- Enterprise Accounts

Enterprise Accounts

Introduction

Though an iPassport account has the ability to hold large amounts of data, records, documents and users, large organisations can benefit from a top layer classification of their data. By subscribing to an Enterprise account, they can be divide the account into Facilities. Facilities can reflect separate branches of an organisation and allow for better segregation of information and independent administration. At the same time, all facilities are under one account to benefit from iPassport’s controlled sharing of information and quality management.

As an example, each facility can have an independent set of categories for their controlled documents, its own set of OUs, User Groups, settings and in general, behave as an independent account. However, when required, documents from that facility can be shared with other facilities and users that need to be involved in more than one facility can be granted membership to user groups from different facilities.

There are both, global System Preferences, that govern the whole account and Facility Preferences, for more localised settings, such as the facility’s timezone.

Permissions

Enterprise accounts introduce the status, Facility Admin. This status is similar to the status, Site Admin which grants access to all areas and functions of the account but in this case, the scope of Facility Admins is restricted to their facility.
This status is independent from any permissions gained through membership to user groups. The same as with Site Admins, the first Facility Admin has to be appointed from above - either by a Site Admin or by the Genial support team (support@genialcompliance.com). Facility Admins can then add other Facility Admins in their own and in other facilities.

To appoint a new Facility Admin:

  1. Go to Administration > Site Admins and select the Facility Admins tab
  2. Click the row of the Facility for the new administrator
  3. In the lightbox that opens, click in the field, Select a user
  4. Start typing the name of the new Facility Admin until it appears in the dropdown menu below
  5. Click the name in the dropdown menu so that it appears in full in the field
  6. Click the Add Admin button

Facility Admins can be removed by clicking the trash/bin icon under Actions. There is a Change Log in this pop-up window to inspect the history of the facility’s administrators.

Settings

Settings are divided into three tiers:

  • System Preferences - that are global and govern the whole account,
  • Facility Preferences - that govern an entire facility and
  • Organisational Unit Preferences that govern departments (OUs) within a facility

Users must have appropriate permissions to access the different settings sections. To access the Administration > Settings menu, the permission, “Desktop:Show Settings Menu Item” is required. System Preferences and Facility Preferences can be accessed in each facility where the user has the permission, “Manage Settings”. Organisational Unit Preferences require the permission, “Organizational Units:Manage Settings” in each OU where they want to be viewed and adjusted.
Site Admins and Facility Admins can access all settings.
For information about System Preferences and Organisational Unit Preferences, please refer to the user guide, System Settings Management.

General Facility preferences

The Default Time Zone and User Session Timeout settings can be adjusted at facility level in this area. They will override the global settings which appear under Administration > Settings > System Preferences > Miscellaneous Settings.
The ‘Default Time Zone’ setting provides a comprehensive dropdown list of standard time zones. The zone selected will be used to calculate the local time of every transaction logged by the system.
The ‘User Session Timeout’ setting defines the period of inactivity (in minutes) that a user has before the system logs them off automatically.

Facility Licences

This page provides a summary of the number of licences currently assigned to the facility. This is a read-only page and additional editor and viewer licences can be ordered from the Genial Compliance sales team, if required (please contact, info@genialcompliance.com). The number of licences refers to the number of users that can be concurrently logged into the system; an account can have many more users than licences. Viewer licences can be useful as a lower cost option to provide access to basic users. Also, when all the editor licences are in use, the viewer licences are automatically made available to at least provide reading access to additional editors who log in.

The licences of a facility are only available to users of that facility. In addition, there are account licences that can be used by any facility when they are available. To find out how many are available, please navigate to the System Preferences > iPassport Licences tab. A facility may not have any licences and rely on the Account Licences available.

Searching and Creating Records

Enterprise accounts have an extra filter in their record search pages and an additional field in record creation pages. These allow selecting the facility where the search wants to focus or the new record wants to be placed. Users will only see the facilities where they have been granted access and furthermore, only the OUs within those facilities that they have been given permission to access.

Facility wide features

Features that are account wide in regular iPassport accounts become facility wide in enterprise accounts. When records are created in the areas listed below, they become accessible across the whole facility unless, where applicable, they are purposely restricted to specific OUs.

  • Checklists - are not restricted to any OUs within a facility
  • Skilled Groups - allow adding users (according to their Home OU) and documents from any OU the creator can access
  • Competency Test/Assessment Templates - can be restricted to specific OUs within a facility, becoming accessible only to those who have permissions within that OU
  • Competency Tests/Assessments - access restricted by facility and by the candidates’ Home OU and also governed by the OU Scope of the corresponding template
  • Training Courses - are not restricted to any OUs within a facility
  • Meetings - are not restricted to any OUs within a facility
  • Distribution Lists -
  • Users & Staff Members - access is controlled by Home OU
  • User Groups - are intended to be contained within a facility but can span facilities when required (e.g. a travelling QM auditor within the organisation)
  • Organisational Units - every OU resides in one facility only