How does data visibility work?

Now you can create and invite specific groups to view the processes, risks, controls, events and action plans they are associated with.

With data visibility, each group will be able to see what is most relevant to their work, no more confusion! 

What does data visibility allow?

It allows you to make the risk matrices independent by processes, this means that you can have the risk matrix of your area without the need to see the consolidated risk matrix of all the risks of the organization, so you can focus on the risk matrix that interests you without the need to apply filters.

How does visibility by association work?

There are two types of visibility depending on the group to which you belong:

If you are part of the main group: you will have full access to all records made in the tool.

If you are part of a particular group: you will be able to view only those processes, risks or controls to which the group is associated as responsible and you will also be able to view those records you create.

⚠️ Important: If you create a process, risk or control you will not be able to view it in the reporting module unless you associate the group to which you belong as responsible.

Why is this hierarchy created?

Because process leaders want to focus all their attention on risk management in their line of work. For example, if I am a leader in the Commercial area, I will only be interested in seeing the risks in that area and not necessarily in other areas or work groups.

That is why the hierarchy lines were created, where the leader of a process can create activities for the risks identified in that work area. By being responsible for a process, it will be possible to have total visibility of the activities related to that process in a hierarchical way.

How does the hierarchy work?

There are two lines of hierarchy:
Macro process / process / sub-process: where if you are as responsible in this hierarchy you can visualize all the records that are made afterwards.

Process / risk / control: where you can only have visibility of all activities below that process, risk or control.

What is the role of group creation?

We know that a person will not always be within the company developing the same function, so, to avoid the operation of manually changing the responsible user, groups are created, where if a user is no longer part of the process, he/she is removed from the group and therefore will not have access to the records where the group is responsible.

How to create responsible groups?

Click on the top right side of the tool where your name is and select "Organization". On the right side you will find the "Responsible groups" section, when you click on it you will see the main group in which you will have to add the users that will see all the records that are made in the tool.

If you want to create a group you will have to click on the "Create group" button, you will get a pop-up window with three fields: 
Name: to identify the group being created. 
Description: where you can detail the functions and characteristics of the group.
Add users: to add the users that will be part of the group.

How to associate responsible to a specific module?

Associate the person in charge of supervising this process by deploying the "Find Responsible" bar in the Processes, Risks and Controls module.

How do the roles work? ⚡

Would you like to parameterize what role different members of your organization will have? You can now create a new role specifying which modules and actions they will be able to access.

Go to the Organization module and click on the Roles section, in this part you will see the "Create role" button on the top right hand side which will take you to a form where you will have to enter the name of the role and select which accesses this role will be able to have.

After creating the role you will be able to assign it to a particular person. Click on the Organization module and go to "Organization users", in this part add or choose the email of the person who will have that role.

This is how the tool will be displayed to the user with a certain role.
According to the actions we have chosen in the previous example we will see how the tool will be displayed to the user we have given the "Auditor" role.

Viewing reports
Members of the organization will be able to view reports according to the actions assigned to them.

For example: if the user has a role that only allows him to view processes and risks, he will be shown the Heat Map, Organizational Risk Profile and Process Risk Profile reports, but not the Control Soundness report.