III. Organisations

Instructions :

Proceed as follows to create a new organisation, starting from the left menu:

1- Click on “Organisations

2- Click on “Add organisation”

3- Enter the organisation details, such as: Obligatory fields marked with a red star as (Organisation name, Address, City, Country…)

4- In the section “Users level rights” Manage the rights to give to each user to this new organisation through the fields “Review” and “Edit”

5- Tick the standards to assign to this new organisation through the field “Standard(s)”

6- “Save”

Notes :

• For more information about the required rights to do this action, see: Roles and access rights
• If the invoicing address if the same as the organisation details, do not complete the “invoicing address” part. Data will be automatically retaken from “Organisation address”
• If the invoicing address is different from the “Organisation address”, tick the box “Different from Organisation name and address” and complete the different fields in the section “Invoicing address”
• For FAMI-QS CBs, the section “Invoicing address” is mandatory and should be precisely completed as the content of this part will be visible in the FAMI-QS public list.
  • If the invoicing address if the same as the organisation details, do not complete the “invoicing address” part. Data will be automatically retaken from “Organisation address”
  • If the invoicing address is different from the “Organisation address”, tick the box “Different from Organisation name and address” and complete the different fields in the section “Invoicing address”
• In the organization’s “Audits” tab, you can filter audits by audit folder name, standards, audit folder status or audit dates.

Tips and recommendations :

• Check whether organisation creation succeeded (green display bar), unless (red display bar with error message) remediate by clicking “Edit”
• The standards selected in this page, will be automatically preselected in the offer & contract, planning and audits that you will create within this organisation
• If you have a large number of organisations to create, ViaSyst can provide you an excel sheet framework which you can fill in with your data and hand over to ViaSyst for data importation in one batch
• Click on the blue titles such as “Organisation address”, Invoicing address”… to open/close the different sections

Mistakes to avoid :

• Enter all fields marked with a *, which are the obligatory fields requested for the audit report
• Do not use specific characters like: “,; in the organisation name

Necessary rights: CB admin and “Offers & Contracts” users assigned to the organisation

Instructions :

Proceed as follows to assign departments to an organisation, starting from the left main menu:

1- Click on “Organisations”

2- Enter the organisation name in the filter field and click on “Filter”

3- Open the organisation

4- Click on “Edit”

5- In the field “CB departments” tick the applicable department(s) for the organisation

6- “Save”

Notes :

• The list of departments can be personalized by ViaSyst. If you need more departments to be available on the list, please contact ViaSyst.
• This section of the user guide is not applicable for CBs which have no department added to ViaSyst (the field department is not displayed in the organisation page in that case).
• If no department is assigned to the organisation, it’s not possible to define “Offers & Contracts” users for the organisation.

Instructions :

Proceed as follows to generate a multisite organisation by adding subsites to an existing organisation, starting from the left menu:

1- Click on “Organisations”
2- Enter the organisation name in the filter
3- Click on “Apply”
4- Open the organisation to update
5- Click on “Edit”
6- In the section multisite organisation, enter the details for one site (Site number, Site name, Address…)
7- Use the “Description” field to specify which part of the process is concerned or any other information linked to the subsite
8- Click on “Add another site” to open a new section and enter the details for the second site (Site number, Site name, Address…) and proceed with adding all the sites
9- “Save”

Notes :

• All the sub sites name, address & scope statement added in the organisation page, will be proposed in the generated report and certificates linked to this organisation. You will have the possibility to untick the not applicable sub-site in the report & in the certificates.
• To remove a site from the multisite organisation, open the organisation in view mode and click on “Delete site” available for each site

Tips and recommendations:

The objective of this feature is to simplify your work for the certificates that apply to a multisite organisation by allowing you to pool all the sub-sites and link them to:

• an unique audit folder and report that covers all sub-sites
• an unique certificate with the same content (scope, date, status) applicable for all sub-sites.

Instructions :

Proceed as follows to edit an organisation’s details, starting from the left menu:

1- Click on “Organisations”

2- Enter the organisation name in the filter

3- Click on “Filter”

4- Open the organisation to update

5- Click on “Edit”

6- Enter / adapt the new organisation details

7- “Save”

Notes:

• For more information about the required rights to do this action, see:   Roles and access rights

Instructions :

Proceed as follows to delete an organisation, starting from the left menu:

1- Click on “Organisations”

2- Enter the organisation’s name in the search field and click on “Filter” or select the requested organisation in organisations list

3- Open the organisation to delete (by clicking on its name)

4- Click on “Delete”

5- Write the word “Delete” to confirm

6- Click on “Delete”

Notes :

• for step 5, if you are using another language than the English, write the word mentionned in the guidance proposed
• For more information about the required rights to do this action, see: Roles and access rights
• Deleting an organisation will delete all offers and contracts, audits and certificates assigned to it

Instructions :

Proceed as follows to create an organisation contact, starting from the left menu:

1- Click on “Organisations”

2- Enter the organisation’s name in the search field

3- Open the organisation

4- Click on “Contacts” on the left-hand side menu

5- Click on “Add contact” on the top right

6- Enter the contact’s details

7- 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)

8- “Save”

Proceed as follows to link existing user to an organisation, starting from the left menu:

1- Click on “Organisations”

2- Enter the organisation’s name in the search field

3- Open the organisation

4- Click on “Contacts” on the left-hand side menu

5- Click on (Un)link contact

6- Use the search fields to search for the corresponding contact to assign to this organisation

7- Tick the contact (or all the contacts to assign to this organisation if many)

8- “Save”

Proceed as follow to edit an organisation contact:

1- Reproduce the 4 first steps of creation of an organisation contact

2- Click on “Edit”

3- Edit corresponding fields

4- “Save”

Notes :

• The platform allows to create as much contacts as necessary. The only limit is that each contact shall have a specific e-mail address.
• It’s possible to assign the same contact to many organisations at the same time
• The contacts having access to the organisation will be visible on the list as ticked
• Only audit folders validated by reviewer or published by CB users are visible
• All organisation’s contacts receive automatic notifications linked to the processing of findings and comments when their profile is ticked to be notified

Tips and recommendations:

• The profile of the contacts organisation with no organisation linked to their profile will be automaticially blocked

Instructions :

Proceed as follows to extract organisation’s data, starting from the left menu:

1- Click on “Organisations”

2- Click on “Extract” available under the filter fields

3- The Excel Extract will automatically be downloaded

4- Save the file as “Excel File” (drop list in excel)

Notes :

• The option “Extract” is available for all CB users and for clients but the content of the extraction is restricted to the organisations that are assigned to them
• The Extraction is a simple way to browse in a unique file the list of all the organisations generated by the Certification Body on the Database: displays one line per organisation which contains all the details of the organisation. In case of multisites, displays one line per site