System Settings Management

System Settings Management

Introduction

The Settings sub-menu within iPassport QMS is the beating heart of system administration. Here many aspects of the system’s day-to-day operation can be managed. The Settings sub-menu is found within the Administration menu and is broken down into two tabs: Organisational Unit Preferences and System Preferences.

Navigate to Administration > Settings.

Admin Settings

System Preferences/ Organisational Unit Preferences. The system defaults to the System Preferences tab.

System preferences

The Settings area is controlled by permissions, access is granted via the system role of Administration Editor.

To access a specific OU setting the users would need administration access to that OU. The permission required for this is Organisational Units:Manage Settings.

The settings control many aspects of iPassport QMS. As a rule, they do not need to be looked at prior to any information being added to the system. But should be part of the implementation phase of any project as they can help set-up the system to suit requirements.

For example, the System Preferences has options for ‘User Logon Settings’ that includes ‘Minimum Password Length’ and ‘Password Expires after (days)’. These can be important settings to consider before allowing users to log in.

Global Settings & OU Specific Settings

There are two types of settings on iPassport QMS. The System Preferences affects the whole iPassport QMS account. Any changes here will affect every record in all OUs and all users of the system. While the Organisational Unit Preferences only have an effect on the OU that is selected, so all other OUs would keep their existing settings.

There is no overlap or contradiction between the global and system preferences, i.e. they do not have any direct effect on one another.

Before changing any of the system preferences, it is always advisable to check with other administrators, as this change would affect the whole account.

System Preferences

These preferences are global and affect all records, across all OUs:

Company Review Settings

The company review settings allows admin to enable the company’s review feature found within the Company record and set-up a company review reminder.

To activate the company reviews feature, simply check the ‘Enable Company Approvals’ option.

‘Number of days before Company review task activates’ determines how many days before a Company Review Task’s due date is activated and starts sending out reminder emails.

Showing the Company Review Settings option

Currency Settings

The currency setting allows admin to set the currency of their system. The currency selected here will be displayed in all of the fields that use a currency within the system.

Shows the currency settings option

Default Watermarks

The Default Watermarks setting allows admin to choose which watermarks are to be added by default to controlled documents within their account. However, each individual OU can be overridden with their own preference using the Organisational Unit Preferences: Watermark settings

Watermarks are added to the system by the iPassport administration team. Should a different watermark be required, contact support at support@genialcompliance.com.

To select a watermark for a particular area, expand the menu option.

Watermarks are broken down into three elements, all of which are changeable via drop-down lists.

  • ‘Footer Information’ appears along the bottom of a document, or at the top of the document depending on settings.
  • ‘Spine Information’ appears along the side margin of a document.
  • ‘Watermarks’ appear over the top of a document’s text, e.g. displaying ‘draft’ or ‘uncontrolled’ so that these documents cannot be mistaken for authorised, controlled prints.

This setting will only apply to new OUs, or documents that do not already have an option set. Changing this setting will not change any individual options already set in the OU settings area.

Default Watermark setting showing the three-drop down menu fields

iPassport Software Update Settings

Organisations have the choice of adopting new minor iPassport updates as soon as they are released. This provides a chance to get familiar with any new features and to start benefitting from them. In some organisations it’s preferable to wait for periodic, major releases which bundle all minor releases since the last major one. Major releases include the traditional validation period, required by some before updates can be allowed.
To accept automatic installation of all minor updates as soon as they are available, tick the checkbox for Rolling Updates.

Leave Period

The Leave Period allows users to set when their leave period begins and when the leave period ends.

Leave Period setting showing the Leave Period Begins and Leave Period Ends options

Miscellaneous Settings

The Miscellaneous Settings cover global user settings; these allow admin to set five variables on their iPassport account.

The ‘Disable emailed documents upon download’ setting allows admin to choose if they would like any documents, that they have emailed, to become disabled once the recipient has completed their download. This prevents the recipient from downloading it more than once. This assists in keeping the information secure.

The ‘Send all unrouted mail to account administrator’ tells the system that if a user does not have an email address stored, their emails will be sent to account administrator. This administrator is stored in the parent system so please contact support@genialcompliance.com for details.

The ‘Enable Simple View’ setting allows you to specify whether simple view should be available or not across the entire account. This is a cut back view of the system, tailored for ease of use by those who are just wanting to complete a task assigned to them or search for content.

The ‘Send support requests to’ allows admin to set the recipient email address for any user using the ‘Contact Support’ button in iPassport. This means support requests can be handled internally. The email address can be a group email address.

The ‘Show Inactive Users in lists’ setting allows admin to either show any user that has been inactivated on the system within all users list, or to have these inactivated users excluded from their system user lists. If the box is checked then inactive user will be displayed in the system user lists.

Paper Sizes and Options

This setting allows admin to choose what paper sizes they are using as their source documents within iPassport. It is possible to move the control information from the footer (default, and traditional) to the header.

paper size and options

Two Factor Settings

Two factor authentication allows an additional level of security to guard against password theft. When logging into iPassport, in addition to entering a username and password, users will be sent a code via email. Copy and paste this code into the field in order to access the system.

When using two factor authentication admin can choose to use code validation each time a user logs in or use the additional code validation to check after a set number of days. For example, admin could ask their users to verify their identity using the email code once a week. The rest of the time they would login normally.

To enable this feature, navigate to Administration -> Settings -> System Settings -> User Logon Settings -> ‘Login Strategy’ dropdown field and select ‘2-Factor Authentication Login’.

Navigate to Administration -> Settings -> System Settings -> Two Factor Settings.

  • ‘Max Attempts’ decides how many times user can incorrectly enter verification code before their account is locked.

  • ‘Remember Second Factor For (days)’ specifies the number of days before the user is asked to provide second factor code again. The user will not have to enter second factor code between logins for this number of days. Only their login and password will be required.

If admin change this value the new settings will only take effect when the original period expires. For example, if this was set to 30 days then users will be asked to enter a second factor code once and then 30 days later and so on. If admin then change this value to 5 days, any user who has already entered a code will not be asked again for 30 days. The new 5 days period will take effect when they are next asked to enter a code.

  • ‘Second Factor Code Length’ specifies the number of digits in the second factor code sent to a user.

Two Factor settings

User Logon Settings

  • ‘Block re-use of previous password’. Once checked ensures that a user can never use a password that they have previously used within iPassport.

  • ‘Lockout period (in minutes) after maximum failed consecutive logins reached’. If a ‘Maximum consecutive failed login before locking user account’ value is set then admin can define here the time period used to lock the user out, after they failed to login after maximum number of times, before allowing them to try again

  • ‘Login Strategy’ sets which strategy will be used to log users in. This applies to the whole account.

    • iPassport Login - this consists of a username and password as seen before.
    • 2-Factor Authentication Login
    • LDAP
    • SAML/ADFS
  • ‘Maximum consecutive failed logins before locking user account’ admin can set how many consecutive failed logins a user can perform before being locked out of the system. If a Lockout period is set then the system will unlock the user’s account after this time has passed or admin can unlock the user.

  • ‘Minimum Password Length’ is used to configure the minimum number of characters in a user’s password.

  • ‘Password Expires after (days)’ is used to force users to change their passwords after a given number of days. Use 0 if the password should never expire.

  • ‘Password should include a non alphanumeric character’ forces the user’s password to contain at least one special character (@&<= etc).

  • ‘Password should include a number’ forces a user’s password to contain at least one number.

  • ‘Password should include an uppercase letter’ forces a user to have at least one uppercase letter in their password.

user logon settings

Versioning: All Controlled Documents

This feature covers all of the separate controlled document types. The example used here is for COSHH.

The COSHH versioning setting allows for a variety of COSHH elements to be set:

  • The ‘Colour of COSHH Document Notices’, which allows admin to set the colour of the notice that will be automatically created on the notice board.

  • The ‘COSHH Review Count’ allows admin to set how many times a document can undergo a review without requiring a change in version number. If it is left at “0” then a change in version number is not required.

  • The ‘First Version Number’ is the number that a record is defaulted to when the user first attempts to authorise a document.

  • The ‘Major Version Increments’ option allows admin to set how far they want the COSHH records to increment when the major version change is selected following a review. For example: when a user authorises a document and selects major amendment the document will go from v1.0 to v2.0.

  • The ‘Minor Version Increments’ option allows admin to set how far they want the COSHH records to increment when a minor version change is selected following a review. For example: when a user authorises a document and selects minor amendment the document will go from v1.0 to v1.1.

Versioning: For COSHH documents. The same fields are available for all controlled document types

Risk Settings

The risk settings allow admin to add and edit risk values used in their account. These risk ratings are used in conjunction with the hazard settings (ratings) to generate an overall risk assessment for a SOP (a procedural risk assessment).

A user cannot delete system risk ratings on iPassport QMS.

The risk ratings work by having a ‘Risk Name’ and a ‘Risk Level’. The name is visible when trying to select the risk in the SOP, and the value is used to calculate the risk/ hazard assessment within the SOP.

The value is numeric from 1 – 10 with 1 being the lowest risk and 10 being the highest. An associated value is required for each risk name.

The assessment for each step of the overall risk assessment is calculated by the multiplication of the risk with the hazard to gain an assessment for each level (biological, chemical, mechanical and physical).

Risk settings for the SOP risk assessment area

For example: an “inevitable” risk has a value of 10, where a risk rating of “unlikely” might have a value of 4. The user can set both the risk name and the level of all new risks.

Shows the Add Risk lightbox with the risk name and level visible

Hazard Settings

The hazard ratings are used in conjunction with the risk settings (ratings) to generate a risk assessment for a SOP. The setting allows the user to edit the hazard values used and to add more hazard values.

A user cannot delete system hazard ratings on iPassport QMS.

Hazard settings for the SOP risk assessment

The hazard ratings work by having a ‘Hazard Name’ and a ‘Hazard Level’. The name is visible when trying to select the hazard in the SOP and the value is used to calculate the hazard/ risk assessment within the SOP.

The value is numeric from 1 – 10 with 1 being the lowest possible hazard and 10 being the highest. An associated value is required for hazard name.

For example: a hazard rating of “none” has a value of 1 or 2, where a hazard name of “death” might have a value of 10. The user can set both the hazard name and the level of all new hazards.

Shows the Add Hazard light-box with the hazard name and level visible

Index ID Settings

The Index ID Setting allows admin to input the number they would like a record to start counting at. Auto generated indices are generated for documents in the index field by default, but a user can remove this and add one manually by clicking on the cog icon.

By default, these numbers start at 1 and are incremented by 1 for every new record that is created. However, records can start their counting from a predetermined number. Each new record will increment 1 from the starting number.

This is a ‘System Preference’, so applies to all OUs in the account.

Index ID setting showing the starting number for each available area

LDAP Configuration

If LDAP is already in use for other services it’s very easy to configure iPassport to also authenticate users.

  • ‘LDAP Server Address’ is your LDAP domain name/IP address.
  • ‘LDAP Server Port’ is your server’s port number.
  • ‘Authentication Method’ is how login details are sent over to the server. ‘Plain’ method sends user name and password in plain text whereas the other two options encrypt the information.
  • ‘LDAP Base’ is the base that will be added to user lookup when performing authentication.
  • ‘Authentication User Key’ is the unique user identifier in iPassport.

Please contact Genial Compliance- support@genialcompliance.com before implementing this feature.

LDAP configuration

SAML Configuration

Please contact Genial Compliance- support@genialcompliance.com for more information on this feature.

SAML configuration

Organisational Unit Preferences

These preferences are OU specific and affect only the records found within the OU selected. This makes each OU semi-autonomous, as these settings allow it to govern itself.

Cover Pages

The cover pages setting allows a user to link existing cover page PDF documents. These are added to the system through the Cover Pages sub-menu option, found within the Administration -> Cover Pages.

Cover pages in admin main menu

The OU should be selected from the Organisation Unit drop down menu at the top of the page. Once this is selected, select the cover page to be used for each of the documents. Each record can have their own cover page.

cover page options

Shows the settings for assigning a cover page to a record, this allows a user to assign a pre-loaded cover page to their documents

Document Control

There are some important preferences within this setting.

  • Allow Document Owners to perform any action on their documents, regardless of permissions - ships checked by default so that document owners can even authorise their own documents. If this option is unchecked, document owners will only have the permissions they have already been granted through user group membership in the OU and for the type of document they own.

  • Allow minor change for that OU - allows admin to determine whether the OU is to allow Document Correction or not. With this active/checked, it is possible for users with suitable permissions to make adjustments to authorised controlled documents without having to create a new version. This preference controls ‘Document Correction’ for all controlled documents.

  • Allow uncontrolled prints of…. - This series of preferences allows admin to print ‘forms’ from each of the controlled document types. With this preference active/checked, a user can select that the print does not need to be recovered should a new version be created. This allows a user to print documents that would not normally be destroyed should a new version be created.

  • Disable Preview printing - allows admin to choose whether users can print the controlled document PDFs they are previewing or not.

  • Disable verification step for the document reviews - allows admin to choose if the verification step is required when performing a peer review within the selected OU. Activating this preference removes the verification step, so that when a peer review has been accepted or rejected by the author, the workflow closes.

  • Pin and Signature required for authorising…. - This series of preferences allows admin to determine whether a separate PIN is required when authorising any of the controlled document types. If this is active/checked, then a user is required to enter their PIN (set in: My Profile -> Change Password or PIN) when attempting to authorise the controlled document. Until a PIN is entered that matches the one stored with the user, the document cannot be authorised.

Setting a PIN in the My Profile area:

Document Control Preferences in an OU named, Bacteriology:

When making a change to any of these preferences it is important to remember to click Save.

These are OU specific options so if a user chooses to enable them for their OU, other OUs will not be affected.

Document Review Settings

The document review settings allow admin to determine the number of days notice required when one of their controlled documents is up for review.

The notifications themselves can be received as either a Daily Reminder, a Weekly Reminder, a Daily Summary and a Weekly Summary email, with this being chosen within the Profile -> Preferences Tab of iPassport QMS.

controlled document notification in preference of profile

To change the values on the ‘Document Review Settings’ page click the relevant field and type the new number of days notice required.

Due for review settings, all use a numerical “day” format to calculate when to send the reminder

Incident Report Settings

This area is currently not in use.

Index Generation

The index generation settings allows admin to design their own auto-generated index for listed records.

The index generation process is only used when the option is activated within each individual record upon creation. This is toggled on and off using the spanner icon to the right of the field in the individual record.

Changing from a manual to auto index: If a user chooses to manually enter indexes and then changes their mind post creation, the auto index can be used by deleting the manual text and switching on the auto- generation option (via the spanner) and then saving the field change.

The constraints that this auto-generation has are:

Index Description
%day the current day
%month the current month
%year the current year
%id* the unique identifier of the document (generated by the system)
%ou the name of the organisational unit that contains the document
  • * The unique number is generated sequentially in the OU, so it would increment by one for each newly added record of the same type.

There is also an option to add static text. However, there is a total character limit of 255 characters for any generated index.

Index generation the ones shown are just examples and each user can create their own using the nomenclature outlined above

For example if an admin wanted their SOP index to have the OU it belongs to, the year it was added, and a unique number, they could use: %ou - %year - %id.

Non Compliance Settings

If a non compliance is entered via the external form then a notification will be set to the distribution list selected.

non compliance setting

Review Feedback

Should the verification step be active (see Disable verification step for the document reviews) within the peer review process, then the management list (Distribution list) selected in the Review Feedback preference would be sent details of the peer review(s) for the selected controlled documents.

A distribution list needs to be created within that area of the system: Laboratory Management -> Distributions Lists -> New Distribution List and needs to have the List Type of ‘Review Verifier’.

Skilled task settings

The skilled task setting page contains a number of items that relate to the whole skilled process.

  • ‘Issue new Task for re-issued skills’ This creates new tasks when a skilled task is re-issued; this in turn invalidates the existing task. If this option is not selected then the system simply sends a reminder to the user when a skilled event is re-issued.

  • ‘Reissue skilled tasks only on Major revision’ This option allows admin to choose when to send a new task out, by default this item is not selected which means iPassport sends a new skilled task for each document revision be that major or minor. With the option selected iPassport only automatically issues a new skilled task on major revisions but provides a choice to send them on each minor revision.

  • ‘Require verification of skills from user with tasks’ When activated for the OU this requires that all skilled task events created with a task should be verified via the skill management area. This option applies to all controlled documents with associated skills within the OU.

  • ‘Require verification of skills from user without tasks’ When activated this requires the verification of all skills marked as completed that were not created via a skilled task. As such this only refers to those skill events created as Trained (not issuing a task). This task does not control the normal skilled task process. It can be used whenever a staff member is signed off as trained to add supporting evidence if needed.

  • ‘Set skilled tasks’ due date to be the same as a release date if document is Pending Release’ This option works in conjunction with the pending release feature/ delayed release which allows all skilled tasks associated with it to have their due date set as the date of the release of the controlled document. This is especially useful if trying to keep track of staff that completed the skilled task on time.

  • ‘Skill Verification Summary Email’ determines how often verifiers will receive reminders of outstanding verifications.

  • ‘Time interval for Due Date on system reissued skilled tasks’ When a skilled task is sent by the system as part of the automatic reissue interval it is possible to set the Due Date of this which is the number of days after issue when it should be completed.

  • ‘Time interval for reissuing skilled tasks for … document type’ This allows the system to operate independently. Setting an automatic reissue interval means that if no changes occur (new versions) and no compulsory reviews happen, iPassport will automatically contact the users on the list again with a new skilled task. This is set as a day countdown. For example, if the time interval is set at 365d this means that 365 days after the skill was completed, if no further action is taken, iPassport will send another task in 365 days. If after say 360 days the document is reviewed and a new version created iPassport simply starts is countdown again.

Skilled task preferences

Standards

The Standards settings allows admin to choose what standard statuses are available for use within their iPassport QMS. If all options were activated then admin would be able to assign any one of them to a standard. Should they be deactivated, then that status would not be available for selection. Any setting(s) that is deactivated are also not visible within the list of standards, but any set before the change can be found in the standard search.

This is an OU specific option, which allows OUs to manage their own standards without complications.

Standard statuses available to choose, each can be turned on and off using the “tick” box toward the left

Summary Report

The summary setting allows a user (only one per OU) to receive a summary email on a daily basis of all task activity within the selected OU. In order to receive this email, an email address needs to be added into the ‘Email address to send summary to’ field and the ‘Send daily summary via email of tasks for this department’ field needs to be activated/checked.

Summary email settings, if a summary email is to be received the both fields have to be completed

Watermarks: Controlled Documents

The combined Watermark Preferences cover each type of controlled document on the system; the example used here is for SOPs.

Watermarks: SOPs

The watermark preference allows admin to customise the watermarks used on a controlled document type within the OU. This overrides any default watermarks set in the System Preference -> Default Watermarks.

It is important to note that it is not possible to include images within the watermarks.

The watermark preferences covers the following scenarios:

Controlled Print

  • Footer Information
  • Spine Information
  • Watermark

Preview

  • Footer Information
  • Spine Information
  • Watermark

Uncontrolled Print

  • Footer Information
  • Spine Information
  • Watermark

Each of these three scenarios is used for each controlled document status e.g. Draft, Authorised, and for each controlled document type e.g. SOP, Policy.