TriLine: What are TriLine portal users? and How to manage it?

Who can use the Portal

The Portal is available to all members of your organisation regardless of their current access to the full TriLine GRC system.

Users of the Portal can record new Events and Register.

To use the Portal, you must have one of the following:

A TriLine GRC user id, or
Be registered as Portal User and have a Portal User id.

When a new Event or Register is entered in the Portal, they are recorded to the TriLine GRC system. The TriLine GRC system is then where the Event or Register can then be acted upon as required.

Depending on your Portal configuration, you may also be able to review your ‘not closed’ Events and Registers in the Portal.

The Portal Users tab

Portal Users can be added, edited and deleted from the Portal Users tab.

'The ‘Portal Users’ tab

		The ‘Portal Users’ tab elements
ID	Item	Description
1	Page Navigation Panel	Use the controls in this panel to move between List Pages and set the number of Portal Users Records to display per-page.
2	Text Search Filter	Enter some text to display only those record list entries that match this text.
3	Column Headers	Use the controls in the Column Headers to filter the Records in the list.
4	Portal Users list	Displays the list of Portal Users in your TriLine GRC system.
5	Password Strength icon	This icon indicates the strength of the password.
6	‘Block a Portal User/Approve a Portal User’ icon	Click this icon to change a Portal User to Blocked or Approved status. The icon shows the current status.
7	‘Convert Portal User’ icon	Click this icon to change this Portal User into a TriLine GRC User Position. This is a one way only conversion.
8	‘IP Address Usage’ icon	Click this icon to view all IP addresses used by this Position. The IP addresses can be blocked or allowed.
9	‘Show Portal Usage’ icon	Click this icon to show the history of this Portal User
10	‘Edit Portal Users’ icon	Click this icon to edit this Portal User’s Details.
11	‘Delete Portal Users’ icon	Click this icon to delete this Portal User.
12	‘Add Portal Users’ icon	Click this icon to add a new Portal User. See ‘Adding a new Portal Users’ for more information.
13	‘Reset Grid’ icon	Click this icon to reset the grid to the default view.

Procedures

Access the Security Centre Portal Users tab

From the main menu select Maintenance | Security Centre.
The Security Centre page is displayed.
Click the Portal Users tab.

Adding a new Portal User

Administrators can add a new Portal User using the ‘Add New Portal User’ popup window.

Note: Review the TriLine GRC New Portal Welcome first if the Send Invitation feature is required.

Access the Security Centre Portal Users tab.
On the ‘Portal Users’ tab, click the Add icon.
The ‘Add New Portal User’ window is displayed.
Complete items 1 through 9 in the ‘Add New Portal User’ window. See The ‘Add New Portal User’ window elementsfor details of each field.
Click the ‘Save’ icon 10 to save the new Portal User.
Check that the new Portal User appears in the list on the Portal Users tab (item 4).

The ‘Add New Portal User’ window elements

The ‘Add New Portal User’ popup window

		The ‘Add New Portal User’ window elements
ID	Field	Description
1	‘Title’ field	Enter a business Title. This title can match the person’s position title, or combined titles, within your organisation. Note: Unlike a TriLine GRC user’s Title, a Portal user’s Title does not need to be unique.
2	‘First Name’ field	Enter the first name of the person in the Portal User.
3	‘Surname’ field	Enter the last name of the person in the Portal User.
4	‘User ID’ field	Enter an unique ID that is used to successfully authenticate and log in to TriLine GRC. Note: If your site is self hosted and TriLine GRC is configured to use Windows Authentication, the User ID must be the same as the user’s Windows login username.
5	‘Password’ field	Enter a password that is used to successfully authenticate and log in to TriLine GRC. Note: If TriLine GRC is configured to use Windows Authentication, the Password must be the same as the user’s Windows login password.
6	‘Password Strength’ indicator	The strength of the ‘Password’ is indicated here. Passwords of at least 8 characters, consisting of a combination of lower case characters, upper case characters, numbers and/or special characters, will give the highest strength indication. A password is mandatory when adding a position, but the password strength is entirely up to administrator discretion as the new user will likely change it immediately anyway.
7	‘Confirm Password’ field	Re-type the Password, ensuring it matches what is in the ‘Password’ field.
8	‘Email’ field	Enter the email address of the Portal User. This field is optional and can be left blank.
9	‘Send Invitation’ checkbox	Tick this field to send an invitation email to this Portal User on saving 13 this Position. The invitation will contain the content on the User Emails, TriLine GRC New Portal User Invitation sub tab.
10	‘Save’ icon	Click this icon to save the new Portal User. If ‘Send Invitation’ 12 is ticked, this will go out with this save action.
11	‘Close’ icon	Click to close the popup window without saving.

Editing an existing Portal User

Administrators can edit an existing Portal User via the ‘Edit Portal User’ popup window.

Note: Review TriLine GRC Portal Welcome first if Send Invitation is required.

Access the Security Centre Portal Users tab.
On the ‘Portal Users’ tab, click the ‘Edit’ icon next to the Portal User you want to edit.
The ‘Edit Portal User’ popup window is displayed.
Complete 1 through 9 in the ‘Edit Portal User’ window. See The ‘Add New Portal User’ window elements for details of each field.
Click the ‘Save’ icon 10 to save the new Portal User.

Administrator Reset of a Portal User’s password

Although Portal Users can change their own passwords by following the procedure ‘Change your Password’, if required an Administrator can also change a Portal Users password.

Edit the Portal User.
Type a new password.
Confirm the password.
If required, check Send Invitation.
Save the changes.

Deleting a Portal User

Administrators can delete an existing Portal User by clicking the corresponding ‘Delete’ icon in the list on the Security Centre page (‘Portal Users’ tab).

Access the Security Centre Portal Users tab.
On the ‘Portal Users’ tab, click the ‘Delete’ icon next to the Portal User you want to remove.
A ‘Confirm Delete’ dialog is displayed.
On the ‘Confirm Delete’ dialog, click OK to delete the Portal User (or Cancel if you change your mind).
Check that the Portal User no longer appears in the list on the ‘Portal Users’ tab.

Approve or Block a Portal User from Portal Access

Each Portal User can have their access allowed or block on the Portal Users tab.

You will need to use this function if your system is configured to require Self Registered Portal Users to be approved.

This icon allows shows the action that will happen if it is click, from this you can infer the Portal User is currently in the opposite state.

Access the Security Centre Portal Users tab.
On the ‘Portal Users’ tab, click the ‘Approve/Block this Position from Portal Access’ icon of the Portal User you want to change access for.
The icon will change to opposite colour and a message will appear confirming the action taken.

Show Portal Usage

Each Portal Users History of Usage is recorded.

Access the Security Centre Portal Users tab.
On the ‘Portal Users’ tab, click the ‘Show Portal Usage’ icon of the Portal User you want to change access for.
The Show Portal Usage window appears.
The Portal User can view their (not Closed) Events and Registers. If the Documents module is installed, the Portal User can access portal available documents.

Change a Portal User to a TriLine GRC User

All Portal Users can be ‘upgraded’ into a TriLine GRC User. This is a one way process.

Access the Security Centre Portal Users tab.
On the ‘Portal Users’ tab, click the ‘Change to TriLine GRC User’ icon of the Portal User you want to change access for.
The ‘Portal User to TriLine GRC User’ window is displayed.
Complete items 2 through 5 in the ‘Portal User to TriLine GRC User’ window. See The ‘Portal User to TriLine GRC User’ window elements for details of each field.
Click the ‘Save’ icon 6 to change the new Portal User.
The new Portal User disappears from the Portal Users list and reappears on the Positions list on the Positions tab.

The ‘Portal User to TriLine GRC User’ window elements

		‘Add New Position’ popup window elements
ID	Field	Description
1	‘Position’ label	This is the Portal User that will be changed to a TriLine GRC User.
2	‘Escalate To’ selector	An optional field that determines who should be notified if a Task assigned to the Position becomes overdue. Click the dropdown to select an Escalation position. Note: The default ‘Escalate To’ position can be overwritten at each individual Task this position is an ‘Actioned By’.
3	‘Display in Lists’ checkbox	Tick this field to display this Position in the Position selection lists throughout TriLine GRC. Position selection lists consist of responsibility roles and Actioned By roles. Once security access is granted this will allow Tasks to be assigned to this Position. Note: If you want a user to have access to TriLine GRC without being able to have Tasks assigned to them, un-tick this field.
4	‘See Own Data Only’ checkbox	Tick this field to restrict the Position’s access to Records and Tasks that the Position has no directinvolvement with. Notes: See the Glossary entry for important information about the differing visibility of the ‘See Own Data Only’ setting with Records and Tasks, particularly when the Position has responsibility.
5	‘Send Invitation’ checkbox	Tick this field to send an invitation email to this Portal User on saving 6 this Position. The invitation will contain the content on the User Emails, TriLine GRC New Portal User Invitation sub tab.
6	‘Save’ icon	Click this icon to save the new Portal User. If ‘Send Invitation’ 5 is ticked, this will go out with this save action.
7	‘Close’ icon	Click to close the popup window without saving.