viewpoint uer guide

8/12/2019 Viewpoint Uer Guide

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INTUITIVE DOCUMENT MANAGEMENTINTUITIVE DOCUMENT MANAGEMENT

USER GUIDE


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ONTENTSINTRODU TION.......................................................................................................... 3Help................................................................................................................................3

Feedback ...................................................................................................................3

Logging out....................................................................................................................3

The d!ini"t#ato# .........................................................................................................$

ESS TO %IE&'OINT............................................................................................. $DO U(ENT (N)E(ENT..................................................................................... ..$DDIN) RE ORDS TO THE S*STE(.......................................................................... +Field T,pe".....................................................................................................................+

ttach!ent"..................................................................................................................-

E!ail/..........................................................................................................................-

EDITIN) RE ORDS ................................................................................................... -%IE&IN) RE ORDS.................................................................................................... -Hiding 0ield"...................................................................................................................1

Setting the nu!be# o0 docu!ent" di"pla,ed..............................................................1

'#inting docu!ent table".............................................................................................1

So#ting docu!ent"........................................................................................................1

%ie2ing ttach!ent"....................................................................................................1

SER HIN) FILTERIN) DO U(ENTS...................................................................4The Filte#"......................................................................................................................4

Sea#ch Re"ult"..............................................................................................................4

FORU(....................................................................................................................... 5dding !e""age"..........................................................................................................5

(e""age t,pe"..............................................................................................................5

%ie2ing *ou# (e""age"..............................................................................................67

Dealing 2ith ction #e8ue"t".....................................................................................67RIS9 RE)ISTER....................................................................................................... 67dding Ri"k" to the Regi"te#......................................................................................66

Editing Ri"k"................................................................................................................66

Ri"k Su!!a#,.............................................................................................................66

Docu!ent Sto#age......................................................................................................6:

#chi;e".......................................................................................................................6:

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INTRODU TIONNTRODU TION%ie2'oint< i" a 2ebba"ed docu!ent !anage!ent ","te! de"igned to a""i"t in

the o#gani"ation o0 co##e"pondence and othe# docu!entation= and to pe#!it the

p#o!pt "ea#ch= #et#ie;al and a##ange!ent o0 data 0o# ;a#iou" application".

%ie2'oint p#o;ide" a plat0o#! 0o# the collation and di""e!ination o0 in0o#!ation=

the e>change o0 #elated co!!ent and the i!ple!entation and p#og#e"" t#acking

o0 #e8ui#ed action".

The ","te! al"o inco#po#ate" a Ri"k Regi"te# !odule= 0acilitating the de;elop!ent

and !aintenance o0 co!p#ehen"i;e #i"k #egi"te#" to "uit al!o"t an, bu"ine""

application.

Thi" guide e>plain" the 0eatu#e" and ope#ation o0 %ie2'oint and 2ill 0acilitate it"

e00ecti;e ope#ation. The ","te! i" intuiti;e and 2hile= natu#all,= it i" nece""a#,

that the u"e# ha" "o!e 0a!ilia#it, 2ith the ope#ation o0 co!pute#"= it doe" not

i!po"e an, e>ten"i;e de!and o# #e8ui#e e"pecial e>pe#ti"e in thi" a#ea. In the

e;ent o0 an, 8ue#, ho2e;e#= plea"e contact ,ou# ","te! d!ini"t#ato#.

Helpn online ;e#"ion o0 thi" U"e# )uide can be acce""ed ;ia the Help link in the

"c#een banne#. Should an, 0u#the# a""i"tance in ","te! ope#ation be #e8ui#ed

plea"e contact ,ou# ","te! d!ini"t#ato# o# e!ail ou# helpde"k at

help?Ha!bleton%ie2'oint.co!.

Feedback*ou# co!!ent" #ega#ding the ope#ation and 0unctionalit, o0 %ie2'oint= and

"ugge"tion" a" to ho2 the ","te! !ight be de;eloped= a#e ;aluable to u". In thi"#ega#d= plea"e "end ,ou# 0eedback to in0o?Ha!bleton%ie2'oint.co!.

Logging outOn co!pleting a "e""ion on the ","te!= it i" i!po#tant that all u"e#" e>it ;ia the

Logout link in the "c#een banne# and= 0o# added "ecu#it,= that the, clo"e the

b#o2"e# 2indo2.

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mailto:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]


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The d!ini"t#ato#The ","te! d!ini"t#ato# i" #e"pon"ible 0o# o;e#"eeing ","te! ope#ation and

"ecu#it,= and 0o# the allocation o0 u"e#na!e" and pa""2o#d". " a "a0egua#d=

ce#tain ","te! action" @"uch a" deletion o0 #eco#d"A a#e open onl, to the

d!ini"t#ato#.

ESS TO %IE&'OINT ESS TO %IE&'OINTSi!pl, ente# the %ie2'oint 2eb add#e"" 0o# ,ou# o#gani"ation into the add#e"" ba#

o0 ,ou# Inte#net b#o2"e# and p#e"" BEnte# to acce"" the '#oect 'o#t0olio"c#een.Select ,ou# p#oect 0#o! the a;ailable icon" and ente# ,ou# uni8ue u"e#na!e andpa""2o#d @p#o;ided b, the ","te! d!ini"t#ato#A 2hen p#o!pted then p#e"" BO9

to open the '#oect 'o#tal"c#een.Click eithe# the Docu!ent (anage!ent o# Ri"k Regi"te# link on the che""piece

icon to acce"" ,ou# cho"en !odule6.

DO U(ENT (N)E(ENTO U(ENT (N)E(ENTThe Docu!ent Su!!a#,"c#een 0eatu#e" @at it" cent#eA a li"t o0 docu!ent t,pe"#eco#ded on the ","te!= togethe# 2ith the nu!be#" the#eo0 thi" p#o;iding a

B"naphot "u!!a#, o0 ","te! content. Related #eco#d" can be ;ie2ed b, clicking

on an, li"ted docu!ent t,pe.

The (enuon the le0thand "ide o0 the "c#een inco#po#ate" a "e#ie" o0 link" to the;a#iou" 0eatu#e" o0 the ","te!= na!el,

In"e#t Docu!ent:

Docu!ent"

Sea#ch Filte#

(, (e""age"

6Note that Bg#e,ed !odule" ha;e not been acti;ated 0o# ,ou# ","te! plea"e contact ,ou#

d!ini"t#ato# 0o# 0u#the# detail". Thi" guide deal" 0i#"t 2ith ope#ation o0 the Docu!ent(anage!ent!odule the Ri"k Regi"te#!odule i" di"cu""ed 0#o! page 66.:Note that thi" link i" a;ailable @and ;i"ibleA onl, to U"e#" 0o# 2ho! the 0acilit, to add ne2

docu!ent" to the ","te! ha" been acti;ated b, the d!ini"t#ato#.

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DDIN) RE ORDS TO THE S*STE(DDIN) RE ORDS TO THE S*STE(The In"e#t Docu!ent link @0o# tho"e U"e#" 2ith acce"" to thi" 0acilit,A open" a ne2

"c#een ;ia 2hich #eco#d" a#e added to the ","te!. Thi" "c#een di"pla," the

;a#iou" 0ield" to be populated= and once thi" ope#ation i" co!plete the #eco#d i"

added b, clicking the BIn"e#t thi" #eco#d button.

Field T,pe"%ie2'oint u"e" a nu!be# o0 di00e#ent 0ieldt,pe" to captu#e #ele;ant data= and the

0o#! in 2hich 0ield" a#e to be co!pleted 2hen adding docu!ent" to the ","te!

;a#ie" bet2een the"e 0ieldt,pe" @2hich a#e gene#all, "et b, the d!ini"t#ato# to

"uit the pa#ticula# natu#e o0 in0o#!ation to be captu#edA the "alient p#ope#tie" o0each being

The Date Field@in dd!!,,0o#!atA auto!aticall, de0ault" to toda," date=but can be !anuall, o;e#2#itten a" #e8ui#edG

Si!ple Te>t Field"accept up to :++ B0#ee0lo2 te>t cha#acte#" and a#e app#op#iate

2he#e "i!pli0ied data ent#, i" adoptedG

Te>t #ea" acceptunli!ited te>tG

Select o>e" p#o;ide acce"" to a Bd#opdo2n li"t o0 option" de"igned to "peedupdata ent#, and to a;oid an, inad;e#tent

!i""pelling= abb#e;iation o# the like that

!a, late# inhibit data #et#ie;al.

The ;a#iou" option" in a "elect bo> a#e "et and !odi0ied a" #e8ui#ed b, the

d!ini"t#ato#. (ultiple ent#ie" can be "elected b, holding do2n the

ke,boa#d Ctrlbutton and clicking the #ele;ant option".

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ttach!ent"&hen uploading an attach!ent= locate the 0ile on ,ou# co!pute# ;ia the B#o2"e

button and add a "ho#t de"c#iption in the bo> p#o;ided to help identi0, it. Once

the 0i#"t attach!ent to an, #eco#d ha" been uploaded= 0u#the# attach!ent" can be

input ;ia the Bedit icon in the Option" colu!n o0 the Docu!ent" "c#een @"eeBEditing Reco#d" belo2A. n, nu!be# o0 attach!ent" @in an, elect#onic 0o#!atA

can be uploaded to the ","te!.

E!ail/Each %ie2'oint ","te! ha" it" o2n uni8ue e!ail add#e""= 2hich i" a;ailable 0#o!

,ou# d!ini"t#ato#. E!ail" copied to thi" add#e"" 2ill be auto!aticall, logged on

the ","te!3togethe# 2ith an, attach!ent" the#eto.

EDITIN) RE ORDSDITIN) RE ORDS $Clicking the Bedit icon in the Option" colu!n o0 the Docu!ent" "c#een @"eeB%ie2ing Reco#d" belo2A open" a !i##o#J ;e#"ion o0 theIn"e#t Docu!ent"c#een=2he#eb, cu##ent in0o#!ation #elating to a pa#ticula# docu!ent can be added

ando# a!ended. Change" !ade a#e accepted b, clicking the BSa;e Change"

button.

%IE&IN) RE ORDSIE&IN) RE ORDSThe Docu!ent" link on the Docu!ent Su!!a#, "c#een (enu acce""e" a ne2"c#een= 2hich di"pla," the #eco#d" on the ","te! in tabula# 0o#!. " 2ell a"

highlighting docu!ent" that ha;e not been opened @b, di"pla,ing the! in bold

t,peA= %ie2'oint include" a nu!be# o0 0unction" allo2ing U"e#" to adu"t the

0o#!at in 2hich in0o#!ation i" ;ie2edG the"e 0unction" a#e #e;ie2ed belo2.

3Due to the ;a#iabilit, o0 inte#0ace" 2ith a;ailable e!ail application"= it !a, be nece""a#, to edit

e!ail #eco#d" in o#de# to co!plete data in ce#tain 0ield".

$To p#e"e#;e ade8uate ","te! cont#ol= the edit 0unction i" onl, a;ailable to U"e#" 0o# 2ho! thi"

pa#ticula# 0acilit, ha" been acti;ated b, the d!ini"t#ato#.

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Hiding 0ield"Colu!n" @di"pla,ing 0ield dataA can be hidden b, clicking the hide link" at the

head o0 each colu!nG an, nu!be# o0 colu!n" can be hidden at one ti!e. Hidden

colu!n" a#e di"pla,ed b, "electing the! 0#o! the Sho2 hidden colu!n Bd#opdo2n !enu at the top le0t o0 the "c#eenA and clicking Bgo.

Setting the nu!be# o0 docu!ent" di"pla,edThe nu!be# o0 docu!ent" di"pla,ed on each "c#een page i" "et ;ia the Di"pla, ...#eco#d" at one ti!eBd#opdo2n !enu @at the top #ight o0 the "c#eenA and clickingBgo.

'#inting docu!ent table"Clicking the '#intF#iendl, %e#"ionlink at the top #ight o0 the "c#een b#ing" up aBba"ic ;ie2 o0 the cu##ent di"pla, that i" "uitable 0o# p#inting. Reco!!ended

0o#!at" 0o# p#inting a#e $land"cape o# 3po#t#ait.

So#ting docu!ent"Docu!ent" can be "o#ted in a"cending o# de"cending o#de# b, clicking on an, o0

the unde#lined colu!n na!e heading".

The colu!n b, 2hich docu!ent" a#e cu##entl, "o#ted @and 2hethe#

thi" i" in a"cending o# de"cending o#de#A i" indicated b, a #ed a##o2

ne>t to the #ele;ant colu!n heading.

%ie2ing ttach!ent"Docu!ent attach!ent" a#e ;ie2ed b, clicking the icon" on the Docu!ent""c#een @the nu!be# in pa#enthe"e" indicate" the nu!be# o0 #elated attach!ent"A.

The docu!ent it"el0 i" di"pla,ed on the #ighthand "ide o0 the "c#een= 2hil"t the

Bin0o#!ation panel+on the le0thand "ide p#o;ide" @iAdetail" o0 the docu!ent to2hich the attach!ent #elate"= and @iiAa table li"ting all attach!ent" a""ociated2ith thi" docu!ent the cu##entl, di"pla,ed attach!ent i" indicated @2ith an

a##o2A and othe#" can be acce""ed b, clicking on the #elated link".

ttach!ent" can be "c#olled th#ough b, 2a, o0 the icon"= 2hich ad;ance

o# #et#eat one attach!ent at a ti!e.

+The in0o#!ation panel can be hidden ;ia the Re!o;e thi" in0o#!ation panel link= 2hich open" up

!o#e "pace 0o# di"pla, o0 attach!ent".

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I0 ,ou e>pe#ience di00icultie" in ;ie2ing attach!ent"= the"e !o"t likel, #elate to

the "etting" in ,ou# 'C o# the pa#ticula# 2eb b#o2"e# that ,ou a#e u"ing. I0 ,ou a#e

unable to #e"ol;e the"e i""ue" plea"e contact ou# helpde"k @"ee BHelp abo;eAand 2e 2ill do all 2e can to a""i"t.

SER HIN) FILTERIN) DO U(ENTSER HIN) FILTERIN) DO U(ENTSThe Sea#ch Filte# link on the Docu!ent Su!!a#,"c#een (enuacce""e" a ne2"c#een 2he#eb, #eco#d" can be i"olated and di"pla,ed in acco#dance 2ith a

"peci0ied "et o0 pa#a!ete#". Si!pl, ente# the #e8ui"ite detail" o0 docu!ent" ,ou

2ould like to ;ie2 @the 0o#! i" al!o"t identical to that 0eatu#ed on the In"e#tDocu!ent"c#een "ee abo;eA and p#e"" the B'e#0o#! "ea#ch button at the 0ooto0 the "c#een.

The Filte#"The "ea#ch0ilte# 0unction i" ;e#, ;e#"atile= allo2ing data #et#ie;al pa#a!ete#" to

be "et b, an, nu!be# o0 0ield 0ilte#" in co!bination. Note that 0ield" le0t blank @o#

in the ca"e o0 Select o>e" 2he#e N* i" "electedA do not pla, a pa#t in"ea#ch0ilte# ope#ation". The ope#ation and 0unction o0 the ;a#iou" 0ield 0ilte#" a#e

de"c#ibed belo2

Date allo2" 0ilte#ing o0 docu!ent" b, adate #ange. The 0ilte# 2ill #etu#n docu!ent"

bet2een the t2o date" "peci0ied @inclu"i;eA.

Select o>e" 0ilte# docu!ent" containing the"peci0ied option@"A !ultiple option" being "elected

b, holding do2n the ke,boa#d Ctrlke,.

Si!ple Te>t Field"and Te>t #ea" 0ilte# docu!ent" containing the ente#edte>t.

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Sea#ch Re"ult"Reco#d" !atching ,ou# "ea#ch c#ite#ia a#e di"pla,ed in tabula# 0o#!

F#o! thi" "c#een ,ou can elect to clea# the "ea#ch #e"ult" and %ie2 ll Reco#d" o#

(odi0, Kthe eistin! Sea#ch ;ia the link" in blue te>t. %ie2'oint 2ill #etain ,ou#

"peci0ied "ea#ch c#ite#ia until ,ou !odi0, o# clea# the!= e;en i0 ,ou lea;e the

cu##ent page.

FORU(ORU((e""age" M in the 0o#! o0 eithe# a Noti0ication o# a #e8ue"t 0o# ction a#ecollected ;ia the B0o#u! 0eatu#e= 2hich p#o;ide" u"e#" 2ith a "ecu#e plat0o#! 0o#

the e>change o0 ;ie2" in #elation to pa#ticula# #eco#d". (e""age" pe#taining to

pa#ticula# #eco#d" a#e ;ie2ed and input b, clicking the app#op#iate icon in

the Fo#u!colu!n o0 the Docu!ent""c#een @the nu!be# in pa#enthe"e" indicate"the nu!be# o0 #elated !e""age" in the ","te!A.

dding !e""age"Ne2 !e""age" a#e gene#ated ;ia the dd Noti0icationction link @blue te>tA. T,pe

,ou# !e""age into the dialogue bo>= and check the app#op#iate bo>e" again"t the

li"t o0 ","te! U"e#" then click the BSend button to i""ue the !e""age -.

-Recipient" 2ill auto!aticall, #ecei;e an e!ail con0i#!ation 2hen a !e""age 0o# the! i" i""ued

on the %ie2'oint ","te!.

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(e""age t,pe"The 0ollo2ing li"t p#o;ide" e>planation" o0 the 0o#! and 0unction o0 the ;a#iou"

!e""age @and #elated po"tingA t,pe"

ction" can be #e8ue"ted o0 an, ","te! U"e# and 2ill #e!ain highlighted@colou#ed backg#oundA until !a#ked a" actioned @"ee BDealing 2ith ction

#e8ue"t" belo2A. The icon i" di"pla,ed to indicate that a !e""age ha"

not ,et been #ead b, the #ecipient.

Noti0ication" can be u"ed to in0o#! U"e#" o0 the i""ue o0 ction#e8ue"t" toothe#"= and al"o p#o;ide 0o# the e>change o0 co!!ent" ando# conce#n" in

#elation to pa#ticula# docu!ent".

Replie" B8uick #eplie" to !e""age" a#e gene#ated ;ia icon".

%ie2ing *ou# (e""age"*ou# !e""age" can be ;ie2ed ;ia the (, (e""age"link in the Docu!entSu!!a#,"c#een (enu. The d#opdo2n !enu at the top o0 the "c#een 0acilitate"the di"pla, o0 all !e""age"= o# 0ilte#ing b, !e""age" "ent o# #ecei;ed.

Detail" o0 the #eco#d to 2hich a !e""age #elate" can be acce""ed ;ia the icon.

Dealing 2ith ction #e8ue"t"ction #e8ue"t" a#e initiall, di"pla,ed @0o# both #ecipient and o#iginato#A a"Bun#ead @a" indicated b, the iconA and 2ill #e!ain "o until the (a#k a" Read

link i" clicked and the icon di"pla,ed.

&hen ,ou ha;e co!pleted a #e8ue"ted ction click the (a#k a" ctioned icon//@in the Fo#u!"c#eenA thi" 2ill update the !e""age "tatu".

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RIS9 RE)ISTERIS9 RE)ISTERThe Ri"k Regi"te# !odule i" acce""ed b, clicking the #elated link on the che""

piece icon @on the '#oect 'o#tal "c#eenA. The !odule co!p#i"e" a "e#ie" o0Btabbed Ri"k Regi"te#" @lette#ed = = C= D= etc.A= each #elating to a pa#ticula# #i"k

Catego#, @a" de0ined b, the d!ini"t#ato#A. Each #egi"te# 0eatu#e"

Uncont#olled Ri"k (at#i>

colou#coded Bheat !ap !at#i> depicting the #i"k e>po"u#e p#o0ile be0o#e

application o0 cont#ol !ea"u#e"G

(itigated Ri"k (at#i>

colou#coded Bheat !ap !at#i> depicting the #i"k e>po"u#e p#o0ile a0te# #e;ie2

and int#oduction o0 cont#ol !ea"u#e"G

%alue" Table

table depicting nu!e#ical ;alue" 0o# both Uncont#olled and (itigated Ri"k= and

cu##enc, ;alue" @in 777"A 0o# the co"t o0 (itigation (ea"u#e" and Contingenc,

Su! 0o# #e"idual #i"k.

Ri"k Regi"te#

Ri"k input data i" di"pla,ed he#e in tabula# 0o#!= 2ith pa#ticula# ele!ent" the#eo0

0eeding di#ectl, into the t2o #i"k !at#ice".

dding Ri"k" to the Regi"te#Ri"k" a#e added to the Regi"te# b, clicking the dd Ri"k link on the le0t "ide o0 the

"c#een thi" acce""e" a "econda#, "c#een di"pla,ing the ;a#iou" 0ield" to be

populated. Once the 0ield" a#e co!pleted the #i"k i" added b, clicking the Bdd To

Regi"te# button at the botto! o0 the "c#een.

Editing Ri"k"Ri"k" included in the Regi"te# can be edited ;ia the Bedit icon in the 0a# #ight

colu!n o0 the !ain #i"k table1. Clicking the Bedit icon open" a !i##o# ;e#"ion o0

the dd Ri"k "c#een= 2he#eb, in0o#!ation #elating to a pa#ticula# #i"k can beadded ando# a!ended. Change" !ade a#e accepted b, clicking the BUpdate

Ri"k button at the botto! o0 the "c#een.

1To p#e"e#;e ade8uate ","te! cont#ol= the edit 0unction i" onl, a;ailable to U"e#" 0o# 2ho! thi"

pa#ticula# 0acilit, ha" been acti;ated b, the d!ini"t#ato#



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Ri"k Su!!a#,The Ri"k Su!!a#,tab4p#o;ide" a B#ollup o0 the catego#i"ed Ri"k Regi"te#"= thu"p#o;iding a u"e0ul o;e#;ie2 o0 the p#oect #i"k po#t0olio. In0o#!ation can be

collated and di"pla,ed in th#ee di00e#ent 0o#!at" b, 2a, o0 the link" on the le0t

"ide o0 the "c#een

ll Ri"k" all #i"k" logged on the ","te!G

Red Ri"k" onl, tho"e #i"k" in the B#ed one @that i"= tho"e #egi"te#ing a"

potentiall, Bdi"a"t#ou" o# B"e;e#eAG and

Ri"k" bo;e Line onl, tho"e #i"k" abo;e the acceptabilit, Bth#e"hold o0 the

;a#iou" #i"k !at#ice".

Docu!ent Sto#ageThe #elated link in the Ri"k Regi"te# "c#een banne# open" a docu!ent "to#age

0acilit, 2he#e ke, #i"k#elated docu!ent" can be p#e"e#;ed 0o# 0utu#e #e0e#ence.

#chi;e"Ri"k Regi"te# data can= at an, point= be "a;ed in the #chi;e 0acilit,= acce""ed ;ia

the #elated link in the Ri"k Regi"te# "c#een banne#. The %ie2'oint ","te! al"o

inco#po#ate" an auto!atic a#chi;e 0unction= 2hich can be "et @b, the

d!ini"t#ato#A at #e8ui#ed ti!e inte#;al".

4Thi" i" a;ailable onl, to U"e#" 0o# 2ho! acce"" ha" been acti;ated b, the d!ini"t#ato#.


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