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Compleye Online has an Audit Trail enabled via Activity Log by default and keeps record of the activities and changes to all sections and subsections. Activity details are grouped by day and type of changes logged are: Added, Removed or Updated.
Users are able to view changes that they have performed or those of their team members. Therefore there is control over the data alongside information about what changed, who changed it and when. This functionality meets audit requirements.
The Activity Log overview can be exported as a PDF document.
This functionality enables Users to add general information on specific topics, add specific documents to a module, or write notes for other team members and users of Compleye Online. In the Wiki pages of the specific Section you can find examples, tips and checklists that you can use for this feature, by copying the wiki info into this feature, you can customize content to your own needs. Other team members can use this also as a checklist, quick read or a reference.
The overviews in Sections can be customized by making use of Filters. First check the filter and choose which fields you want to use in your overview. Next click on Filter – a horizontal search bar will appear and you can make use of the search feature.
Documents can be uploaded on all sections where necessary or handy. Accepted file extensions for the uploads are .PNG, .JPEG, .JPG, .SVG, .PDF, .TXT, .DOCX, .PPTX, .XLSX, .XLS.
X-Ray uploads need to have .PNG, .JPEG, .JPG or .SVG extension.
There is possibility to download and generate PDF file of the Activity Logs, Supplier Assessment, download information from X-Ray Components section and downloading (and uploading) of the documents.
Activity Log downloads can be a requirement for high level compliance standards in Quality Management Systems. X-Ray Components Downloads can be used during compliance processes, when stakeholders request general security information on specific components.
All of the uploaded documents can be removed or downloaded from the sections that they are uploaded to or from the Documents Library. Documents can also be downloaded directly from the edit mode.
For specific sections we have made Export of data available – See Export data to a CSV file below.
In some Sections and subsections you can find this Dynamic field function. This will enable you to add an extra custom field to a specific form and removing such field, if required. When adding such a field to a new record (e.g. a new team member) – The field will automatically be added to existing records. Please be careful adding these fields – as they will have impact on the view mode when you will add a new record.
A. Creation of client boards :
B. User Profiles
There are 3 user profiles available per client board, with different authorization levels:
| User Profile | authorizations | |
| Client Admin | a minimum of 1 admin needs to be assigned |
Create additional users, assign sections per user types. Have edit rights on all sections. Can grant access to Compleye Team members to access the board, following the Privacy by Design policy. |
| Client Regular | depending on subscription a maximum is determined | Have edit rights on all assigned sections. |
| Client Observer | depending on subscription a maximum is determined | Have read and download rights on all assigned sections. |
Tip: While It is possible to assign the observer role to the sections and it is great functionality to have, still be careful when adding personal information (contracts, other confidential or sensitive information) that only appropriate access roles are applied to that section.
C. Password requirements :
Account registration form requires generation of the password with the requirement of minimum of 8 characters, with upper and lowercase, a number and a symbol. Clients have the possibility to change their passwords and to reset their passwords in case they forgot their credentials.
In order to supplement a user-controlled password, Compleye Online provides the two factor authentication (2FA) solution with an unique and dynamically generated code by an authenticator.
We have enabled an Automatic log out after 24 hours (from the platform). This means that you will be automatically logged out of your account after 24h. Make sure your work is saved !
Automatic Mail Reminder feature is available for Call to Action, Improvements and Controls. When installed, an e-mail reminder will be sent 3 days prior to the deadline of the task.
You will receive an e-mail :
Title: Action required
Body: This is a reminder that the following task [link] is due soon.
Thank you
Compleye Team
=> the [link] will direct you to the task.
How to install – 3 steps?
Step 1. Make sure the person that wants to receive the reminders is added as a ‘regular user’ of Compleye Online.
Go to section Leadership & Management – subsection People@. Choose the team member – Click on the Edit button, so we can make the changes. In this menu you can choose between 3 tabs : General, Contact and Contract.
Step 2. Go first to CONTACT tab – add the email address in the box ‘private email‘ [we will change the name of this box shortly into ‘automatic email reminder address’] Make sure that the email address that is added is the same, that is being used to add the person to the client board. We advise always to use the regular business email address for Compleye Online.
Step 3. Finally : Go to GENERAL tab – find the Checkbox Enable Reminder Notifications. Enable the function by clicking on the checkbox (yellow). And press the button Save.
The notifications will be sent only to tasks that have been assigned to you as owner (of the call to action, improvement or control)
NB It is important that the email mentioned under contacts and the email used to connecting to the board is the same. So, if you do not have an overview of the users of the board to check this – please reach out to our support team – by using the button on your dashboard. We are happy to provide you with an overview of all of your users with email addresses.
You can export data from the following sections:
Leadership & Management – People@ subsection
Measures & Controls – subsection Asset Management
Measures & Controls – subsection Management
Risks & Opportunities – subsection Suppliers Overview
By making use of the Export All Button.
– The data will be exported into a CSV file.
– The data that can be exported are as follow:
For People@ : Person Name, Profile, Team, ISMS team members, Private email, Type of contract and Starting date
For HW Assets: Serial number, Asset type, User, Company owned and Still in use
For SW Access: Software tool, Admin, Status, Internal access and External access
For Supplier Overview: Supplier Name, Owner, Status, ISO27001 Certified, Terms and Conditions, GDPR Policy, NDA / Confidentiality Agreement, Data Process agreement, Service Level Agreement, Other Certifications, Extra Info, Information Security Risk, Business Continuity Risk and Quality Risk