Who is this article for?

Users who want to learn about Configuration Action View Methodology.

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This article outlines an overview of Configuration Action View Methodology within Business User Portal System Configuration.

1. Template Design
2. Additional Components
3. Creating Sections
4. Further Reading

1. Template Design

1. The visibility and editable capacity of individual fields within Recommendations and Actions can be controlled for each Recommendation Type, Origin and User Type that is present in the system.
2. This level of functionality can be used to create a unique working experience for different users, eliminating unnecessary amounts of information that may not be relevant for them to see or edit.
3. To access this component of the Configuration, select Configure Action View Methodology from the main menu.

4. This following screen will be presented with the user initially taken to the Template design section.

5. The Template design section is split into three elements.

• Template designs
  • Each template design represents the opportunity to customise the view for Recommendations associated to the chosen Origin, User Type and Recommendation Type
• Template general rules
  • For each Template design, two predetermined rules can be enabled to control consistency in the methodology users adopt when using End Date and/or Closed Date.
• Template Layout: Sections and visible items
  • For each Template design, determine which field will be hidden or shown, the order that they will appear in and which users can edit the visible fields.

6. To create a new template design select Add Template as shown below.

7. The following properties are presented in a new window.

8. Using the drop-down menus provided, select the Recommendation Origin that should inherit this customised template design.

9. Audit Recommendations are created in the Pentana client application against Risks, Controls, Tests, Audits and Entities.
10. Risk Actions are created in the Enterprise Risk Management (ERM) module.
11. Project Actions are created via the Business User portal by users with access to the Project Universe.
12. Continue to select the User Type that will also be subject to this customised view.

13. Any refers to all users.
14. Enterprise User refers to all Ideagen Internal Audit (Aura) Users and Risk Users.
15. Business User refers to the auditees, also known as Business Users in Pentana.
16. Finally, as detailed below, use the menus provided to determine the Type of Recommendations that will receive this specific design.
17. Please note if there are no Types visible here, these can be created via Defined Lists which is covered in a previous chapter of this manual.

18. If this template design should be inherited by all Types, select Clear Selection so that the Type displays < n/a >.
19. Click OK to confirm the Type and continue to click OK once more to add the template design.

20. The template will now be added to the list of available template designs.

2. Additional Components

21. To continue to define additional components, ensure the template is highlighted in blue as shown above, by clicking once on Select.
22. Within Template general rules use the check boxes provided to decide whether there should be dependencies placed over the End Date and/or Closed Date.

• Require end date before setting auditee agreed
  • In order to save a Recommendation with Agreed with Auditee set to Yes (i.e. ticked) the End Date must also be set.
• Require close date before setting terminal status
  • In order to save a Recommendation with a terminal status (i.e. ‘Closed’ or ‘No Longer Valid’) the Closed Date must also be set.

23. Within Template Layout: Sections and visible items the user may now determine what areas will be shown or hidden, which order they appear and whether there should be any specific edit restrictions applied to individual fields.
24. Please note that these settings will only apply to the template design created. Recommendations opened by users not falling into the categories selected will not be affected.
25. To decide which fields will be hidden completely, click and drag the relevant items to the Hidden Items section as indicated below.

26. The click-and-drag utility can also be used to re-order items or display them under different sections.

3. Creating Sections

26. To create a new section heading select Create new section.

28. The new section will appear at the bottom of the list.
29. Click once to highlight the item and define the Name and Tooltip (optional).

30. Select OK to confirm the changes and begin placing the appropriate fields under this heading.
31. Please note that the Audit Trail component must have its own section heading and cannot be merged with other fields.
32. Furthermore, it is not possible to delete existing sections but any section that does not have any fields present within them be automatically removed by the system.
33. To determine the editability of fields for the template chosen, the user has two options.

• All fields will be governed by one setting
• Each individual field has its own setting

34. To apply a setting that governs all input fields, select Default change permissions (applies to all recommendation/action field items) from the top of the section list so that it appears highlighted in blue.

35. In the pane that appears on the right and using the checkboxes provided, the user may determine the overall Usage rights based on Roles, Teams or individual Users.
36. As standard Everyone will be selected which relates to all Pentana users, though this can be adjusted as needed.
37. A unique option to this component of the system is Users Assigned to the Recommendation. When user fields such as Owner, Instigator, Auditor, Issue Manager and Associated People are available, this level of usage rights will automatically recognise which Pentana users have been associated to these assignments, and only grant those users the ability to edit the Recommendation.
38. Once the usage rights are determined select OK to confirm.
39. To apply settings that govern each individual input field, begin by selecting the field that should not inherit the usage rights identified above.
40. Ensure the field is highlighted in blue to confirm that the appropriate field settings are being changed and under Selected item details, untick the option that states Item uses default change permissions.

41. In doing so, a new pane is presented beneath to determine the Usage rights of this individual field.  Using the check-boxes provided, the user may determine the individual Usage rights based on Roles, Teams, Users or simply Users Assigned to the Recommendation.
42. Once the usage rights are determined select OK to save the changes.

43. In doing so, a new pane is presented beneath to determine the Usage rights of this individual field.  Using the checkboxes provided, the user may determine the individual Usage rights based on Roles, Teams, Users or simply Users Assigned to the Recommendation.
44. Once the usage rights are determined select OK to save the changes.
45. When configuring the Usage rights of individual fields, it is also possible to enforce the completion of that field by selecting Item is mandatory with the check-box provided.

46. When using this function, the Recommendation cannot be saved to the system until all mandatory items have been completed.
47. If the item is determined to be mandatory, select OK to save this setting.
48. Please note that not all fields can be controlled in this manner, as not all fields require a specific input.
49. The following fields are all provided automatically by the system against each Recommendation that is created, and cannot be configured for usage rights.

• Unique Reference
• Created By
• Created Date
• Modified Date
• Last Update Date
• Type
• Origin

50. In addition to the above, the following items cannot be configured for mandatory completion.

• Revised End Date
• Agreed with Auditee
• Update Notes
• Metadata
• Associated People
• Attachments

52. With all Template general rules and Template layout options determined, to commit the design of this template to the shared server, select Save changes (for the selected template) from the main toolbar menu.

53. Once complete, the system will provide the confirmation banner:

54. Once the configuration is saved, a coloured symbol will appear next to any field that has a specific configuration set.
55. There is a Key at the top of the Template Layout Section which explains the purpose of each symbol.

4. Further Reading

1. Recommendation Availability