Every user, regardless of their permissions, has access to their personal records and history within the system by going to ‘My Profile’. In this area, users can also adjust their personal preferences to customise their iPassport experience.
This guide takes the user through their personal ‘User Details’ as found in the ‘My Profile’ area of iPassport.
To access ‘User Details’ simply go to: My Profile (found near the bottom of the Sidebar) > User Details (this is the default landing tab for this area).
Each change to a user details field (excluding ‘View My Staff Profile’) requires the user to ‘Save’ the change before it is applied.
There are six separate fields in User Details, these are:
All the fields in the ‘User Details’ tab (excluding View My Staff Profile) can be edited. To do this, simply click the pencil edit icon to the right of the field; this opens the edit facility. Once the change has been made click the ‘Save’ button. If the pencil edit icon was clicked by accident then simply click the ‘Cancel’ button.
The ‘Password Expiry’ information field is displayed in the ‘User Details’ tab only when passwords within iPassport are given an expiration period. Expanding the field will provide the user with the date when their password next expires.
Administration > Settings > System Management > User Logon Settings, explains how to set ‘Password Expires after (days)’ option.
The ‘View My Staff Profile’ allows the user to access their staff profile (located in Personnel Management). Simply click the link and it will navigate to the user’s staff profile. The purpose of this link is to facilitate access to the whole ‘Personnel Management’ area, which is often restricted. As such, this ensures that users can always access their staff record on iPassport.
Individuals should be able to find out what info is held about them and have any identifiable info removed from view if they so wish.
From this screen the user can select their privacy levels. There are four:
The Site Administrators and Key users in my OU option allows users to share their personal information only with those who have access to staff profiles in their Organisational Unit. Site Administrators have access to everything by definition.
These privacy settings automatically apply to the Contacts section, since the contact is created by the system when a new user is added.
Since 25th May 2018 when a user is added to iPassport their privacy level will be defaulted to the highest restriction of ‘Only you’. If the user was added before this date they will be guided on where and how to change their privacy setting. Please refer to the release notes v.3.3.5.
It is possible for a user to change their password in iPassport.
Navigate to My Profile > Change Password or PIN
Read the grey message before creating a new password as this displays the password requirements, these may include:
Admin can set the password requirements in Administration > Settings > System Management > User Logon Settings.
Enter a new password in the ‘Password’ field > confirm the password in the ‘Password Confirmation’ field. Then, click on the ‘Change Password’ button. A banner message will display, confirming the password has been changed.
The Personal Identification Number (PIN) in iPassport is used as part of a three-point authentication when authorising controlled documents. The use of the PIN is based on an OU preference; as such, some OUs may require its use while others do not. The preference that controls this is called “PIN and Signature required for authorising… (controlled document type)” and is found in: Administration > Settings > Organisational Units Preferences > Document Control.
The system will allow any four-digit combination to be set as the PIN.
Should the PIN be required for an OU where the user is authorising a controlled document, then it can be set from within iPassport via: My Profile > Change Password or Pin > enter a new PIN in the ‘Pin’ field > confirm the PIN in the ‘Pin Confirmation’ field > ‘Change Pin’.
This tab is only visible if Two Factor Authentication has been enabled in the account. Please refer to the section, ‘Two Factor Settings’ of the user guide, ‘System Preferences’ for details about how to configure this feature.
When two factor authentication is enabled, users have the choice of not doing anything and using the default method of obtaining a validation code through an email sent to them from ’[email protected]’. This email is issued immediately upon entering the username and password to log into iPassport, but it can take several minutes to arrive if the customer’s local network has very stringent email filters and security checks.
Once the email arrives, copy the code within it, paste it in the field provided in the iPassport page, and click the ‘Log in’ button next to it.
Clicking the ‘Resend Code’ button will send a fresh code to the same user’s email address.
Clicking the “Sign Out” button will cancel the operation and return the screen to the initial login page.
If receiving an email is not a practical option, an authenticator app can be set up to generate validation codes for 2-factor authentication.
To set up an authenticator app:
When next logging in and after entering a username and password, the system will request a code from the authenticator app. The app must be opened to copy the current validation code and enter it in the field provided. Authenticator apps generate new codes every 60 seconds or so.
It is still possible to request that a validation code be sent by email if ever required. Clicking the ‘Send Email Code Instead’ button will trigger the system to send a fresh validation code by email. The user will then have both options available - to use the authenticator app or the code delivered by email.
It is possible to disable the authenticator app login strategy and revert to only using emails by clicking the button, ‘Disable App Based 2FA’.
To access the Leave tab navigate to: My Profile > Leave.
iPassport displays any leave the user has presently booked and confirmed (Leave History), as well as leave booked but waiting on confirmation (Leave Pending).
The Leave tab is broken down into year filters; these are displayed across the top of the screen. The leave filter defaults to the current year, but to view the previous year or the next year simply click the year.
Underneath the year filters the ‘Leave for this period’ is displayed. The leave details are taken from the user’s personnel record (Personnel Management > Staff Profiles) where the total leave allowance is set and how this is to be calculated (in hours or days).
When booking leave in iPassport the user sends a request and waits for it to be confirmed or rejected. The leave area has preferences associated that keep the user up-to-date with progress see Absence Notification Settings.
To request leave, click the ‘Request Leave’ button in the lower right corner of the tab, this opens the Request Leave for…(name) area. Clicking this button hides the ‘Leave History’ and ‘Leave Pending’ area.
In requesting leave, the user needs to select the period of leave to be taken from the ‘Start’ field. The field is defaulted to use the whole day (All Day), and then select the start date for leave. Once this has been completed select the ‘End’ date for the leave, if booking one day then the end date would be the same as the start date.
iPassport will not detect shift patterns, so if booking leave that encompasses a weekend (e.g. Friday to Monday) the user would be booking two days off (the Friday and Monday) but iPassport would automatically take four days from the allowance. As such, the user would need to add “2” to the ‘Time to exclude from leave’ field. This would tell iPassport that two days should not be deducted from the allowance.
The ‘Total Leave Requested’ is automatically updated when the date range is set; this is updated whenever there is a change to the date range, or days to be excluded.
The ‘Leave Type’ field is required when requesting leave; this simply informs the approver in what capacity the leave is to be used for. iPassport permits each organisation to implement their own requirements for leave types (multiple leave types are not a requirement). This field can be used in conjunction with the ‘Do not take leave from entitlement’ box, which when checked, tells the approver of the leave that the user does not wish to have the period removed from their normal leave (or holiday) entitlement. The use of this field may be governed by the organisational leave policy, which may allow leave for training days or bereavement days to be taken without affecting the user’s leave. Selecting this field does not mean the leave has been automatically approved. It can still be rejected. If this were the case the user would still be able to re-submit their leave request and take days from their entitlement.
Adding a ‘Description’ is not required in the system, this simply provides the approver with additional details for the leave.
When the details have been completed, click the Save Leave Request button in the lower right corner, which will generate an email sent to the approver.
Once the leave request has been submitted, iPassport will display the user’s revised leave entitlement.
Requested leave that is awaiting approval will remain in the ‘Leave Pending’ area until it is approved or rejected. If rejected, the leave booked (in hours or days) is returned to the leave remaining balance.
To view the details of requested leave, click the magnifying glass in the ‘Actions’ column. It is important to remember that it is not possible to edit the leave request from here. If a mistake is identified then the user needs to delete the leave request using the trash can icon in the ‘Actions’ column and re-submit. If the user deletes a leave request (either approved or pending) the approver is notified via email.
Once the leave has been approved, the requested leave moves from the ‘Leave Pending’ area to the ‘Leave History’ area.
The ‘Reviews’ tab in the ‘My Profile’ area covers staff reviews completed for the user. Staff reviews are conducted via, Personnel Management > Staff Reviews > Create Review.
If the user has no staff reviews then this tab will not be displayed.
To view a staff review, select a ‘Start Date’. To display multiple years of reviews then set the start date a few years in the past.
The results show the period of the review and clicking on the magnifying glass in the ‘Actions’ column takes the user to the actual staff review. This is based on permission access.
To access the ‘Training’ tab go to: My Profile > Skills.
The ‘Skills’ tab should display: all completed, unconfirmed (not completed), and invalid skilled tasks. These are displayed with the document type; e.g. Document, Policy. This area provides the user with the ability to search within the skilled list for a key word using the Search field; this is a smart search area so simply start to type and iPassport will narrow down the search results.
To narrow the search, the following filters are also available:
To return the list back to all items, select the ‘blank’ option (the top item) from the Status, Item State and Skill Type dropdown menus and clear any dates entered.
The ‘Confirmation Date’ column displays the date the skilled task was completed, if there is no date displayed (i.e. Not Set) then either the skilled task has yet to be completed (the Status column should show ‘Unconfirmed’) or if the ‘Status’ is ‘Confirmed’, then the user was added as ‘Trained’ on the ‘Skills’ tab for this particular controlled document.
Click the magnifying glass in the ‘Actions’ column to view the controlled document
As it is not possible to use the browser back button in iPassport, if the user wishes to return to the ‘Skills’ tab again either click My Profile > Skills or use the History tab (located on the Sidebar) to navigate to ‘My Profile’ and then to the ‘Skills’ tab.
For additional detail, the Skills tab under My Profile > View my Staff Profile > Skills tab will display a more expansive view of the user’s skilled items or training items.
The preferences presented here are specific. Therefore, allowing each user to customise the settings to fit their requirements. Each user has access to their personal preferences regardless of the permissions applied in their user record through user group membership.
To access personal Preferences go to: My Profile > Preferences.
Each change in a personal preference (excluding Snippets) requires the user to Save the change before it is applied using the ‘Save’ button in the preference.
There are 11* separate preference areas to customise, these are:
*This assumes the user has the stock module activated; otherwise there would be 10 preferences.
This area covers all notifications relating to staff absence either through holiday entitlement or through illness.
This area contains four preferences:
This area utilises the ‘Management Group’ feature to manage staff members. A Management Group is simply a Distribution List that has been selected within a staff profile. There is no special type of Distribution List called management groups.
Notify me of cancelled leave requests for staff I manage. This preference allows iPassport to email the user whenever a leave request has been cancelled for a staff member they manage.
Notify me of incoming illness reports for staff I manage. When a staff member is reported as being away ill on the system, as reported through the ‘Illness’ tab within the staff profile, the user will receive an email notification, provided they were assigned to the Management Group selected within the staff profile.
Notify me of incoming leave requests for staff I manage. Setting enables the notification of incoming leave requests for staff members where the user is listed as part of their management group.
Notify me when my leave requests are updated. Setting enables the notification of updates (such as approval, refusal or cancellation) to a leave request the user has entered.
Note: All email notifications would be sent to the email address stored in the user’s record. This can also be checked in the ‘My Profile’ area under ‘User Details’.
This area covers all notifications relating to complaints added to iPassport, either internally or externally.
This area contains five preferences:
This area does not use the Distribution List function.
Notify me when a complaint I am included in gets its state changed. This preference allows iPassport to send an email notification each time a complaint the user is included in has its status changed.
Notify me when a complaint I am included in gets updated. This preference allows iPassport to send an email notification each time a change is made to the complaint (excluding: when the status is changed, when the complaint is closed, when the complaint is reopened, when the complaint is inactivated, when a complaint is reactivated, or when a complaint is created. These are all covered by other preferences). As such, in this preference a change would be any addition, deletion, or amendment to data held within the record.
Notify me when a complaint I am included in is closed, reopened, inactivated or reactivated. This preference allows iPassport to send an email notification whenever the complaint is closed, reopened, inactivated or reactivated (having previously been inactivated).
Notify me when a complaint I am included in is overdue. This preference allows iPassport to send an email notification whenever a complaint exceeds its assigned Resolve By date.
Notify me when a complaint is created and I am included in it. This preference allows iPassport to send an email notification whenever a new complaint is created.
To be contacted, the user needs to be recorded as: The User Responsible, the Manager Responsible, or listed in the Include Users field for the complaint.
This area covers all notifications for all types of controlled documents that are approaching, or have passed their compulsory review date. To receive these emails, the user needs to be included in the ‘Notification List’ of the Review Settings for the controlled document or needs to be the controlled document ‘Owner’.
This area contains four preferences:
Send compulsory review updates on documents I’m set to be notified.
No Notification - No notification sent.
Immediate Notification - Notification sent when an update is made.
Daily Summary - A summary will be sent each and every day - one email with a list of all updates on any documents the user is set to be notified.
Weekly Summary - A summary will be sent once a week - only one email is sent with a list of all updates on any documents the user is set to be notified.
Send me reminders when a controlled document is due for review.
No Reminder - No reminders are issued.
Daily Reminder - A reminder will be sent each and every day for each and every document the user is selected in.
Weekly Reminder - A reminder will be sent once a week for each and every document the user is selected in.
Daily Summary - A reminder will be sent each and every day. Unlike the Daily Reminder, only one email is sent with a list of all the documents the user is selected in.
Weekly Summary - A reminder will be sent once a week. Unlike the Weekly Reminder, only one email is sent with a list of all the documents the user is selected in. So, one email, once a week, with all the items to be reviewed.
Send me reminders when authorisation request sent to me is overdue.
No Reminder - No reminders are issued.
Daily Summary - One email is issued each day with all reminders included for overdue authorisation requests.
Weekly Summary - One email is issued once a week with all reminders included for overdue authorisation requests.
Send updates on documents that I own.
No Notification - No notification sent.
Immediate Notification - Notification sent when an update is made.
Daily Summary - A summary will be sent each and every day - one email with a list of all updates on any documents the user owns.
Weekly Summary - A summary will be sent once a week - only one email is sent with a list of all updates on any documents the user owns.
Using the reminder functions may generate an excessive amount of emails.
This area contains five preferences; it’s necessary to log out and back in to iPassport for any of them to take effect.
When this setting is enabled, a calendar is available in the global menu (top right corner of the screen). Documents due for review are included in this calendar amongst other events.
When this preference is enabled, the left menu will include an icon for Documents; it acts as a shortcut to the Controlled Documents area and it’s particularly useful when Simple View is enabled, as the Controlled Documents menu item will not be visible in this setting.
This setting is used to show or hide the ‘History’ button on the sidebar. It’s a useful tool as iPassport does not support the use of the ‘back’ button in web browsers. When the History button is clicked, the sidebar expands to display the user’s recent activity within iPassport. When working in a computer browser, the sidebar will remain expanded after clicking an item. The main area will open the page for the item selected while the sidebar remains available to select other items. When working with a mobile device, the sidebar collapses after every selection to provide more space in the main screen area.
The ‘History’ area displays the 20 previous items viewed in iPassport and allows the user to jump back to them quickly should they need to. Deactivating this preference (de-selecting) turns the ‘History’ area off and it ceases to display.
N.B.The user will need to logout and log back in again for this setting to take effect.
This preference determines if the ‘Staff Absences’ button is displayed on the sidebar. When clicked, the sidebar expands to display ‘staff absences’, either through holiday or illness, for those that are within the same ‘Work Location’ as the user.
The ‘Work Location’ is set in Personnel Management > Staff Profiles > Search Staff (select a profile) > Misc tab > Work Locations. Each user has access to their staff profile through My Profile > View My Staff Profile.
|History (Expanded Sidebar)||Staff Absences (Expanded Sidebar)|
This preference applies to Detailed View. Simple View has a dedicated Home Page (which can also be used in Detailed View - the ‘Default Landing Page’). The preference lets the user select their choice of landing page in iPassport (the page the user will see when they login to the system). New accounts will have the page, ‘Default Landing Page’ in both views but in ‘Detailed View’ there are six different options to choose from:
The Simple View Home Page (includes Global Search, summaries of Notices and Tasks and access to the Help area):
This preference covers notifications for ‘Non Compliance Actions’ created within the Non Compliance area of iPassport. These notifications are sent as emails, they are not tasks.
This area contains five preferences:
This setting relates to the preference, Show me new and due non compliances for the following OUs below. When the two are set properly, a lightbox will display upon login, providing a summary of noncompliances. Only non-compliances that are due within the number of days entered, will be included in the summary (which only appears at login):
When a previously created ‘Action’ assigned to the user has been deleted, iPassport would issue a notification email to the address stored in the user’s record. This issues a notification for each action item deleted.
When a previously created ‘Action’ assigned to the user has been edited, (e.g. the due date is adjusted) iPassport would issue a notification to the address stored in the user’s record. This issues a notification for each edit, so if the same action is edited numerous times, iPassport will send a notification for each and every edit.
When an ‘Action’ is created, and assigned to the user in a Non Compliance, iPassport would issue a notification email to the address stored in the user’s record. This issues a notification for each new action created.
When this preference is set up, a lightbox is displayed upon login, which contains a summary of new and due non-compliances. New noncompliances refer to those created since the user last logged in. The summary will only include non-compliances from the OUs selected in this field. If no OUs are selected, the Login Summary lightbox won’t be displayed. The preference above (Number of days before NC due date to include them in the Login Summary) defines how long into the future the summary will cover.
This area allows the user to choose how many items are to be displayed in iPassport search results. By default, iPassport shows ten items per page of results.
The maximum number of results iPassport allows per page or light-box list is 99, even though the preference allows the user to enter a number greater than this iPassport.
This area contains three preferences:
This setting controls how many items to show per page in most areas of the system, such as recent items and search results. The minimum set is 1; the maximum is 100. Any lists other than those which appear in a lightbox (pop-up window on grey background) are covered by this preference.
This preference covers lightboxes only, setting the number of items to display per page.
This preference defines the number of reports in a ‘Reports’ tab to be displayed per page.
This area allows the user to be kept up-to-date by email notifications with all changes (either ‘Change Requested’ or task ‘Completed’) for any peer reviews they are taking part in. A peer review is a tool used in a few areas of iPassport, most notably controlled documents and allows the author to request feedback on a document. This issues a task to the user which has two options, allowing them to request a change, or complete with no change requests.
This area contains one preference:
This would allow iPassport to issue an email notification for each change request and each task completion associated with all peer reviews the user is taking part in. It issues one email notification for each change for each document.
This only applies where the additional batch and stock module is used.
This area allows the user to receive notifications regarding stock management within iPassport.
The expiration date for a stock item is added individually as it is booked into iPassport. The notification period (in days) for stock that is about to expire is set per reagent record and applies to all the stock items booked in as that reagent.
The minimum stock count (an accumulation of all lots for a reagent) is set per reagent record.
This area contains two preferences:
Send me reminders when a checked-in stock item is due to expire
Send me reminders when a reagent/material is below its minimum stock count
The Task Display Settings preference allows the user to customise the display of tasks for their iPassport account. There are three options available:
Default quick search to load
Show all pending (future) tasks in task lists by default
Show my pending (future) tasks in task lists by default
The Task Reminder Emails preferences allow the user to control notifications from iPassport. There are multiple preferences which provide control over which email notifications the user wishes to receive.
Group new skilled/reading task notifications into a single summary email where possible - defines whether skill confirmation tasks generated through a skilled group should be gathered into one email or delivered in separate emails. Skilled groups can contain many documents so when a user is added to one, a large number of tasks might be generated. Some users prefer separate emails for each task so they can use their email inbox as a to-do checklist.
Notify me of any updates to Change Control - sends an email when a change control record has been updated; the user must be the reporter or the owner of the change control record to qualify for these updates.
Notify me of new pending (future) tasks assigned to me - sends an email when a pending (future) task is assigned. This task cannot be completed until its activation date upon which another email will be sent (if the Notify me of new tasks assigned to me preference is enabled).
Notify me of new pending (future) tasks I have been copied into - Sends an email when the user has been copied into a pending (future) task. This task cannot be completed until its activation date upon which another email will be sent (if the Notify me of new tasks assigned to me preference is enabled).
Notify me of new tasks assigned to me - sends an email when a new task is created for or assigned to the user.
Notify me of new tasks I have been copied into - sends an email when the user has been copied into a task assigned to another user. This enables the user to receive updates on this task’s completion progress.
Notify me when a pending task assigned to me is modified - sends an email when a pending (future) task assigned to the user has been modified or deleted by someone other than themselves. Note: this does not include completion of the task.
Notify me when a pending task I created is modified - sends an email when a pending (future) task the user has created has been modified or deleted by someone other than themselves. Note: this does not include completion of the task.
Notify me when a pending task I have been copied into is modified - sends an email when a pending (future) task the user has been copied into is modified or deleted by someone other than themselves.
Notify me when a task assigned to me is completed - sends an email when a task assigned to the user is completed by someone other than themselves. This might refer to instances when a task is invalidated because it’s no longer applicable; for example, when the document corresponding to a skill confirmation task has been superseded.
Notify me when a task assigned to me is modified - sends an email when a task assigned to the user has been modified or deleted by someone other than themselves. Note: this does not include completion of the task.
Notify me when a task I created is completed - sends an email when a task the user has created is completed by someone other than themselves.
Notify me when a task I created is modified - sends an email when a task the user has created has been modified or deleted by someone other than themselves. Note: this does not include completion of the task.
Notify me when a task I have been copied into is completed - sends an email when a task the user has been copied into has been completed. Note: this does not include completion of the task.
Notify me when a task I have been copied into is modified - sends an email when a task the user has been copied into is modified or deleted by someone other than themselves. Note: this does not include completion of the task.
Task Reminder Summary - is used to periodically send reminder emails, listing tasks assigned to the user.
Task Escalation Summary - is used to periodically send reminder emails, listing tasks escalated to the user.
In both cases above, summaries can be set to be received daily, weekly, monthly or never.
The Snippets feature allows the user to create a short paragraph, which can be entered into text boxes within iPassport by using a keyboard shortcut.
To create a new snippet such as ‘read and understood’, click [+] Add Snippet and enter the key for the shortcut in the Key field. Then, simply add the text in the Text field.
When creating the snippet, the key should be entered with a “%” (percentage sign) as the first character, so if the user wanted the shortcut to be, r then the key entered would be, “%r”.
When using the snippet, the user can simply type, “%r//” (key + two forward slashes) into the text field and the snippet text will be automatically introduced.