Creating a New Management Record

Before you begin to define the management hierarchy of your organization, see Setting up a Management Structure.

Start by creating the management record or records at the highest level. An organization with a single management structure may only have one management record at this level, with all other records "nesting" below it. However, an organization that provides auditing services for multiple organizations may have many management records at this top level.

Before you create any management records, be sure to define labels for the various types of management.

Note that there is more than one way to add a management record.

• You can add the new record directly to the parent management record. In this case, the "child" management record is already placed in the proper position in the hierarchy. This is the recommended way to add management records.

  -- OR --

• You can create a new management record directly to the MANAGEMENT page, and then place the new record into its proper position in the management hierarchy after you've created it. Note that if you create a new record in this manner, you will be assigning direct access to the new record, so you'll need to remember to also remove the direct access.

ADDING A NEW RECORD DIRECTLY TO THE PARENT MANAGEMENT RECORD

1. On the Management page, click the TREE VIEW button so that you can easily "see" the management hierarchy. Note that no NEW button exists in tree view.
   
   
2. Navigate to the parent management record, then click on it to open the parent record's profile page.
3. Click on the MANAGEMENT tab. This tab displays a list of all records below this one in the management hierarchy.
4. Click the NEW button.
   
   
5. Select the type of management record you are creating, then click the NEXT button.
   
   
6. A default MANAGEMENT ID is assigned, but you may change the ID. The MANAGEMENT ID must be unique.
7. Enter a name for this management record (required).
8. Enter the additional information in the fields provided. An asterisk (*) beside a field indicates that it is a required field.

   If the country you require does not appear, go to the System > System Setup > Droplist Configuration, locate the COUNTRY droplist, and add the required country. Then return to this page and select the appropriate entry from the list. (NOTE: Click SAVE to save your work here before going to Droplist Configuration.)

9. If the ALLOWED EMAIL DOMAINS field is left blank, automated feedback will be sent to locations and users associated with this management record, as expected, based on the feedback rules. However, you can restrict automated feedback to only the domains listed here. Before automated feedback is sent to locations or users associated with this management record, this field is checked, and feedback will only be sent to domains listed here. No automated feedback will be sent to locations or users at other domains, even if all feedback rules are met, and an entry will appear in the feedback log to indicate that this domain has been excluded.
   
   

   Separate multiple domain names with a semicolon. The number of domains that you may enter depends on the length of the domain names. You may enter up to 4000 characters in this field.

10. The Logo drop-down list contains all logos that have been added through the Logo Setup option in the Setup menu. (See Logos for instructions on adding a new logo.) When users assigned to this management record sign on, the logo specified here displays in the upper left corner of the header pane. The NONE option displays the logo specified as the Default logo. If no default logo has been specified, then the RizePoint logo appears in the header.
    
    
    
    If you would like a management logo selected by default when you create a new management record, contact your RizePoint representative.
    
11. Click the SAVE button.
    

ADDING A NEW RECORD DIRECTLY TO THE MANAGEMENT LIST

1. Click MANAGEMENT on the menu bar to open the Management window.
2. Click the NEW button at the top of the Management list.
   
   
3. Select the type of management record you are creating, then click the NEXT button.
   
   
4. Continue to fill out the required data, as described above.
5. Click the SAVE button.

Once you have created a new record in this manner, you'll need to:

• Set the new record's position in the management hierarchy
• Remove direct access from the record

SETTING THE POSITION IN THE MANAGEMENT HIERARCHY (Specifying a Parent Management Record)

A management record may have several other management records, or child management records, below it. It is important that the top management record, or parent management record, have access to the records below it in the management hierarchy. When you create a new management record, if it belongs to another management record (if it is a "child" of another record -- perhaps also referred to as a division or an agent of the parent record), you MUST specify who the parent record is. If you fail to do so, the parent management record will NOT have access to management records below it.

1. Select MANAGEMENT from the menu bar.
2. Click on the management record that you want to position in the management hierarchy.
   
   
   
   Its profile page opens.
3. Click the POSITION button.
   
   
4. Check the box beside the management record in which this management record belongs.
   
   
5. Click the ADD button.
   
   

   The record is placed in the management hierarchy under the record you selected. The management record you selected becomes the "parent" of the current management record.
   
   

If you now go to the MANAGEMENT tab of the parent record, you will see the management record listed there.

To remove the record from the hierarchy:

1. Click on the management record.
   
   
2. Click the POSITION button.
   
   
3. Click the CLEAR PARENT button.
   
   

The relationship with the parent record is removed, and the record is now placed at the top level of the management hierarchy.

REMOVING DIRECT ACCESS TO A MANAGEMENT RECORD

If you added a new management record directly from the Management list, you'll have direct access to that record. It becomes obvious that direct access exists if you view the Management list in Tree View. All records to which you have direct access appear at the top level of the hierarchy.

1. Go to System > Manage People > Users.
2. Locate your user name to open your User Profile page.
3. Click the Management tab. A list of management records to which you have access is displayed. Locate and select the record you just added. If you have already correctly positioned it in the hierarchy, then it will appear with both DIRECT and MANAGEMENT RECORDS in the second column of the table.
   
   
4. Select the record.
5. Click the DELETE button.
   
   

This does not delete the record from the system; it merely removes direct access to the record.

Now if you return to the Management list and click the TREE VIEW button, you'll see that the record is removed from the top level, indicating that direct access to the record no longer exists.

CREATING A LOCATION RECORD FROM A MANAGEMENT RECORD

Notice the CREATE/COPY LOCATION button. Clicking this button allows you to create a location from this management record, with a direct relationship. For example, it may become necessary to audit a management record. Since auditing a management record is not supported, a location record would first need to be created for the management record. This feature allows you to quickly and easily create a location record from the management record, thus eliminating the need to enter duplicate data.

Once a location record is created from a management record, then an UPDATE LOCATION button becomes available. When you edit the management record, clicking this button also updates the Location record.

The CREATE/COPY LOCATION and the UPDATE LOCATION buttons are never both available at the same time.  The CREATE/COPY LOCATION button is only available if no identical location record has been created. If the location record has already been created, then only the UPDATE LOCATION button is available.

COMPLETING THE MANAGEMENT PROFILE

Once the management record has been created, associations to forms, locations, users, and roles still need to be defined. However, associations can be made in more than one manner. No single method is correct or incorrect; you may use the method that works best for you.

• You can directly associate a location, user, role, or audit form with the management record.

  -- OR --

• You can associate the management record with the form, location, user, or role.

In other words, when you create a location, for example, you can associate the location with a management level at that time, instead of giving the location direct access here.

Users, locations, and audit forms must already exist in the system before you can make any associations. If they have not yet been created, you may want to define the associations on the other end at the time you create these items.

If you want to create the associations with the management record directly, you may do so on the tabs provided on the left side of the screen. See Management Profile for information on each of these tabs.