Content Customisation - Supporting Documents

Platform: Risk Assessment Platform

Applies to: Super Admin and Company Admin Users

The term supporting documents is used to describe the documents that support a risk assessment process and may be requested to evidence decision-making.

The purpose of this feature is to create templates to define a list of supporting documents that may be required to be provided to support the risk assessment process, which may vary depending on the nature of the organisation, the type of assessment being conducted and the scope of the engagement.

View Supporting Document Templates

To view all supporting document templates:

1. Open the App Setup menu
2. Select Supporting Document Template

Templates can be created, saved and linked to an assessment unit.

The main components on the header of this page are:

• Global - lists out-of-the-box/purchased supporting document templates
• Company - lists supporting document templates created by a company
• Search - enter search text
• New Document Template - create a new supporting document template

The main components in the table are:

• Template Name – unique name of the template
• Domain – domain the template relates to
• Status - In Progress, Published, Archived
• Start Date - date created
• Publish Date - date published
• Actions - open the Actions menu to:
• Super Admin can view, edit, export or archive a Published Global template and resume, delete or export an in-progress template but can only view or export Company templates.
• Company Admin can view, edit, export or archive a Published Company template and resume, delete or export an in-progress template but can only view or export Global templates.

Use the search and filter options on the table to filter your results.

Create a New Supporting Document Template

To create a new supporting document template, press the New Document Template button. A popup window appears.

Complete the details:

1. Select a domain.
2. Enter a unique name for the new document template.
3. In the Start From dropdown, select:
   • New to start with a blank template; or
   • Import to import the document list from a CSV file (see Create a Document Template from CSV); or
   • An existing document template to copy from. Only templates from the same domain are listed. Use the Show Archived checkbox to include archived templates.

Press Create.

The new template is created and appears in the Supporting Document Template table.

Use the arrow button () to open the template and edit it.

Users can:

• Edit the name of the document template using the Pencil icon at the top right of the page
• Add or delete new document items. Up to 3 tiers are supported.
• Reorder document items using the Click to Reorder button.
• Save an in-progress document template 
• Publish the document template

After saving a new document template, users can view, edit, and export the document template. Once published, the template can be archived to make it unavailable for further use. 

Go to Conducting a Risk Assessment - Supporting Documents to see how the supporting document template applies to the risk assessment.

Create a Document Template from CSV

The purpose of this feature is to allow Super Admin and Company Admin users to create a supporting document template by importing from a CSV file.

A sample of the file structure for the CSV file can be downloaded using the "Download Supporting Document Import File Format" button at the upper right of the page.

Import errors/warnings are displayed to assist with correcting the data and performing a successful import. Virus scanning is performed on import to prevent virus-infected files from being uploaded.

Configure the CSV Import File

For a successful import, the CSV import file must be configured correctly.

1. Use the "Download Supporting Document Import File Format" button to download a blank CSV import file.
2. The file contains three columns:
   1. Tier1 - Type the name of the category, for example, "Company Information"
   2. Tier2 - Type a sub-category (optional) or the document type, for example, "Annual Revenue"
   3. Tier3 - This column is optional and can be left blank if your document type is in Tier 2. Instead, if Tier2 is a sub-category, enter the document type, e.g. "Annual Revenue"
3. It is important not to change the file in these ways:
   1. 1. Do not add, edit or re-order the columns.
      2. Do not change the column headings.
      3. Do not change the file type. Doing so will cause the import to fail.
4. Save the file.

The CSV file is now ready to be used when creating a new Supporting Document Template.

Import the CSV File

1. Follow the steps above to create a new Supporting Document Template
2. In the Start From field, select "Import"
3. Select the CSV import file