Course: Basic Usage

Before You Begin

Have you read the section on the Main Page called:

Before You Begin

???

• No training is possible until you have read this section
• Your trainer will either ask you to read it or talk the group through it
• This is mandatory and training will not procced until all users have undertaken this

Essentials

• Computer / Tablet with an Internet connection
• Phones are not recommended as this training is for HSEQ users who conduct most of their duties from a desk. Some of the screens because of large objects will not scale well on a phone
• An open document / notepad to take notes.
  • Whilst this is the source of truth of the platform and all support will reference this document you may find it helpful to have some of your own notes to cover you specific use case.
  • If you find something absent from this documentation please report it using the help link under the User drop down in the system so we can advise their location or update the documentation as required.
• An email address that you have access to.
• Example files (images and documents) that are not sensitive, confidential or subject to copyright. You can download some from here: https://support.inertia-technology.com.au/tools/Examples.zip

Create An Account

https://training.inertia-technology.com.au/register

Can you log on to the User or Manager portals?

https://training.inertia-technology.com.au

By default the creation of accounts gives no access to the system. This is by design because:

• Every person in the system (employees, contractors, contacts, general public, etc) are technically users.
• This means that you may wish to record information about a contact or member of the public but you have no desire to permit them to login.
  • At some point in the future you may have a contact become a vendor and you might want to give them access to upload documents (copies of insurance, compliance information) to the system; hence having them as a user enables this.
• Having a default of no access means that a staff member has to take responsibility to give an other person access. In no uncertain terms, you are responsible for the levels of access that you give to users and must take a well thought out approach to who should have access, why and to what.
  • If you make mistakes in access rights you run the risk of individuals accessing more information than you want them to. Be very careful and have Management set guidelines as to how you will control access and rights for users.

Enable Your Account

• Advise your trainer to enable your account by sending them your email in chat or via email.
• If the trainer is a InTech trainer then they will choose a public / shared entity and site for you to log into in the Manager portal - internal trainers may use other records.
• You will be advised to log into the Manager portal

Can you log on to the User or Manager portals?

Short answer is no. The trainer will adjust your record to allow the following:

• Portal Access: Manager Portal - Enabled
• Authority Level: 1 Basic / Guest Access'
• Add the user to one (or more sites). Typically this will be the: System: Public & Visitors Entity ~ Public Site
  • Reserved records start with the word System
  • Every site/project/department/division/branch - whatever your language is is a child of an entity
  • An entity is the legal entity - in Australia this is defined typically as the ABN
  • System: Public & Visitors Entity - This is a catchall entity where you can bundle off users that do not belong to a specific relationship that you want to track. For example they could be visitors to a site that you grant access to to do an induction.
  • Public Site - The is the default name of the site that you grant action to.

Note To Trainer

• The trainer account needs to have a access level set to the value of CLIENT_PERMISSION_THRESHOLD_IN or higher for the sites, reports to and user level controls to appear.

Edit Your Record

• Click on the Personnel link
• Using the search box above the report on the top right search for your email.
• Click on your record
• Tab by tab enter details on the forms and click save.
  • NOTE: Most of the tabs are self explanatory. If you have questions then ask your trainer. From here on in it will be assumed that as you work through the tabs on a record that it will be assumed that you will either understand what they are for or clarify with your trainer. More specific and advanced features will be explained in detail when they are relevant.
• The goal here is to have an understanding of what is entailed by a personnel record and what information that you can store against it.

Basic Record Tasks

• Add a couple of notes against your record - [Home]
• Send a couple of emails from your record - [Home]
• Upload a profile pic - [Edit]
• Upload & download a couple of documents - [Documents]

Sites & Projects

These mean:

• Sites
• Projects
• Buildings
• Branches
• Divisions
• Work groups
• Teams
• Any logical grouping that you want to establish a group of records around

• Click on "Sites & Projects"
• You should see something like this:

System: Public & Visitors Entity ~ Public Site
System: Public & Visitors Entity

• Click on the second line is a link to the entity - the parent record that you need to add your site to. - in this case: "System: Public & Visitors Entity"
• At the top of the page click "Add Site" and add a site using what ever your wish "Mary's site", "John's test site", etc. (If you add something like "Test" then you will quickly lose your site in other records that are also named "Test" - you have been warned!)
• When you save the site you will be re-directed to the new site - STOP
• Click on the toolbar "Sites & Projects" - note how you know have two sites in your list.
• Click the new site and populate the record in the same way that you did with your personnel record.

Actions (Tasks)

• Select actions from toolbar
• Click on the Add button
• Select the site that you wish to put the action/task against and complete the form
• Once the form is submitted complete the relevant details under the tabs.
• Under related actions click "Add Action" and repeat the process a couple of times.
• Important Information:
  • Assigned to is the person who needs to complete the action - by default you
  • Reviewer is the person who can close out the action - by default you
  • Stakeholders are people that you can automatically advise of the outcomes of changes and updates to the action. They are also advised when the action is closed.
• Click on the button on the top called "Action Tree Report"
  • This shows you a nested report of the actions that need to be closed out to close out the entire report.

Outcomes

At this point you are trained in:

• Navigating the system - search, filter, forward & back
• Getting support
• The "Before You Begin" requirements
• What are the steps involved to go from registering an account to accessing resources such as sites.
• Maintaining records including:
  • Data
  • Notes
  • Emails
  • Documents
• Adding Actions/Tasks