FIELD·TEQ™System Administrators

Quick Start Guide

Version 2.0

ContentsIntroduction..........................................................................................................................................................3

Create administrators............................................................................................................................................3

Configuration of FIELD·TEQ...................................................................................................................................5

Modify page names...........................................................................................................................................5

Modify Online Help...........................................................................................................................................6

Help Sections.................................................................................................................................................7

Help Pages.....................................................................................................................................................7

Help Page Content.........................................................................................................................................8

Help Page Mapping.......................................................................................................................................8

Modify Reference Items....................................................................................................................................9

Modify Assets..................................................................................................................................................10

Modify Organisation Units...............................................................................................................................12

Modify Personnel Settings...............................................................................................................................14

Statement of Understanding.......................................................................................................................14

Affiliation Types...........................................................................................................................................15

Configuration of Applications Settings.............................................................................................................16

Creation of New Activity Types............................................................................................................................17

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IntroductionThis guide is intended for users who manage FIELD.TEQ configuration, types and settings.

After installation FIELD·TEQ is typically configured to reflect organisational requirements. This guide provides information on the likely system administration tasks required to configure the default FIELD·TEQ instance to meet those organisational requirements.

Further FIELD·TEQ information is available from the FIELD·TEQ Online help, for more extensive customisation contact the support team through the FIELD·TEQ Support Portal (http://team.synateq.com/field.teq)

Typical steps after installation are:

Create administrators

Modification of FIELD·TEQ:

o Terminology and Online help

o Assets

o Statement of Understanding

o Affiliation types.

o Reference Items

o Organisational units.

Configuration of Application Email Settings

Create administratorsTypically organisations have an administrator for system management and configuration; and an administrator for activity based management and configuration. After installation it is necessary to create activity based administrators by assigning an administrator to the appropriate security groups.

To create an administrator:

1. Ensure the administrator has created a user login (by logging in to the system).2. Navigate to the SYSTEM area then select the Users tab to display the Users page, an example is shown in

Figure 1.

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Figure 1 System Administration Users page

3. Select Details for the user destined for administration to display the User Details page then select Edit to display the page with editable fields.

4. Select Admin Editor (of Personnel, Assets, Qualifications, Medical centres and Nominated Contacts) and System (Users and Security) security groups from the Available Items list, then select the button to display the selected security groups in the Selected Items list. An example is shown in (Note: the Home Page Access security group is automatically assigned when a user creates a login).

Figure 2 User Details page with selected security groups

5. Complete the page then select the Save button.

The Administrator will be able to administer users and assign them to suitable security groups for their roles at their next login.

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Configuration of FIELD·TEQFIELD·TEQ can be configured to use the terminology, organisational structure and Statements of Understanding chosen by the institution. These configurations occur in the following system areas:

Pages and Online Help

Reference items

Assets

Org (Organisation) Units.

Personnel

o Statements of Understanding

o Affiliation Types.

Modify page namesFIELD·TEQ page names can be modified to reflect the organisational terminology.

To modify page names:

1. Select the Pages tab from the SYSTEM area to display the Pages selection page.

Select a section of the application to modify from the Main Sections drop-down list to display a list of section pages, an example is shown in .

Figure 3 Section pages

To change the tab position of a page when displayed:

1. Select the button to move the page towards the start of the tab list.

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2. Select the button to move the page towards the end of the tab list.

To change the name of the page:

1. Select Edit to display the Menu Text (the name displayed to users) and the Metadata Title (the name displayed on the browser window or tab) with editable fields an example is shown in Figure 4.

Figure 4 A page name with editable fields

2. Select Update to save the changes or Cancel to discard any changes and display the view only fields.

Modify Online HelpThe online help can be modified by changing the text or the help pages associated with individual FIELD·TEQ pages. The modifications available are:

Help Sections—modify how help pages are grouped when the help is displayed.

Help Pages—modify the name or order of help pages.

Help Page Content—modify the content of the help pages.

Help Page Mapping—modify which help page is associated with an application page (context sensitive help).

Users can view individual pages, the complete help as a one-page manual and traverse any sections or pages from any help page.

Management of the online help is greatly simplified if the help sections and help pages reflect their associated application pages.

Help Sections

The Help Sections page defines categories for grouping help pages. The sections are used to filter pages displayed to users in the online help, as shown in Error: Reference source not found.

To modify help sections:

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1. Navigate to the SYSTEM area then select the Online Help tab to display the Help Sections page, an example is shown in 5.

Figure 5 Help Sections page

2. The order of the help sections can be changed by using the Display Order arrow buttons and to edit or archive a section select Edit.

3. Create a new section by entering a section name in the Section Name field on the last row of the table then select the Save New button.

Help Pages

The Help Pages page configures the help page titles and associates the page with a help section. The page format and behaviour is similar to the Help Sections page.

1. Select the Help Pages tab to display the Help Pages page.2. Select a Help Section from the drop-down list to display the pages associated with that help section.

The order of the help pages can be changed by using the Display Order arrow buttons and to edit or archive a page select Edit. Help pages are removed from display by archiving.

To create a new page:

1. Enter a page name in the Page Title field on the last row of the table then select the Save New button.

Help Page Content

The Help Page Content page in the SYSTEM area enables the modification of online help, an example is shown in Figure 6.

To modify a help page:

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1. Select the Help section from the drop-down list then the Help page from the drop-down list.2. Select the Create new version button then edit the text displayed in the Content editor.

Figure 6 Help Page Content

3. Complete the page then select the Save button.

The modified help page is not displayed to users until the content has been approved.

Help Page Mapping

The Help Page Mapping page associates a help page with a FIELD·TEQ application page.

1. Select the Help Page Mapping tab to display the Help Page Mapping page, an example is shown in 7.

Figure 7 Help Page Mapping page

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To edit the help page mapping:

1. Select a section of the application from the Main Section drop-down list to display a list of the application pages in that section with their associated help pages.

2. Select Edit to display the Help Section and Help Item drop-down lists. 3. Select a Help Section then select a Help Item (Help page) to be displayed when the help link is selected

from that page. 4. Select Update to complete the edit.

Modify Reference ItemsFIELD·TEQ reference items are configurable lists that provide users with a list of options when entering information, such as qualification and affiliation types, an example reference item is shown in Figure 8.

To assist users to make the correct selection it is important to modify the terms to reflect organisational usage.

Figure 8 Blood Types Reference Item

To modify reference items:

1. Select the Reference Items tab from the SYSTEM area to display the Reference items selection page.2. Select the Reference Item from the drop-down list to display the list of associated options.

To add a new option to a reference item list:

1. Enter a name in the text box on the last line of the Description column then select the Save New button.

To edit an existing reference item option:

1. Select Edit to display a reference item option with editable fields, the option can be renamed and archived. Options that have a Display Order column can be reordered using the arrow buttons.

Reference items that are typically customised include:

Approval Ratings

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Affiliation Types

Qualification Types

Service Types.

Modify AssetsAsset records are maintained in FIELD·TEQ providing service and repair histories for OHS auditing and general asset management. Typically an organisation will need to add asset types to describe the assets particular to their field.

After adding a new asset type asset sub-types, service types and asset properties can be configured.

Asset types are added on the Assets page in the SYSTEM area, an example is shown in Figure 9.

Figure 9 Asset Types page

To add an asset type:

1. Select the Add New button to display the Type Details page where the Asset Type can be entered and saved.

After saving the Asset Type, Sub-Types and Service Types can be added using the Add New button on the respective page, examples of the pages are shown in Figure 10 and 11.

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Figure 10 Asset Sub-Types page

Figure 11 Service Types page

To add Properties for asset types and sub-types:

1. Select the Asset Details Properties (Typed) page or the Asset Details Properties (Sub-typed) page from the Properties page.

2. Select the Asset Type from the drop-down list to display a list of properties associated with the asset type or sub-type.

3. Enter or select values on the last table line then select the Save New button.

Examples pages are shown in Figures 12 and 13.

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Figure 12 Asset Details Properties (Typed) page

Figure 13 Asset Details Properties (Sub-typed) page

Modify Organisation UnitsOrganisation units are used to control the activities and projects available to users. Users within one organisation unit can only view or be associated with activities and projects for their organisation unit or its child organisation units.

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In the organisation chart of Figure users belonging to the All group can participate in both University and External activities. Users in the University organisation unit can only participate in University, Zoology, Geology, Geography or Botany organisation unit activities.

Figure 14 Organisation chart showing organisation units

Organisation units are modified on the Org unit page in the SYSTEM area, an example is shown in Figure .

Figure 15 Org Units page

To edit an organisation unit:

1. Select its Details button to display the Org Unit Details page. 2. Select the Edit button to display the properties with editable fields where new values can be entered or

selected. 3. Select the Save button to complete the changes.

To archive an organisation unit:

1. Select its Details button to display the Org Unit Details page.

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2. Select Remove.

Modify Personnel Settings

Statement of Understanding

All Statements of Understanding are displayed on the Personnel Statements of Understanding page. This page is accessed by selecting the Personnel tab in the SYSTEM area, an example is shown in Figure 15. Statements of Understanding must be approved before they are displayed for user selection.

Figure 15 Personnel Statement of Understanding page

Statements of Understanding are displayed on this page can be filtered by checking either:

Include Archived

Show Approved Versions Only.

To view a Statement of Understanding:

1. Select Details to display the Personnel Statement of Understanding Details page, an example is shown in Figure 16.

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Figure 16 Personnel Statement of Understanding Details page

To modify a Statement of Understanding:

1. Select the Create New Version button then edit: text, associated activities or archive.2. Select Save to complete the changes.

The modified Statement of Understanding will not be displayed to users until the content has been approved. It is important to note that selecting the Requires Agreement check box will cause all currently approved registrations to require re-lodgement with acceptance of the new Statement of Understanding.

Changes that do not select the Requires Agreement check box will only be used for new registrations.

Archived Statements of Understanding are not shown in user selection lists.

Affiliation Types

Affiliation types are categories used to group users and each user must select an affiliation type when they register. Typically affiliation types are specific to an organisation with the default affiliations intended for use with universities, other organisations will likely change the affiliation type names to reflect meaningful groupings within their organisation.

Affiliations are modified on the Affiliation Types page selected from the Personnel page in the SYSTEM area, an example is shown in Figure 17.

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Figure 17 Affiliation Types page

To edit an affiliation type:

1. Select Details to display the Affiliation Type Details page where the type can be changed. 2. Select Save to complete the changes.

To create a new affiliation type:

1. Select the Add New button to display the Affiliation Type Details page. 2. Complete the page then select the Save button add the new type to the list.

Configuration of Applications SettingsThe only settings requiring configuration after installation are:

SMTP_BCC—used to keep a copy of all emails sent by the system.

SMTP_From—the email address used by all system emails.

SMTP_ReplyTo—the email address that replies to system emails will be sent.

SUPPORT_EMAIL_ADDRESS—the email address for support issues. This address is displayed on the login page and in the help.

These values can be configured from the Application Settings page in the SYSTEM area and are most easily found by going to the last page of settings then working backwards to the next page. An example of the Application Settings page is shown in Figure 19.

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Figure 19 Application Settings page

To modify a setting:

1. Select Edit to display the setting value and description with editable fields. 2. Select Update to complete the changes.

Creation of New Activity TypesPlease contact Support if you need to create new activity types. We have Business Analysts who can assist you with this process; however, this is a chargeable service.

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