Confidential Feedback Records

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We have now introduced the ability for your staff to enter confidential feedback records that are only accessible by specific staff dependent upon configuration (see below) and who the staff member picks as the Assignee to that confidential record. The rules apply to the record, alert recipients and when reports are generated.

When can I see, get alerts and report on a Confidential record?  

1. If I am a Confidential Assignee (regardless of security policy)

2. If I am a Confidential Administrator (regardless of security policy)

3. If I am entered as a Person Responsible (regardless of security policy / confidential setting)

4. If I am assigned to an Open action (regardless security policy / confidential setting) 

Custom labels – to allow users to enter confidential record via the core database

1. Go to Settings > System Settings

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2. Click on the Custom Label Tab

3. Next navigate to and click on Suggestion > Details (Suggestion_Details.aspx)

    

4. Scroll down to the label “Is This a Confidential Record?” and click on the edit pencil next to it

5. Tick the checkboxes eg Visible /Half page and set Sort Order

6. Once done click on the Tick icon to save changes

Compliance Portal Settings – to allow users to enter confidential records via the portal

1. Go to Settings > Apps Settings

2. This will take you to the Compliance Apps Settings Tab

3. From the Section Drop Down Field select Feedback Management

4. Navigate to the field “Is this a Confidential Record” and tick the visible checkbox. Once done click on the “tick” icon to save changes.

Confidential Assignees – The positions visible for selection for alerting/access purposes when a record is ticked as confidential. To set this up:

1. Go to Governance > Position

    

2. Select a position by clicking on the edit pencil next to it. This will direct you to the position details tabn
   -new checkbox exists: "Visible in Suggestion Confidential Administrator / Assignee List"

3. Tick the “"Visible in Suggestion Confidential Administrator / Assignee List" checkbox and click on the Save Button

Note: This step must be completed prior to selecting Confidential Administrators

Confidential Administrators – the positions that have access to ALL confidential records. To set this up

1. Go to Settings > System Settings

2. On the Organisation tab scroll down to the Confidential Administrator section

3. Select and set the Confidential Record Type eg Staff /Selected Position/Selected Unit and Position

4. Once done click on the save button

Confidential Assignee Alerts – Templates to be created to send To: Confidential Assignee.

• Go to Reminders > Setup > alerts to consider setting up for Confidential Assignees are listed below.

Confidential Administrator Alerts – Templates to be created to send To: Confidential   Administrators

• Reminders > Setup

Alerts to consider setting up for Confidential Assignees are listed below.

• On Suggestion Created

• On Suggestion Created Remote

• On Suggestion Follow Up

• On Suggestion Review

Assuming that all configuration steps above have been completed, you are now ready for users to safely submit confidential records, knowing that the information they provide is only accessible by a select number of staff.

When entering records, the user ticks the “Is this a Confidential Record” checkbox. This then presents a new list of options to select their preferred confidential assignees that will have access to the record and receive alerts.

Click here to download a copy of the guide

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