II.CB users

Instructions :

Proceed as follows to add a CB admin and assign him access rights, starting from the left menu:

1- Click on “CB users”

2- Click on “Add user”

3- In the field “Auditor” select “No” (No is ticked by default)

4- Enter the user first and last name

5- In the field “File(s)”, you have the possibility to upload any document related to the user (CV, witnessing report…)

     Notes :

• Documents uploaded here are visible for CB admin and assigned auditor(s).

6- Save

7- Click on “Access Rights” button

8- Complete the fields username, email address, gender (if not done yet)

9- Tick the box “Notify the user for generating/updating her/his password” to give the possibility to the user to generate a password and login (could be done at a second stage)

10- Tick the box “Certification Body Admin”

11- Check the “Yes/No” boxes within the section “Additional rights” to assign additional rights to the user

12- Save

Notes :

• For more information about the required rights to do this action, see: Roles and access rights
• The CB Admin can create as much additional CB users (auditors, reviewers, CB admin) as necessary, according to its organisation, responsibilities and authorities
• Upon creation, a user number will automatically be incremented (visible in the CB users list and in the user profile). This user number is not editable.
• “Qualification folders” will not be accessible for non-auditor users (“yes” not activated for the user in the field “Auditor”)
• When you tick the box “Notify the user for generating/updating her/his password”, the user will receive an email with instructions to generate or update his password and login.

Instructions :

Proceed as follows to add a reviewer and assign him access rights, starting from the left menu:

1- Click on “CB Users’

2- Click on “Add user”

3- In the field “Auditor” select “Yes” (No is ticked by default)

4- Enter the user first and last name

5- In the field “File(s)”, you have the possibility to upload any document related to the user (CV, witnessing report…)

     Notes :

• Documents uploaded here are visible for CB admin and assigned auditor(s).

6- Save

7- Click on “Access Rights” button

8- Complete the fields username, email address, gender (if not done yet)

9- Tick the box “Notify the user for generating/updating her/his password” to give the possibility to the user to generate a password and login (could be done at a second stage)

10- The CB admin has two options to assign validation rights for the user:

• Assigning overall validation rights for all the CB’s organisations through “Rights at CB level” section by ticking the box “Review”
• Assigning “Review” rights organisation per organisation through “Rights at Organisation level” section by ticking the box “Review” only for the organisation to assign to the reviewer

Remark: If overall roles have been previously selected, and the CB decides to restrict the assignment to only few organisations to the reviewers, you have to first untick the overall access and then tick the organisations that you need to share with the Reviewer.

11- Check the “Yes/No” boxes within the section “Add/Edit organisation’s contacts” to assign additional rights to the auditor to add and edit organisation’s contacts

12- Use the section “Edit planning” to assign rights to edit / modify the dates, status and audit windows of the planning assigned to the auditor. These rights are in addition to the edit and/or review rights on the audits.

13- “Save”

Notes :

• For more information about the required rights to do this action, see: Roles and access rights
• The CB Admin can create as much additional CB reviewers as necessary
• Upon creation, a user number will automatically be incremented (visible in the CB users list and in the user profile). This user number is not editable.
• “Qualification folders” will not be accessible for non-auditor users (“yes” not activated for the user in the field “Auditor”)
• When you tick the box “Notify the user for generating/updating her/his password”, the user will receive an email with instructions to generate or update his password and login.

Instructions :

Proceed as follows to add an auditor, starting from the left menu:

1- Click on “CB Users’

2- Click on “Add user”

3- In the field “Auditor” select “yes”

4- Enter the auditor’s first and last name

5- In the field “File(s)”, you have the possibility to upload any document related to the auditor (CV, witnessing report…)

     Notes :

• Documents uploaded here are visible for CB admin and assigned auditor(s).

6- Save

Notes :

• For more information about the required rights to do this action, see: Roles and access rights
• The CB Admin can create as much additional CB users (auditors, reviewers, admin) as necessary, according to its organisation, responsibilities and authorities.
• Upon creation, an auditor number will automatically incremented (visible in the CB users list and in the auditor profile). This user number is not editable.
• “Qualification folders” will be accessible only for auditors (“yes” is selected for the user in the field “Auditor”).
• For more information about “Qualification folders”, see: Manage auditor qualification folders

Tips and recommendations :

• Only auditors with the status “active” will be visible and proposed in the “Audit team & auditees” page of the audit folder for assignment.

Instructions :

Proceed as follows to assign auditor’s access rights, starting from the left menu:

1- Click on CB Users

2- Click on the User number of the concerned auditor

3- Click on “Access Rights” button

4- Complete the fields username, email address, gender (if not done yet)

5- Tick the box “Notify the user for generating/updating her/his password” to give the possibility to the user to generate a password and login (could be done at a second stage)

6- The CB admin has two options to assign auditors access rights:

• Assigning overall roles for all the CB’s organisations by ticking the box “Edit” through “Rights at CB level” section.
• Assigning roles organisation per organisation through “Rights at Organisation level” section by ticking “Edit” only for the organisations to make visible for the auditor

Remark: If overall roles have been previously selected, and the CB decides to restrict the assignment to only few organisations to the auditors, you have to first untick the overall roles and then tick the organisations that you need to share with the Auditor.

7- Check the “Yes/No” boxes within the section “Add/Edit organisation’s contacts” to assign additional rights to the auditor to add and edit organisation’s contacts

8- Use the section “Edit planning” to assign rights to edit / modify the dates, status and audit windows of the planning assigned to the auditor. These rights are in addition to the edit and/or review rights on the audits.

9- “Save”

Notes :

• For more information about the required rights to do this action, see: Roles and access rights
• Auditor rights are: adding, editing & managing audits (for organisations assigned)
• When you tick the box “Notify the user for generating/updating her/his password”, the user will receive an email with instructions to generate or update his password and login.

Instructions :

Proceed as follows to manage auditor qualification folder, starting from the left menu:

1- Click on “CB Users’

2- Click on the user number of the concerned auditor

3- Click on “Auditor’s Qualification”

4- Tick the standard for which you need to assign qualifications

5- Complete the “Qualification level” of the auditor (Auditor, Lead auditor, Witnessor…)

6- Complete the different fields such as Category, Qualifications dates…

7- Save

8- Click on “Validate” to validate the auditor qualifications and make it visible for the scheme owner. Only auditors with validated qualification will be visible for the Scheme Owner (if any)

Notes :

• For more information about the required rights to do this action, see: Roles and access rights.
• Only auditors with validated qualification folders will be visible for the Scheme Owner.

Instructions :

Proceed as follows to consult auditor’s qualifications’ list, starting from the left menu:

1- Click on “CB Users’

2- Click on “Qualifications’ list” on the left menu

3- Use the search fields to find the information you are looking for

Notes :

• Possibility to search by scope, standard, user number, user first name…)
• Facilitate auditors assignment to audits by using the qualification list with filters possibilities

Instructions :

Proceed as follows to inactivate an auditor, starting from the left menu:

1- Click on “CB Users”

2- Select the concerned auditor (in case of a long list, use the search boxes on the top of the page)

3- Click on “Edit”

4- Tick the “inactive” box.

5- “Save”

Notes :

• Inactivating the auditor will automatically block his/her access and move him/her away from the proposed auditors you can assign to organisations and audits.
• Deleting an auditor is not possible with a CB Admin access. Only ViaSyst Admin can do it, on request. The only auditors that ViaSyst will delete are auditors without any audit assigned to their profiles. The reason is that deleting an auditor would corrupt and invalidate all audits and audit data in which the auditor has been involved, whereby these data shall remain exploitable.

Tips and recommendations :

Difference between the active and inactive status:

• Active auditors can be assigned as auditor to new audits, but inactive auditors cannot
• Auditors with both status are visible by the scheme owner upon CB validation.
• Inactivating the auditor will automatically block his/her access and move him/her away from the proposed auditors you can assign to organisations and audits.

Necessary rights: CB Admin

The “Edit” rights for “Offers” & Contracts” are the following:

• Add, edit, delete offer folders for the organisations of the assigned departments

Instructions:

Proceed as follows to assign access rights “Edit” for “Offers & Contracts” , starting from the left main menu:

1- Click on “CB Users”

2- Open the user profile by clicking on the “User Number”

3- Click on “Access Rights” button on the top

4- Scroll down to the section “Offers & Contracts” to assign the applicable rights

5- The CB admin has two options to assign “Edit” rights for “Offers & Contracts”:

• Assigning overall “Edit” rights for all the departments through “Rights for all departments” section by ticking the box “Edit”
• Assigning “Edit” rights department per department through “Rights per departments” section by ticking the “Edit” box of the appropriate department(s)

6- “Save”

Notes :

• For more information about the required rights to do this action, see: Roles and access rights
• Organisations that are not assigned to a department are not assigned to the “Offers & Contracts” user. To assign departments to an organisation, see: 2. Assign Organisations to CB departments

Necessary rights: CB Admin

The “Review” rights for “Offers” & Contracts” are the following:

• Add, edit, delete offer folders for the organisations of the assigned departments
• Application review of offer folders for the organisations of the assigned departments

Instructions

Proceed as follows to assign access rights “Review” for “Offers & Contracts” , starting from the left main menu:
1- Click on “CB Users”

2- Open the user profile by clicking on the “User Number”

3- Click on “Access Rights” button on the top

4- Scroll down to the section “Offers & Contracts” to assign the applicable rights

5- The CB admin has two options to assign “Review” rights for “Offers & Contracts”:

• Assigning overall “Review” rights for all the departments through “Rights for all departments” section by ticking the box “Review”
• Assigning “Review” rights department per department through “Rights per departments” section by ticking the “Review” box of the appropriate department(s)

6- “Save”

Notes :

• For more information about the required rights to do this action, see: Roles and access rights
• Organisations that are not assigned to a department are not assigned to the “Offers & Contracts” user. To assign departments to an organisation, see: 2. Assign Organisations to CB departments