
Deleted contacts are archived and can be viewed by clicking 'View End Dated Contacts' from Org Setup > Contacts. If an ended contact still has active responsibilities then these can be reassigned to another contact by clicking 'Manage Responsibilities'.Contact Responsibilities
Contacts can be assigned the following items. Please refer to any relevant pages below for more information on allocating responsibilities.A contact's assigned responsibilities can be viewed from the contact edit form.
Archiving/Deactivating contacts
Contacts can be archived if they are no longer needed or in the event an admin user leaves the business. This can be achieved by the following:Organisation > Organisation set up > Contacts > Edit > Archive Contact
Return to Organisation Setup