Administration

The Administration area offers you the possibility to manage Users: create, edit, search and delete them. You can also manage User Groups and User roles, as well as make other administrative settings here, like authorizing Processes to certain user groups and changing the UI configuration.

However, the Administration area is only displayed if you have the user role Administrator.

User management

Inside the User management administration, you have the possibility to see the entire user list and to create, edit, search and delete users.

Here, you are able to visualize the *Users* main screen.

Moreover, the current number of all existing users is displayed in the header bar, next to the breadcrumb.

Here, the current number of all existing users is being displayed in the header bar, next to the breadcrumb.

How do I create a new user?

First, navigate to the Administration area and select User management. Then open the OPTIONS tab on the right side and click on NEW USER.

Here, you can start the process of adding a new user into the system.

In order to create a new user, you must enter the name and email address of the new user, and submit the form.

The new user will be added into the system after clicking the *SAVE* button.

After submitting the form, the user is created inside the system and receives an email that contains an activation link.

Hint

The activation link has a limited duration of twelve hours.

How do I delete an existing user?

Navigate to the Administration area, select User management and navigate to the user you want to delete. Now, open the context menu by clicking on the three dots on the right side of the working area. Then choose Delete.

Click *DELETE* to permanently remove an existing user from the system.

Warning

After clicking Delete, the user will be permanently removed from the system.

How do I edit user details?

Navigate to the Administration area, select User management and click on the user whose details you want to change.

How do I search for a user?

Navigate to the Administration area and select User management. You will then see the filter symbol (represented by a funnel) on the right side. Now, you can enter the email address or the name of the user and search for it.

The *Search* function can be used to find existing users inside the *Users* section.

Note

Search results are also displayed for which the entered term is only part of the name. For example, the search term “Mann” finds the name “Mustermann”.

Group management

Inside Group management administration you can assign Users to certain User groups and manage them.

How can I manage user groups?

Navigate to the Administration area and then click on Group management.

Inside the *Administration* area you can find the *User groups* section.

Here you get an overview of all user groups in alphabetical order and you can see the number of current user groups to the right of the heading Group management. The number of associated users is also displayed directly under the name of the respective user group.

How can I create a new user group?

To create a new user group, navigate to the Administration area and click on Group management. Then click the ADD GROUP icon.

Here, you can start the process of adding a new user group into the system.

Then, enter your desired group name and the new group will be displayed in the overview.

The new user group will be added into the system after clicking the *SAVE* button.

How can I add users to a user group?

Navigate to the Administration area and select User management. Now select the user to whom you want to assign a specific user group. To do this, open the context menu and click on Details.

Click *ADD GROUP* to add an existing user into one or more groups.

With ADD GROUP you can now assign the user to the desired groups. Confirm your choice with APPLY.

After selecting the desired user group, click *APPLY* to visualize the changes.

How can I remove users from a user group?

Navigate to the Administration area, select the User management and open the details of the user you would like to remove from a specific user group. In the section Groups of {Name} hover over the desired group, click on the three dots on the right and select the option Remove group.

Inside the user *Details* view, you can remove the user from an existing user group by clicking on the trash can icon.

How do I delete an existing user group?

Navigate to the Administration area and select Group management. Now go to the line in which the user group to be deleted is located and click on Delete.

An existing user group can be permanently removed from the system by clicking *DELETE* in the *User groups* area.

Warning

With Delete the user group is permanently removed from the system.

User roles

In general, there are four different available user roles: PARTICIPANT, ANALYST, SUPERVISOR and ADMINISTRATOR.

How can I visualize the list of existing user roles?

Only users with an ADMINISTRATOR role are able to visualize, assign and remove user roles according to their needs.

Navigate to the Administration area and then click on User roles.

Administrators can fin the *User roles* section inside the *Administration* area.

The main screen of this section displays a list of the existing user roles inside the system.

In the main screen of this section, Administrators are able to visualize the list of existing user roles inside the system.

Also, the current number of all existing user roles is displayed in the header bar, next to the breadcrumb.

In the breadcrumb of this section, the number of existing user roles inside the system is shown.

How can I know which users belong to each role?

Inside the User roles main screen, enter the Details view of one particular role. You can do this by clicking on a particular user role, or from the context menu located on the right side.

From this view, you can visualize the list of existing users belonging to the selected role.

Click on a particular role to visualize the list of existing users belonging to it.

How can I assign a new role to an existing user?

Navigate to the Administration area, select User management and click on the user to whom you want to assign a new role.

On the right side of the user Details view, click on the ADD ROLE button.

Click on the *ADD ROLE* button to assign a new role to an existing user.

You can now assign a new role to the selected user. Confirm your choice with APPLY.

From here, you can assign a new role to the selected user. Confirm your choice with *APPLY*.

Hint

A role can be assigned to one or several users and a user can be granted several roles.

How can I remove the role of an existing user?

Navigate to the Administration area, select User management and click on the user whose role you want to remove.

Inside the user Details view go to the Roles of {Name} section.

Inside the user *Details* view you can visualize the roles currently assigned to that user.

By hovering the role and clicking on the three dots on the right you can remove the role from the user by clicking on Remove role.

Click on the trash can icon in order to remove one of the roles assigned to the selected user.

This section will be updated according to your choice.

Note

Even though users can hold more than one role at the same time, they must have at least one role.

Processes

Inside Processes administration you can authorize user groups to start certain processes.

Here, the *Processes* section appears inside the *Administration* area.

As soon as you assign a user group to a process, no one except the group will be able to start this type of process, wether it is from the New Processes view or from the Risk/Control Catalogue.

Corporate Design

Inside the Corporate Design area you have the option to adapt the design of BIC Process Control to the corporate design of your company.

How can I change BIC Process Control colors?

Navigate to the Corporate Design.

Here, the *UI configuration* section appears inside the *Administration* area.

An option appears in your work area in which you can adjust the Primary Color. To do this, click on the palette icon. After that, a window opens in which you can set your desired color, by selecting it or writting the Hex code.

You can change the *Primary Color* by clicking on the palette icon.

Save the change and the primary color will be updated.

Hint

The default color code of the application is #004B7A Hex code #004B7A is the default color of the system. :width: 25pt :height: 25pt.

How can I change the logo background?

Navigate to the Corporate Design. Here, you can adjust the Logo Background. To do this, click on the palette icon. After that, a window opens in which you can set your desired color, by selecting it or writting the Hex code.

You can change the *Logo Background* color by clicking on the palette icon. The background color can only be set for a transparent logo.

Save the change and the logo background color will be updated in the top left.

Hint

The background color can only be set for a transparent logo.

Archive

In the Archive view, you can set a retention period for risks and controls.

Here, the *Archive* section appears inside the *Administration* area.

BIC Process Control creates a new version for a control or risk each time a change is made. The retention period defines how long an archived version remains in the system. As soon as a risk or control version receives the status “archived”, the currently defined retention period is saved in this version. Once the retention period has expired, the risk/control version is deleted from the system. If such a version was created by a process, like Risk Assessment or Test of Design, the process instance and its tasks are removed as well. This will only happen, if the process instance is finished and there are no other history entries referencing to it.

Here, you can change the retention period.

Here you can set the number of months as retention period for versions of risks and controls. By default the system will use a retention period of 120 months (10 years).

BIC Process Design Connector

In case your tenant has a connection to BIC Process Design the Administration view offers a tile called BIC Process Design Connector.

Inside the *Administration* area you can find the *BIC Process Design Connector* section.

Here, when triggering the SYNCHRONIZE button, the BIC Process Design Connector will update all risks and controls based on the publication stage of the relevant repositories of your BIC Process Design tenant. This operation may take some time. In case of identifying differences a new version of that risk or control will be created. Active tasks / processes are not effected by these new versions. They will still rely on the state of information that was available at the moment of starting the process.

Inside the *BIC Process Design Connector* section by clicking on the *SYNCHRONIZE* button you can update all risks and controls based on the publication stage of the relevant repositories of your BIC Design tenant.

When the action is completed satisfactorily without errors in the top of the screen the following message appears.

Inside the *BIC Process Design Connector* section when the synchronization make without errors appears this message.

When the action is not completed satisfactorily in the top of the screen the following message appears.

Inside the *BIC Process Design Connector* section when the synchronization make with errors appears this message.