Folio FAQs

Here are some of the important data import rules you should keep in mind when importing actions and action assignments in Folio:

If afield is left blank then Folio will automatically apply organisational default settings to the corresponding action. Organisational default is thedefault action settings for the whole organisationset up in the Administration section.

Field Name

Description

Data Rules/Values

Title

Title of the action

Free text field with character limit of 255 characters

Description

Description of the action

Free Text

Action Category

Category of the action

Category as entered under Admin section

Must match existing categories.

Action Priority

Priority of the action

Single Select with options - High, Medium, Low

Person Responsible

Name of the person responsible for action

Name as entered under admin section

Must match existing names of users within Folio.

Business Unit

Name of the business unit.

If it is left blank then it will automatically default to the business unit of the person responsible

Business Unit name

For multiple business unit names list the names in the cell separated by a comma E.g- Operations, Finance, Sales, Customer Service

Due Date

Due date of the action assignment

Date Format as defined in Admin section.

Due Date must be a date in the future. It cannot be the current date or a date in the past.

Repeats

Frequency of recurrence of the action.

None

Daily / Weekly / Monthly / Quarterly / Six-monthly / Yearly

Repeat Every

Time period for action repetition.

Applicable for all the repeat options above except quarterly and six monthly.

E.g. Every 5 months; every 3years

Blank: If Repeats is also blank, follow organisational default, otherwise default to 1

A number

Repeat By

Pattern of action repetition.

Applicable only for the actions set to repeat Monthly, quarterly, or six-monthly.

E.g. Action can be set to repeat on the same day of the week or the same day of the month

Day of the Month or Day of the Week

If left blank, if Repeats is also blank, follow organisational default, otherwise default to Day of the Month

Repeat On

Day of the weekwhen action will be repeated.

Applicable only for actions set to repeat Weekly

E.g.Every Monday

Blank: If Repeats is also blank, follow organisational default, otherwise default to the day of the week of the due date

Mon, Tue, Wed, Thu, Fri, Sat, Sun (Monday, Tuesday, and etc are also acceptable)

Comments Required

Force the person responsible to enter comments on action completion.

You can force the person responsible to enter comments onlywhen they select certain responsefor action completion or you can also force comments on all the responses

E.g- It is possible to force users to enter comments when they select a response such as "Cannot do"

None

Doing, Done, Cannot Do or the values set up under Administration for Action Responses

Evidence Required

Force the user to attach an evidence on action completion

It is possible to force the person responsible to upload evidence documentonlywhen they select certain responsefor action completion and this can also force evidenceon all the responses.

E.g- You can force them to enter comments when they select "Cannot do"

Doing, Done, Cannot Door the values set up under Administration for Action Responses

Escalation Users

Usersto be notified if the action is not completed on its due date

None

User Names, comma separated

Eg Kim Wilson, Tarun Philip

Escalation Grace Days

Grace Period before action escalation

E.g. 1 day

Blank: Follow organisational default

A number

Notification On Assignment

How to send email notification to theperson responsible about action assignment

Immediate Email / Batch Email

Batch email groups notifications together

Notification on Progress

A notification is sent to the folio person responsible or designated escalation user when there is a progress

Immediate Email / Batch Email

Folio Person Responsible / Designated Escalation User

Notification Before the Due Date

How many days before the due date of action should Folio send a notification to person responsible

E.g- 1 week or 1 month

None

X Weeks or X Months

X is a number

Notification Before Repeated

How many times before the due date should Folio send notification to person responsible about the upcoming action assigned to them.

None

Weekly / Monthly / Quarterly

Notification Before Repeated On

The day that email notification is sent before the due date.

Mon, Tue, Wed, Thu, Fri, Sat, Sun (Monday, Tuesday, and etc are also acceptable)

Notification After the Due Date

How frequently the responsible userwill receive reminders after the action is overdue

Weekly/ Monthly / Quarterly

Notification After Repeated On

The day that overdue reminders are repeated.

Mon, Tue, Wed, Thu, Fri, Sat, Sun (Monday, Tuesday, and etc are also acceptable)

Notification on Completion

A notification that is sent out after the action has been completed

Immediate email / Batch email

Folio Person Responsible / Designated Escalation User

Linked Contracts

Linked to a contract Folio template

Contract key

Multiple contracts can be linked separated by a comma

E.g-Con-1, Con-2

Linked Contracts Comments

Comments when linking contracts to actions

Free Text

Multiple contracts can be linked to an action but only one comment can be imported for all these links

Linked Checklists

Checklists linked to action

Checklist assignment key and result due date, eg: GEN-1-3 30 Oct 2012.

Multiple checklist results can be separated by comma, but only one comment can be imported for all these links

E.g- Cgen-1, Cgen-2

Linked Checklists Comments

Comments when linking checklists to actions

Free Text

Multiple checklist results can be linked to an action but only one comment can be imported for all these links

Individual Folios in the system are able to be marked as confidential, which means that only selected users will be able to view this Folio. Marking a Folio as confidential means that:

The Folio will only be visible to selected users, the Person Responsible and any approvers.

The Folio will not appear on any List Screens.

The Folio will not appear in any report (regardless of who generates it).

The Folio will not appear in the Linked Folios section.

To use this feature you will first need to go to the Folio Template that you want, and on the Details page make sure that Ability to make Folios Confidential is set to Yes:

Once this is set to Yes, directly below that field you will see a new field labelled Users with access to Confidential Folios. This is where you can select what users will be able to access the Folios that you have marked confidential:

Note:As well as these users, both the Person Responsible and any Stage Approvers will retain access to the Folio.These users need to keep their access in order to still perform their required tasks. Also note thatSuper Users and Administrators will also lose accessto the Folio unless they are part of the group that has explicitly been given access.

Once the template has been set up correctly, to mark a Folio as confidential first go to the Folio that you want, then on the Details page click on the Ellipsis and select Make Confidential:

A warning will appear asking you to confirm the action, select Confirm:

You will now see a bar under the Status of the Folio confirming that the Folio has been marked Confidential:

To remove the confidential status from a Folio look at the ellipsis again and select Remove Confidential:

Because marking a Folio as Confidential removes it from the normal Folio List Screens, to view any Confidential Folios that you have access to click on Folios at the top of the screen and select Confidential Folios:

To create a public link on a template follow these steps:

Click on the gear icon to get taken to the Administration panel

The first thing you need to do is make sure that Public Links have been enabled on your instance. You do this by going to the Organisation icon- make sure that "Allow Public Links to create new Folios" is a Yes. MergeDoc

If you want to attach reference documents to the public link and want the submitter to be able to download those documents, select Yes for that option. This will mean those documents will be publicly available and viewable.

The next step is to activate the Public Link on the desired Contract Template/s. Click on FolioTemplates

Select the FolioTemplate that you want to create a public link for

Click on the "Public Link" button - on the right hand side (second from the right)

To activate a public link,click on the Activate button

Give the Form a name - this can differ from your internal Folio name for the FolioTemplate (for example you could have Employment Application on the Public Link but internally the Foliotemplate is known as Employment Contract).

You can choose to have the title of the Folio that is made from a public link submission be the default, which is the Folio Template name, or be auto-generated based on fields in the Folio. To so this select User defined, then select the fields you would like the title to be based on. Note that certain fields, such as attachment fields and fields that are in a table are not available for this:Now when a Folio is created from this public link the name will be based on the responses to these fields separated by a dash e.g. these fields:Will give a title that looks like this:

Anonymous Submission: You can provide the submitter the option of remaining anonymous. This is useful for whistleblowing on fraud reporting.

If you choose Yes for Anonymous submission then you will see another option of whether or not to allow an email to be provided. If you choose No, an email cannot be provided. If you choose Yes then providing an email is optional, and you will see several other options come up:

Save and Return to Form Later: This feature enables a submitter to save a partially completed form and return to it later to complete. Incomplete forms are stored for 30 days before they are completely removed from Folio. To enable this feature, select the checkbox. To know more about how the feature works click here.

If you want a Confirmation email to be sent to the submitter, select Yes under the Send Confirmation Email to Submitter heading. This will allow you to customise your own confirmation text, and will also let you include links in the email. If you select this option a PDF of the information submitted will be attached to this confirmation email.

If this Folio Template has aattached then you can choose to have one based on the submitted data sent to the Submitter by selecting Yes under Send Confirmation MergeDocs to Submitter, and then selecting the MergeDoc(s) you want to send under MergeDocs A copy of the MergeDoc will also be stored on the Folio :

If you want the person responsible to receive an email notification of the form having been submitted,select yes under theSend Email Notification to Approvers & Person Responsible heading. If No is selected the person responsible will not get a notification about the Folio being made, and if there are approvers in the first stage they will not receive any email about the Folio being submitted for approval (onlyfor the first stage):

You can also choose to send a notification to the submitter if their submission was rejected, or when the Folio created from their submission is closed. The rejection email also lets you include links, so you can for example include a link back to the public link and ask them to resubmit.

You can also change the Colour of the public link. This primarily changes the colour of the top border of the public link.

The URL of your Public Link will be displayed on thePublic Link tab. This can be published as a hyperlink on theinternet, your intranet or sent via email to selectedpeople to complete the form.

You can regenerate the URL at any stage by clicking on the Regenerate URL button at the top of the page.

Note:When a Folio is submitted on the Public Link, a PDF of the submission is generated and attached to the attachments tab of the newly created Folio. This allows for a record of the submitted data to be kept.

Note - In order to review the risk you need to be the Person Responsible for the Folio

To complete a risk review, either:

Click on the link in the reminder email that you have received; or

Click on Risk Review in your "To do" list; or

Search for the risk and edit the Risk Assessment, once you have updated the risk, you will then be given the option of applying that to any outstanding Risk Reviews.

Risk Review in your To Do list

Updating Risk

When you click on the Risk Review button you will be taken to an edit mode of the risk.

Make any changes to the assessment or risk fields that you require. You do not need to make any changes if the information is still current but you must click on update.

Once you have clicked on update, you will be asked whether you wish to apply the changes to outstanding risk reviews. Tick the risk reviews you would like to complete.

You can make comments and click on Done. If you have edited the risk but you do not want this to be the risk review then click on Complete Review Later.

Completing the Risk Review

The October 2019 release is scheduled for October 12, 2019 and includes the following:

Risk Dashboard

We are introducing a new risk dashboard designed to bring your risk information to life with new insights.

click here

For more information on the snapshots available in this dashboard click here.

SMS Notifications

Folio now supports custom notifications by SMS/text for all those critical, must-see notifications. This is an add-on feature to your Folio instance. For instructions on how to use this feature click here.

Customise your custom email notifications

Do more with email custom notifications, you can add an introduction and selected fields and more.

You can also now preview the email that will be sent while setting up the notification:

For more information on using Custom Notifications click here.

Send a MergeDoc to a public link submitter

When a person reports an issue, send them a MergeDoc and store a copy in Folio. For instructions on setting up a Public Link click here.

Permanent Record for initial report

When an incident is reported in Folio, Folio will now store the initial reported record as a PDF in Folio history.

Zip a Folio

Need to send a contract record and all its attachments to a colleague or an external consultant? You can now create a zip of the Folio and all its attachments:

For more information on how this works click here.

Confidential

The ability to make a Folio confidential on any template and reduce who can see that Folio instantly.

For instruction on how to make a Folio Confidential click here.

History Reporting

3 new reports on the history of a record in Folio. Risk History, Folio History and Action History.

For help with running these reports:

Risk History Report

Folio History Report

Action History Report

Risk Gap Report

A new report that shows the gap between target and actual risk.

For help on running this report click here.

Action/Checklist Results Access Rights

Action/Checklist results access rights can now be restricted by action category or Checklist Category. For more information on setting up Access Rights click here.

Update and Replace Folio Approvers in Workflow

When setting up a workflow you can now update and replace approvers in a stage even while there are still Folios pending Approval in that stage.

For more information on setting up a Workflow click here.

Entity Category Dependencies

You can now make fields dependant on the Entity Category field. For more information on setting up Entity Categories click here.

Folio Stages Snapshot

This snapshot shows on overview of the Folios in a particular template and what Stages they are currently in:

For more information on the snapshots available in Folio click here.

Business Unit Manager

Business Unit Managers can now assign User Profiles to Users within the Business Units that they manage. For more information on the Business Unit Manager role,.

You can create custom notificationsthat are sent out when changes are made to a particular Folio to selected users or entities. To do this first click on the Admin gearwheel in the top right of the screen:

click here

Then on the Admin page select Folio Template and click on which template you want to set up custom notifications for. Once there click on the Notifications tab:

On the notifications page you will see a list of all notifications that have been set up for this template. If no custom notifications have been set up then you will only see the default New Folio Notification. To create a new custom notification first click the green New Notification button:

You will thensee a pop up window prompting you to give the notification a title. Do so then click Create:

You can now start setting up the conditions for when thenotification is sent out. First you will need to select how the notifications are sent. The two options are:

Email:The notification will be sent to the users emails address as per usual.

SMS:The notification will be sent to the users mobile number. In order to use this option the user will need to have a mobile number listed on their profile:

Note:The SMS option is turned off in a client instance by default, and may incur extra charges to use. In order to use this feature please contact Kwela at support@kwelasolutions or by calling 02 8283 3868 for more information.

If you chose Email as the notification type you will need to choose when the notification is sent:

Immediate Email:The emails will be sent as soon as a Folio meets the Send Conditions. For this option you can also select whether you want a PDF of the Folio to be included with the notification.

Batch Email:The notification will be batched into the Daily Reminder Email that is sent out at 2am.

You also have the option here whether or not to attach a PDF of the Folio to the email. If you leave this box unticked then a PDF will not be attached.

Next you will need to select what triggers the notification. For this there are four options:

On Creation:Email notification is generated when a new Folio is created.

On Update:Email notification is generated when a Folio is updated.

On Close:Email notification is generated when a Folio is closed.

On Stage move to:Email notification is generated when the stage of a Folio is changed.

Next you will need to select what conditions inside the Folio need to be met for a notification to trigger.

These conditions have three parts:

Field:Custom notifications support all single select, multi select and hierarchyfields, as well as Risk fields and the current status and stage of the Folio.

Operator:Gives the status of the values in the field, such as 'has' 'changed from', 'changed to' etc. For a full list of the operators see the table below.

Value:Thefield value.

These parts come together to form a condition asField + Operator + Value.

For example: Business Unit + Contains any of these values+ Customer Services.

This would mean that this notification would only go out if the Business Unit field includes Customer Services.

Below is a table of the Operators and under what send conditions they are available. Some operators differ between single select and multi select, the multi select options are inbold.

On Creation

On Update

On Close

On Stage move to

Is/

Contains any of these Values

Yes

Yes

Yes

Yes

Is Not/

Contains all of these Values

Yes

Yes

Yes

Yes

Changed/

No

Yes

No

No

ChangedTo/

Any of these Values were Added

No

Yes

No

No

Changed From/

Any of these Values were Removed

No

Yes

No

No

These conditions are grouped into two sections:

Meets ALL of these conditions:The Folio has to meet every condition in this section for the notification to trigger.

Meets ANY of these conditions:The Folio has to meetat least oneof the conditions in this section for the notification to trigger.

Once you have created your desired conditions for this Notification, you candecide what will appear in the subject line of the Notification that is sent out. There are also three option below the subject that can be changed if Email was selected as the Notification Type:

Introduction:Ticking this allows you to add an introduction at the start of the email.

Selected Fields:Ticking this option allows you to select certain fields on the Folio, and include these fields in the email.

Conditions:Ticking this will include the conditions of the Notification that were met in order for this email to be generated. This option is ticked by default.

If you click on the Preview Email button you will be able to see a preview of the email that will be sent:

Now click Updateto finish making the notification.

The last part of creating a custom notification is choosing who the notification will be sent to. To do this click on the Notified Persons tab on the custom notification you are editing:

You can choose for the email to be sent to both Users and Non-Users of Folio. To send an email to a User, click on +User to be Notified:

You can then select which users you want this notification to be sent to, then select Add Users:

If you want to add non-users to be notified, they must first be set up as an entity or entity contact person in Folio. For more info on how to do this.

To add them to the notified persons list, click the arrow next to +User to be Notified and select either Entity or Contact to be notified:

Then select and add them in the same way that you add a user:

To remove someone from the Notified Persons list tick the box next to their name, then select Remove:

You also have two extra options for sending the notifications:

Notify Creator/Public Link Submitter:This will notify the user who created the Folio if it was created internally, or the person who submitted it if it was created over the Public Link (assuming the submitter provided an email.).

Notify Person Responsible:This will notify the current Person(s) Responsible for the Folio.

Once you have added the people to be notified you custom notification is finished. You will now see this notification under the Notifications tab of the Folio Template, which also show how many people are being notified:

Now when a Folio is created that matches the conditions of this notification, the selected users and non-users will receive an email that contains information about the Folio, as well as what conditions the Folio meets:

The notification will also appear in your Notification Bell within Folio:

You can click on the bell to view a list of the notifications you have received:

And click on the eye to view Details on that particular notification.

A snapshot provides a quick overview of importantinformation in Folio. It also provides you with the ability to quickly drill down to a key piece of information.

The Folio home screen have followingconfigurable Snapshots that you can use to drive to vital pieces of information.

My Snapshot

This is a personal snapshot of the things that you areresponsible for in the organization. This snapshotincludes:

Folios

Open Folios This displays the number of Open Foliosassigned to you.

Expiring This Month This displays all the Folioswith End Date within the current month

Expiring Next Month This displays all the contracts with End Date within the Next Month

Actions

Overdue (This includesoverdue actions that have not been started and overdueactions that are in Progress)

Doing (this includes all overdue Actions irrespective of whether they have been started or not)

Due This Month (All due this month)

Due Next Month (All Due next month)

Checklists

Overdue Checklists

Doing - Checklists that are in Progress

Due This Month

Due Next Month

Checklist Reviews

Overdue Checklists

Doing - Checklists that are in Progress

Due This Month

Due Next Month

Risk Reviews

OverdueReviews

Due This Month

Due Next Month

You can click on the gearwheel to add or remove either Folios, Actions or Checklists from your view.

OpenFolios

This snapshot provides a quick overview on number of open Folios. The center of the graphdisplays the total number of contracts.

This snapshot represents all business units by Default. Youcan limit the data to either one or more business units by clicking on the gearwheel and selecting those business units.

By default it willrepresents all FolioTemplates and all Folio Template Categories. However, you can restrict this to one or more template or category if you wish.

You can drill down to a stacked bar chart by clicking on each segment in the pie chart.

The bar-chart will then show contracts in that Foliotemplate by FolioStage. Each stage issegmented into the business units those contracts come from.

You can click on segments on bar chart and directly searchforthe relevant data.

Folioswith Issues

This snapshot aims to identify open Folios with things that are overdue.

By default the snapshot represents all Business Units Youcan limit the data to either one business unit, 2 or more business unitsby clicking on the gearwheel.

By default the snapshot will represent All Contract Templates and Folio template categories. By clicking on the gearwheel you canrestrict this to one or more templates or categories.

The snapshot needs to represent the number of Folios (in this case primarily contracts)that have the following issues:

Credentials - Overdue requested/ Overdue not requested yet

Actions Overdue Not Started / Overdue Doing (in progress)

ExpiringFolios

This snapshot will represent all Folios that are expiringover the next 12 months.

By Default this snapshot will represent all Business Units. You can limit thisto either one business unit or a selection of business units ifyou wish by clicking on the gearwheel.

By default the snapshot will represent All FolioTemplates and Template Categories, youcanrestrict this to one or more Folio Template or Template Category by clicking on the gearwheel.

This report displays expiring contracts for the next 12 months. Each month representing a data point.

Mousing over data point displays break down by contract template.

Clicking on the data point will takeyou to the actual search.

Actions

This snapshot will display the status of all actions in Folio.

By Default the snapshot represents all Business Units You canlimit the data to either one business unit, 2 or more business unitsby clicking on the gearwheel.

Data will appear in a stacked bar chart and you can select to look at either actions over the:

Last 4 months

Last 4 Quarters

Last 4 Years

Overdue Actions

This snapshot shows an aging analysis of overdue Actions and is broken down by action priority - you can drill down into the action results that need to be completed by clicking on the bar.

Risk Matrix

This snapshot will show you the Risk Matrix set up for your business.

The numbers representFolios with Risk Assessments that fall under those categories in the Risk Matrix. Clicking on the numbers takes you to a list of the Folios under that category.

You can also customise what type of Risk Matrix is displayed by clicking on the gearwheel on the right side of the snapshot and selecting Settings.

From this screen you can choose what type of Risk is displayed (between Inherent and Residual) if your business uses a Two Risk Matrix setup, and you can filter the Folios displayed in the Snapshot by Business Unit, Folio Template or by Folio.

Notes

This snapshot will show you the latest Notes made in Folios that you have access to:

The 5 latest notes are shown by default, and to see more you can go to the next page of the snapshot:

Folios Waiting for Approval

This snapshot gives a chart of Folios that are waiting for approval to move to the next stage, and groups them into a range for how long they have been awaiting approval:

You can also go into the settings for this snapshot and filter it down by Folio Template, Business Unit, or Approver:

Scorecard

The Scorecard snapshot allows you to see details about all of your contracts at a glance. When you first add this snapshot you will see a list of Folio Templates, and a count of how many Folios that you have access to are in that template as well as a count of Entities attached to those Folios:

The Scorecard can be edited by clicking on the Edit Scorecard button. This will bring up a window where you can change the breakdown of your Scorecard:

For instance choosing theRisk Rating option will show you the number of Folio in Low Risk, the number in Medium Risk, and the number in High Risk:

This works similarly for the breakdown by Program and Location. You can also filter your Scorecard, so you can have it only show you certain templates/risk/programs/locations. Lastly you can add other numeric or select fields to the scorecard to increase the amount of information you are getting at a glance:

If you click on one of the rows you will then be taken to a full list view with filters applied to only show you those Folios.

Lexis Nexis Alerts

This snapshot is for Folio users who are subscribed to Lexis Nexis and are using the integration with Folio to pull in obligations. This snapshot show alerts that have been sent out for obligations, separated by template:

You can then click on one of the templates to see a list of the alerts and view more information on them.

Folio Stages

This snapshot is used to show an overview of a particular Folio Template and how many Folios are in each stage, broken up by Business Unit:

This snapshot can only show one template at a time, and the chosen template can be changed using the Settings for the Snapshot:

The Folio Risk Dashboard contains a number of snapshots for assessing and reporting on the risks currently in your Folio Instance. To access the Risk Dashboard click on Dashboards on the top of the screen and select Risk Dashboard:

Note:Each Snapshot has a Settings popup that can be used to filter the Snapshot by various factors:

The Snapshots available on this screen are:

Risk

This snapshot shows the risks that are visible to you and where they sit on your organisations risk matrix:

You can click on a square to see more information on the risks with that rating.

Risk Gap

This Snapshot shows the number of risks in your system that have a rating above or below their Target Risk:

You can click on a number to view more information on the risks with that rating.

Risk by Business Unit

This Snapshot separates the risks in your system into their respective business units, then further breaks that down into the percentage of ratings within each Business Unit:

You can hover over a section of the bar to see the exact percentage of Risks with that rating in that Business Unit, and click on the section to see more information on those Risks.

Risk By Risk Classification

This Snapshot separates the risks in your system into their respective classifications, then further breaks that down into the percentage of ratings within each classification:

You can hover over a section of the bar to see the exact percentage of Risks with that rating in that Classification, and click on the section to see more information on those Risks.

Risk Trend

This Snapshot shows the trend of your Risk over a period of time. Each line represents a particular Risk Rating, and hovering over a line will show the number of risks with that rating in that interval:

You can focus on a particular line by clicking on the corresponding risk rating at the bottom of the snapshot. You can click on a line to see more information on the risks created in that interval.

Risk Actions Trend

This snapshot shows the number of Actions attached to Risks that were due that month vs how many were completed. Each line represent a particular Action status, and hovering over that line will show the number of Actions with that status in the interval:

You can focus on a particular line by clicking on the corresponding Action status at the bottom of the snapshot. You can click on a line to see more information on the Actions in that interval.

Risk Checklist Snapshot

This snapshot shows the number of Checklists attached to Risks that were due that month vs how many were completed. Each line represent a particular Checklist status, and hovering over that line will show the number of Checklists with that status in the interval:

You can focus on a particular line by clicking on the corresponding Checklist status at the bottom of the snapshot. You can click on a line to see more information on the Checklists in that interval.

Overdue Risk Reviews

This snapshot shows the number of of risk reviews that are overdue, broken down by how long the review has been overdue:

You can hover over a block to see the number of risks with that rating that are overdue in that period, and click on the block to see more information on those risks.

Control Rating Breakdown by Residual Risk

This snapshot breaks down the risks in your system by their Control Rating, then further breaks down each bar by their Risk Rating:

You can hover over a bar to see the number of risks with that Risk Rating and Control Rating, and click on the bar to see more information on those risks.

The Risk History Report allow you to report on risks in your instance and shows the history of their risk assessments.The report will show you what changes were made to the fields you have selected, when they were made and by whom:

To run this report first, go to the report screen by clicking on Reports at the top of the screen, then select Risk History Report:

It is important that you filter the report and select only those Risks that you would like to include in your report, so you may choose to include only Operational Risks in your report.To do soclick on the Filter bar,then select the field you would like to filter the report by, such as Contract Template, Entity, Business Unit, Risk Classification or Risk Change History Period:

Drag and drop the fields that you would like to include in the reportby clicking and holding the ellipsis, and to add more fields start typing in the white box beneath Fields. You can also sort and group your report by different fields, so for example you can create a report and group them by the Entity associated with each risk.

You can Export your FolioReport toPDF, to run the report to PDF just click on Export.

The Risk Gap Report allow you to report on risks in your instance and shows the gap between the target risk and current risk for that record. To run this report first, go to the report screen by clicking on Reports at the top of the screen, then select Risk Gap Report:

It is important that you filter the report and select only those Risks that you would like to include in your report, so you may choose to include only Operational Risks in your report.To do soclick on the Filter bar,then select the field you would like to filter the report by, such as Contract Template, Entity, Business Unit, Risk Classification or Risk Gap:

Drag and drop the fields that you would like to include in the reportby clicking and holding the ellipsis, and to add more fields start typing in the white box beneath Fields. You can also sort and group your report by different fields, so for example you can create a report and group them by the Entity associated with each risk.

There are several Summaries and Charts that can be added to this report. The one that is unique to this report in the Risk Gap Chart:

Ticking this will include a chart that shows on a matrixthe number of risks in your system that have a rating above or below their Target Risk:

Also if you include the Risk Target Gap in the report you will see for each risk a column that displays how far each risk is from its target risk:

The circle indicates the target risk while the R indicates the current risk rating:

You can Export your FolioReport toPDF or Spreadsheet, to run the report to PDF, just click on Export OR click on the down arrow next to arrow and select PDF. To run the report as a spreadsheet, select spreadsheet and a CSV will be exported from your browser.

The Folio History Report allows you to report on the changes made to Folios in a given period of time. The report will show you what changes were made to the fields you have selected, when they were made and by whom:

To run this report first, go to the report screen by clicking on Reports at the top of the screen, then select Folio History Report:

It is important that you filter the report and select only those Folios that you would like to include in your report, so you may choose to include only Incident Forms in your report.To do soclick on the Filter bar,then select the field you would like to filter the report by, such as Folio Template, Entity, Business Unit, Risk Classification or Folio Change History Period:

Drag and drop the fields that you would like to include in the reportby clicking and holding the ellipsis, and to add more fields start typing in the white box beneath Fields. You can also sort and group your report by different fields, so for example you can create a report and group them by the Entity associated with each Folio.

You can Export your FolioReport toPDF, to run the report to PDF just click on Export.

The Action History Report allows you to report on the changes made to selected Actions in a given period of time. The report will show you what changes were made to the fields you have selected, when they were made and by whom:

To run this report first, go to the report screen by clicking on Reports at the top of the screen, then select Action History Report:

It is important that you filter the report and select only those Actions that you would like to include in your report, so you may choose to include only certain Actions in your report.To do soclick on the Filter bar,then select the field you would like to filter the report by, such as Action Priority, Entity, Business Unit, Action Category or Action Change History Period:

Drag and drop the fields that you would like to include in the reportby clicking and holding the ellipsis, and to add more fields start typing in the white box beneath Fields. You can also sort and group your report by different fields, so for example you can create a report and group them by the Person Responsible for the Actions.

You can Export your FolioReport toPDF, to run the report to PDF just click on Export.

If you need to download all of the attachments from a Folio you can do that by using the "Create a Zip" option under the menu on the Folio

Folio will then inform you that it will extract all of the attachments, as well as a PDF of the Folio and send you an Email which contains the link to download the zip file.

The History of the Folio will be updated saying that the Extract was created

Folio will then send you an email with a link to download the zip file, the link will be expire after 24 hours.

You will then be asked to log into Folio and then your download will begin.

You are also able to Forward this email onto other Folio users, however they will need read rights to the Folio in order to download the zip.

Entity Categories allow you to group the Entities in your system into categories that you set up. You can then use these categories to restrict what Entities users can see through their access right, or in lookup fields.

To create Entity Categories, click on the gearwheel in the top-right of the screen to go to the admin screen, then select Entity Categories:

Entity Layouts

Here you will see a list of the Entity Categories in your system. To create a new one click on +New:

A popup will appear where you can give the category a name and a parent if one is needed. Entity Categories follow a hierarchical structure the same as Business Units:

Then hit Create, or Create and New if you want to keep making categories. You can rearrange the categories in your system by clicking on them, then selecting the drag handle and moving the category where you want it:

Clicking on a category also gives you the option to Rename or Retire the category.

Once you have the categories set up you can restrict the Entities that a user see through their Access Rights by creating a Custom Role:

When creating a lookup field that looks up the Entity database you can also restrict the Entities that this field will show:

You can also make fields on the dependant on the Category selected:

When an Administrator sets up a FolioTemplate, they can set up a number of Stages in the Foliomanagement process and set up approvals for each.To set up FolioApprovals, you need to take the following steps:

Click on the Admin Gear Wheel, select FolioTemplates and then select the FolioTemplate to edit.

Click on the Workflow tab

Here you will see a list of this templates stages on the left side, with the currently selected stages approval rules on the right side:

If you want to edit a stage or its approval rules select the stage you want on the left side, then on the right select Edit:

This will give you an editable version of the stages details:

To change the approval rules, first select the type of approval that you want:

You can either select one or more users as approver/s by selecting Stage Approvers, or click on one of the other options to Add a Bracket

Adding $ Brackets allows you to set dollar values for Approvers - if the value of the contract is under $1000 one Approver would be selected but if the contract exceeds$1000 there may be a different approver or approvers. There is no limit to the amount of brackets you can include.

Adding a Business Unit bracket allows you to determine what approvers are selected based on what Business Unit the contract falls under.If the contract falls under multiple business units then the approvers for each relevant bracket will be used. Brackets also have the option of selectingNo approval required.

Based on field lets you select a single or multi select field on the template, and then change the approver required depending on the chosen field response:

Ifthere are multiple approvers for abracket or stage then there are several approval options available:

One to approve - only one of the approvers selected needs to approve the stage transition.

All to approve- all of the selected approvers need to approve the stage transition.

Custom approval- allows the user to select the number of approvers that will be required to approve the stage transition:

You can also use theRequester Selects Approversoption to give the person who submits the contract for approval the ability to choose which of the pool of approvers set up for that stage they would like to approve the contract. This means that only the approvers that the user chooses will receive approval notifications. This option also unlocks two more options.

Requester can override and select No other Approvers- selecting this will allow the requester to override the need for any approvals in that stage, and simply move the contract to the next stage.

Requester selects number of approvers- choosing this will remove the Approvers required option, and will allow the requester to choose how many of the pool ofapprovers in that stage will need to approve the stage transition.

Please note- if the Folio template uses a Public Link, then the first stage will not give any of the Requester custom options.

You can also select the option forPerson Responsible Mandatory Approval- This option means that when the Folio is submitted for approval in that stage, the Person Responsible is made an approver,as well asany other approvers that have been set up for that stage. This also means that if the Person Responsible for that particular Folio changes then the approver will change to be the new Person(s) Responsible instead:

After deciding who will be the approvers for the stage you then have the option for "Automatically submit for approval when the folio enters this stage". This means that when the Folio enters this stage it will be submitted for approval automatically, without a user having to click the Submit for Approval button:

Stages that have been set up to Automatically submit for approval will be marked with a plane icon:

Notethat in a public link template the first stage will auto-submit by default.

Once you have finished setting up your approval stages click on Update to save them.

You can add a stage to the template by clicking on +New Stage:

You will be asked to give a stage name, then hit Create. The stage will be added as the last in the list, but you can rearrange the stage order by clicking on the double ellipses and dragging the stage where you want:

When you have finished setting up your workflow you can export it to a PDF by clicking on the Export to PDF button:

Note:A stages approval rules cannot be edited while there is a Folio in that template that is pending approval, meaning that you cannot change any of the approval rules for a stage until the pending Folios are either approved or rejected.

Howeveryou can still remove or update the approvers in a stage at any time:

Business Unit Managers are users who are able to manage users and templates within Folio without having to be made full administrators.

Business Unit Managers are given access to certain business units and their sub business units, and can manage users within those business units, as well as access Folio Templates and Launchpads

To make a user a Business Unit Manager, navigate to their user page and click on the Rights tab:

On the Rights tab select Add Role, then on the pop up that appears, select Business Unit Manager under Role Type:

This will bring up several fields for you to fill out:

Select Business Units -These are the business units that this user will be able to manage. For example if you select the business unit 'Finance', then this user will be able to manage any user in the Finance business unit and any sub business units.

Assign these Roles to Users -As part of their access to users within a business unit, Business Unit Managers are able to assign access roles to them, but only specific roles that you allow them to assign when you set them up as Business Unit Managers.

Profiles can manage -As part of their access to users within a business unit, Business Unit Managers are able to assign user profiles to them, but only specific profiles that you allow them to assign when you set them up as Business Unit Managers.

Templates can manage -Folio templates that this user will have access to.

Once you have finished filling out this popup click Save.

Now when this user logs into Folio they will be able to access the admin screen, but will see an altered view compared to full administrators:

Under Users they will only be able to see users who are in the Business Units and sub Business Units that they have been given access to. The Business Unit Manager can Edit these users, and see what Folios/Actions/Checklists they have assigned to them and will be able to remove any of the users access rights, but can only assign the rights/profiles that they were given access to.

Under the Folios section on the admin page:

The user will be able to manage the specific templates that they were given access to:

The user canedit a template, including the stages on the template and the credentials required.

The usercanchange public link settings.

The usercanadd, remove and rearrange fields on the template.

The usercanset up default Actions and Checklists, assuming they have rights to view those Actions/Checklists.

The usercanset up custom notifications for the template.

The usercanset up MergeDocs for the template.

The usercanview the Folio Field Library.

The usercanset up public link launchpads.

However:

The usercannotretire a template, or make it super-sensitive.

The usercannot create new templates.

The usercannotcreate new fields, or edit existing fields. They can only use fields from within the Folio Field Library.

Note:When it comes to approvers and users set up in custom notifications, the Business Unit Manager can removeany user already set up, but can only add back in users from within the Business Unit(s) they manage.

When Folio is first set up or when a new user comes on board, you are able to send them a Welcome Email either in bulk or individually.

Sending the Welcome email to an individual user

To send an email specifically to one new user, take the following steps:

Go to Users, click on the name of the user to view the user details.

Click on Tools and select Send Welcome Email.

A pop up box will ask you to Confirm that you want to send the welcome email, click on Confirm to continue.

A message will then be displayed on the top of the screen notifying you that the Welcome Email has been successfully sent.

The Welcome email will look like this:

Sending the Welcome Email in bulk

To do this in Bulk, select all of the users that you want the Welcome Email to go to by ticking in the boxes in the User List (to select all, click on the box above).

Click on the Tools Wrench and select Send Welcome Email.

A pop up box will ask you to Confirm that you want to send the welcome email to the number of users selected, click on Confirm to continue.

A message will then be displayed on the top of the screen notifying you that the Welcome Email has been successfully sent.

Please note: Welcome Emails can be sent even when email notifications have been turned off in the Organisation settings.

To change the email address that a user uses to sign-in to Folio first click on the Admin gearwheel in the top-right of the screen, then click on the Users section:

Select the user that you want, then on the Details page for that user click on Edit:

You can then the their sign-in email under where it says Email:

Click on Update when you are finished making changes.

The August 2019 release includes security related features like two-factor authentication, new workflow functionality, enhancements to access rights and a host of other features. Here are the details:

Security

We are constantly working on ways to make your Folio more secure and as part of this drive we are introducing 2 new features in this release:

Single Sign On only

If you use Single Sign On with Folio (Office 365, G-Suite or any other SAML or WSFED based SSO), Folio always displays the native Folio sign in as an alternative. In this release, we now have the option to remove the native Folio login and only allow users to login via your Single Sign On.

click here

For instructions on how to enable this feature click here.

Two Factor Authentication

Two-factor authentication provides enhanced security for your Folio sign in. This feature uses a soft-token authentication app such as Google Authenticator. If two-factor authentication is turned on, all users will need to put in their Folio password and a security code generated by an app on your phone every time you sign in to Folio.

For more information on using 2FA click here.

Disabling support for (Transport Layer Security) TLS 1.0 and 1.1

This is just for your information and requires no action on your part. Folio will be disabling support for TLS 1.0 and 1.1 by August 30, 2019. TLS working group has adopted a document to deprecate TLS 1.0 and TLS 1.1. All browsers supported by Folio support TLS 1.2 so users should not be affected.

Workflow

Stages are now called Workflow and has its own tab on the Folio template. This is more than just a change of name and location. We have added some neat new features as well:

A new type of approval based on fields

If you need approvals based on Incident Priority in incident management or on Location in contract management, you can now do this with approval rules that are based on:

Any single select field

Any multi-select field

Any hierarchical field

This is in addition to the existing approval rules based on:

Business Units

Contract Value

Or simple stage based approvals

Auto-generated workflow documentation

We have just added a new feature that will let you export, workflow documentation to a PDF . Workflow documentation gives you a summary of the stages and a detailed list of approvals and approvers required to move to the next stage

For more information on setting up a Folio Workflow click here.

The 'My Business Unit' and 'Current User' filter options

Sometimes in shared reports or subscribed reports, the Person Responsible filter needs to be set to the Current User exporting the report.

We have added the Current User option to the Person Responsible filter, this will dynamically pick the current user exporting the report. This saves an administrator having to set up multiple reports for different users.

The same applies to the Business Unit filter where the Business Unit may need to be the Business Unit of the user exporting the report.

In the Business Unit filter, we have added the My Business Unit option which will dynamically pick the users Business Unit.

Access Rights

We have added a few changes to Access Rights, and they are listed below:

User Profiles

User Profiles are a new and easy way to assign roles to your users. A User Profile consists of multiple roles, you then assign the profile to a user and that user will now have all of the roles which are in the profile. When the profile is updated, the access right changes flow through to all the users.

For more information on setting up a User Profile click here.

Assignment rights are now inherited from Action and Checklist rights

Currently in Folio, a users rights to assign actions or checklists are not limited to the actions or checklists that they can read. They are only limited by the users they can assign to. i.e. to users in their Business Unit, Business Unit and Subs or selected Business Units.

With this release we are making a change, a user will first need to have at least read rights to the Action or Checklist Category before they inherit rights to assign Actions or Checklists. The assignment rights will still be restricted to the business units that they have rights to.

Example:

Jack has been given READ rights to the Action Categories - Incident Actions and Risk Actions but has NO ACCESS to Audit Actions.

Jack has been given Assignment CREATE rights for his own Business Unit and Sub Business Units.

Jack will then be able to read all actions in the categories Incident Actions and Risk Actions. For actions in these action categories Jack will be able to create and edit assignments to users in his own Business Unit and Sub - Business Units.

Jack will not be able to read, create or edit assignments to Actions in the Audit Actions Category.

For more information on how to create a Custom Role in Access Rights click here.

Access rights based on Entity Category

Folio has now introduced Entity Categories, which you will find on all of your Entities now defaulting to General. You are able to add new Entity Categories from the Admin Screen. The main purpose of these categories is to limit Access Rights to Entities and Contacts. You can now create Entity Access Right Roles that are based on these categories

Example:Jack needs to be able to view all entities in the entity category Suppliers but not Customers. Jack can now be give READ rights for just Suppliers but not for the Customers Entity Category.

Entity lookup fields can be limited by entity category.

You can also limit Entity lookup fields by Entity Categories. For example supplier contracts needs to only display suppliers not all your Entities. You can limit the lookup to only displaying the suppliers category.

For more information on setting up Entity Categories click here.

Ad Hoc Docusign documents

Folio now enables you to send a single document through to DocuSign.

For more information on using our Docusign integration click here.

Risk Matrix Improvements

Control ratings can be removed from the Two Risk Matrix options. If Control Rating is enabled it now appears on the Folio.

Transferring ownership of drafts when retiring a user

Currently when retiring a user all draft Folios are removed. Folio now enables an administrator to transfer the ownership of a draft to another user when a user is retired.

For instruction on how to retire a user in Folio click here.

Improving the usability of tables with more than 10 rows

Tables will no longer collapse when there are more than 10 rows, they will show you the first 10 rows, with the rest being a click away in the expand table view

For more information on how the expanded table feature works click here.

New Look Approval Status

We have made some changes to how the Approval Status appear on a Folio. The approval status will clearly tell us that an approval is required to move from one stage to another. In brackets it will display the number of approvals required.

You will also see a new look Approve / Reject button.

Approvers will be shown by their avatars, when they complete their approval a green ring will surround their avatar, if you need any information about the approver you can click on the avatar to see the User Card for that user.

Copy Folio improvements

We have made the following improvements to the Copy Folio feature:

In addition to copying all fields or selected fields a user can now copy just Stage 1 fields on the destination template.

If there are mandatory fields on the target template that are not on the source template, Folio will now automatically create a draft Folio rather than giving you an error.

For instructions on copying a Folio click here.

Notification on updating action results

If you have a notification when an Action is set to In Progress currently Folio sends the notification only when the In Progress status is first recorded. In this release, Folio will now send the notification everytime the action result is updated with that status. This means that any new comments recorded as part of update will also be sent.

PDF now optional in Custom Notifications

PDFs are now optional on Folio Custom Notifications.

For more information on using Custom Notifications click here.

Browser Tab now includes Folio Key and Title

Your browsers Folio tab will now include the Key and Title of the Folio, making it easier to find a Folio when you have multiple tabs open

.

Update existing entities and contacts by import

This feature lets you update existing entities and contacts by a CSV import.

For instructions on how to update an Entity/Contact through import click here.

Attachment Uploader now holds documents for 365 days

When you use the Attachment Uploader you will now have a year to link these attachments to your Folios.

Folio Approval Status added to Folio Report Template

When you are exporting the Folio Report you can now include the Approval Status as a field and filter on the report.

Configure Folio Export to PDF

Now you are able to create a customisable PDF Export of the Folio, you are able to decide what is included on this PDF. You can choose from

Details (The fields of the Folio)

Linked Folios

Attachments

Notes

MergeDoc Long Text Field Formatting

If you have a MergeDoc with a Long Text field, Folio will now bring across the following formatting:

Dot Points

Numbering

Tables

Bold text

Italicised Text

Underlined Text

Checklist Results History In Checklist Schedule & Status Report

Folio will now show you the Checklists Result History in the Schedule and Status Report.

Deliverables

We have added new types of deliverables questions and made it easier to create a Deliverables Performance Report.

New types of Deliverable Questions

Folio now support $ and % deliverables. Number and $ deliverables can be aggregated as a total or an average over time. The % based deliverable questions will be aggregated only as an average.

This new feature expands deliverables functionality to enable questions such as:

What was the total spend over the last quarter? % of population that have had health assessments

The Deliverables Performance Report

The Deliverable Performance Report now supports the following:

Reporting on both deliverable questions, other checklist questions and review questions in one report.

Reporting on both quantitative and qualitative checklist questions in one report.

For more information on Folios Deliverables feature.

You can reassign checklists in bulk if you have the permissions to do so (if you go to the checklists tab and don't see tick boxes next to them, you'll have to ask your administrator to give you these permissions).

On the Checklist page, tick all the checklists you'd like to reassign -the checklists that you want to reassign need to have the same person responsible, if you try to reassign checklists with different person/s responsible you will see this message:

Once you have selected the assignments, click on the spanner icon to reveal the tools menu and select "Replace person Responsible"from the options.

Type in the user that is the replacement under "With" field and click on "Save".

You can change what fields are mandatory for creating a new Entity or Contact by going to their respective Layout sections. To do this click on the admin gearwheel in the top right, then select the Layout section.

To change the fields for entities click on the Entity section:

To change a field to be either Optional or Mandatory click on the right side of the field and select what option you want the field to be:

Note that some fields are locked as Mandatory, these are marked with an asterix.

To change Contact fields follow the same procedure after clicking on the Contacts section in Layouts. Note that for an entity to become a lite user the admin contact needs to have an email address, sowe would recommend that email should be set as mandatory alternatively for every lite user, you will need to ensure an email has been added.

Contracts in Folio can have more than one entity attached to them if there is more than one counterparty to the contract. To do this, when creating a new contract with an Entity field start typing the entities name in the search box and select the entity you want, and repeat this process for each entity you require:

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The same can be done for Contact Persons. Then click create.

After the contract is created each of the entities will be listed on the Details tab:

When checking eligibility criteria for moving a contract to the next stagethe criteria will be checked against each of the entities you have associated the contract with. For more information on eligibility criteria follow this link for administrator help, orfor user help.

Folio can cater for 3 different risk assessment methodologies depending on the complexity of your risk management requirements, framework and processes.

To select your risk matrix type, click on Risk Matrix Setup in your Admin screen.

HTML Color codes

Then select the methodology that you would like to use by clicking on the pencil next to the current risk matrix type and editing the Risk Matrix Type field.

The 4options are -

One Risk Matrix: This is the simplest risk assessment methodology - using only the Likelihood and the Consequence to determine your Risk Rating

Two Risk Matrix (control rating based): This allows for an initial assessment of risk before controls using Likelihood and Consequence to determine Inherent Risk (Risk before Controls). The controls are then assessed and applied to the Inherent Risk to determine Residual Risk (Risk after controls)

Two Risk Matrix (Likelihood and Consequence based): The Inherent Risk (risk before controls) is assessed by using Likelihood before controls v. Consequence before controls. A second risk assessment is then done using the same matrix but taking into account the impact of the controls on the risk - Likelihood after controls v. Consequence after controls.

You can change the Risk Matrix to reflect your own organisation's risk frameworkand appetite.Click on the risk matrix to change the level of risk associated with the particular level of likelihood and consequence. Edit risk rating andclick on tick to save.

Your next step will be to edit your definitions of Likelihood, Consequence, etc (parameters).To do this, click on each parameter's tab. Click on the Title or Definition to edit them, and use the double ellipsis to rearrange the order.

You can change the colours on your risk matrix to suit your own organisation's existing matrix and reporting.Selectthe Risk Ratings Tab, or the Inherent Risk or Residual Risk tab if your instance of Folio is using a Two Risk Matrix (Control Ratings Based) risk matrix.

Two Risk Matrix (Control Ratings based)

All other risk matrices

Click on the colour of the rating you would like to change and select a different colour or typein the HTMLcolour code of your choice. To find the HTML colourcode, go to any HTML colour picker online (e.g:).

Click on the tick to Save.

You are able to change your risk matrix at any time after assessing your risks if your risk methodology, matrix or definitions change. However, any change in the risk matrix will mean that you will need to re-assess all of your risks.

This will be evident when you run your Risk Reports such as the Risk Heat Map report. All risks will now appear as Emerging (E) and they will not be displayedon the report's matrix until they have beenassessed using your new methodology or matrix.

Note:Not all changes will require your risks to be reassessed.The actions that require a reassessment are things that change the layout of the risk matrix, such as changing the Matrix Type, changing the colour of the squares, or adding/removing/rearranging the Consequences or Likelihoods.Renaming the titles or definitions for the Consequences and Likelihood will not trigger a reassessment.

Lite users can only be created by users who have administration rights to create new users.

To create a Lite user from the Entity Screen, first click on Resources and select Entities.

Select the Entity that you wish to associate the Lite user with. On the Entity details screen click the Activate Lite User button to add a new lite user to the entity.

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Clicking that button will activate the lite user as long as there is an email filled in for this Entity.

Once the lite user has been added thenthe detail screen will indicate that the User is a Lite User in a tab below the Entities details tab.

From here you can:

Change the lite users password.

Suspend the lite user which temporarily deactivates their account, but still uses alite users licence

Retire the lite user which deactivates the account but no longer uses a lite user licence.

Change the Lite Use Access Rights -There are two options for this, Lite User, which means the user has rights only to Actions/Checklists assigned to them, and Team Leader, which means this Lite User has access to every Action/Checklist assigned toany Lite User associated with this entity.

Clicking on tools allows you to

Generate a Random Password, which generates a new password for the user and then emails it to them.

Send welcome email Which sends a welcome email to the user with some instructions on how to log into Folio for the first time.

You can also modify the lite users Email, Name and Business Unit of the Lite user.

Sending the welcome email or generating a random password is necessary for the user to begin using Folio. If you need to send the welcome email or generate random passwords in bulk, .

Note:An entity can have many Lite Users associated with it, as long as each one is attached to a different contact for that entity.

If you don't want to create a Lite User for the entity itself but instead for a Contact on that Entity, then you can do this by going to the Contact list for that Entity, then click on the Contact you want:

Then the process is the same as above:

Lastly you can also create a Lite User from an Entity or Contact while creating the Entity/Contact. To do this while creating the Entity, at the top of the screen there is a field labelled Lite User. Set this to Yes, then select the level of Access Rights you want:

The rest of the process is the same as creating a normal Entity. The process is the same for Contacts.

It is never a good idea to use the back arrow in web applications. The good news is that Folio has breadcrumbs throughout the application which you can use to find your way back to where you would like to go.

If you have a user who is going on leave then you can set up another user as their Relieving Manager, who will then receive all of the user on leaves emails and will have access to all of their responsibilities in Folio.

To set this up, click on the Admin gearwheel in the top-right of the screen:

Then click on the Users section:

Once you have found the user who is going to be onleave click on their name to be taken to the Details page for that user, then click on the Leave Management button:

You will then need to select someoneto act as the RelievingManager, and specify the period that the user will be on leave. Then click Create:

The details of that users leave will then appear above their user name on their Details tab:

To change the leave setup click on Edit, or to remove the leave setup click on Delete.

Now when the Relieving Manager logs into Folio during that period they will see some differences. First of all they will have a tab added to their To-Do List which they can click on to access the To-Do List of the user on leave:

Most of the items in their To-Do List can be done through your login by clicking on the Status and completing the pop-up, however some items (Checklist, Checklist Review and Risk Review) will need to log you in as the user on leave.

When you click on these items in the user on leaves To-Do List, a window will popup telling you that you will be logged into the user on leaves profile:

Click on 'Log in as <username>' to confirm. Note that you can log in as the user on leave at any time by clicking on the Airplane iconin the top-right of the screen:

To return to your profile from the user on leaves, click on your name and select 'Return to <your name>':

Folio enables you to import both New Actions and Assignments and New Assignments to existing actions.

First click on the gear wheel icon and then on Import.

What to do if there are errors in my import

1. Click on Actions & Action Assignments

You will then need to Download the Import Template to do this Click on Download Import Template and choose between the New Actions and Assignments Import Template or the New Assignments for Existing Actions Import Template.

New Actions and Assignments Import Template

If you select this template you will get a CSV file witha column for each of your action and action assignmentfields.

There are a few general rules for setting up the CSV file for data import, they are as follows:

Using one line for each action, fill in your details and save.

When there are multiple assignmentsfor the one action, simply enterall the assignments together in separate lines and there is no need to repeat the action details on each line.

When importing assignmentsfor an existing action, the ActionKey is needed to identify which Actionto link the assignmentsto.

When importing new actions without assignments, simply enter all the action details and leave all the assignment fields blank.

For more information on how certain types of fields are captured - look at Data Rules article in Help

Please note all fields prefixed Action will be associated with the action and all fields prefixed Assignment will be associated with each Assignment.

Once you have completed your spreadsheet, save it and click onUpload Data button.

9. Simply drag the CSV file or click on Add files to select the CSV.

10. Click on Start Upload.The import facility will then create and validate the file.

11.A page will then be displayed which will list all the records to be imported. It will indicate whether the records are OK or whether there are any errors in the system (please refer to the article for how to deal with errors).

12. If all records are OK, click on Import and the records will be imported.

13.After successful import you will get a listing of Imported Records showing the details of the records and the number of successfully imported records. You can review this at any time, it will remain as a full record of the import under the Import tab.

Folio allows you to configure the settings for Risk Reviews by Risk Template. To change the settings of the risk reviews for a particular template -

In the Admin section, click Folio Templates, select the relevant risk template and click on it.

Select Fields to view the fields in the template and click on the Risk Assessment Field.

You then have the option on whether to Edit (just the name of the Risk Assessment field and a description of the field) OR to Edit the Settings of the Risk Assessment. Click on Edit Settings.

Select the Risk Review frequency you would like to set up. You have the option of No Review OR you can select Review required. If you wish this to be a regular review, tick the Repeated box.

Reviews can be sent out on a regular basis including monthly, six monthly and annually.

You can allow users to edit the Review Frequency or lock in that frequency as something only the Administration users can edit.

You can decide when you would like to make the risk review available. For exampleselecting 5 weeks before will send out a notification 5 weeks before the due date of the review, and you can then tick the Repeat Notifications box if you would likenotifications about the review being available to go out on a regular basis. If you only want the review to be availableonthe due date put a 0 in the numeric field:

A decision will then need to be made on whether you would like notifications to be sent out afterthe Review date.

To create a new Access Role first go to the All Roles screen then click on + New Role

click here

Select the Role Type does it relate to Actions, Action Assignments, Checklists, Documents, etc.

Give the Role a Name that enables you to easily identify the role: For Example Contract Deliverables Action Rights - full access.

Access Roles forAdministrators

Access roles for administrators include:

Admin rights - Ability to change administrator settings

Admin with retire rights - Same as Admin rights but can retire or delete administrator settings

Bulk actions - Ability to make changes in bulk

Share reports - Ability to share reports with other users

There is alsoSuper Userrights, which give full access including bulk action and report sharing.

Access Roles for Actions, Checklists and Documents

Select the Rights that should be associated with it Read, Update, Create and Retire

You can further narrow down the role to Category select the Category to which the role applies.

Click on Save to save the new role

Access Roles forAction Assignments, Checklist Assignments

Select the Rights that should be associated with it Read, Update, Create and Retire

Please notein order for the users access to assignments to take effect they will need at least read access to the action or checklist itself as well.

If a user has access to an action assignment, but not at least read access to the action itself then they will not be able to view any assignments of that action.

Click on Save to save the new role

Access Roles forAction and Checklist Results

Select the Rights that should be associated with it Read, Complete and Update Completed Results

Click on Save to save the new role

It is important to understand that all users will be able to complete an action or checklist that is assigned to them. These rights refer to the ability to Read the Results of other users, Complete the result of other users and update the Results of others. Typically it is used where you want users to be able to view, update or update results only in their business unit or in their business unit plus sub-business units.

Access Roles forEntities and Contacts

Select the Rights that should be associated with it Read, Update, Create and Retire

You can further narrow down the role to specific Entity categories select the Entity Category/s to which the role applies.

Click on Save to save the new role

Access Roles forFolios

Select the Rights that should be associated with it Read, Update, Create and Retire

You can further narrow down the role to specific Folio templates select the Folio template/s to which the role applies.

Click on Save to save the new role

Access Roles forSnapshots

This role allows the administrator to limit the snapshots that the user can view on their home page.

Select the Snapshots that the users in the group should be able to view or add

Click on Save to save the new role.

Once the role is createdfor instructions on how to add users to the role you haveset up.

To remove a custom created role, click on the bin on the far left hand side of the role

To edit the custom created role, click on the pencil in the box on the far left hand side.

Editing a custom role will immediately apply the new permissions to all of the users who have been added to that role.

Public Link Launchpads allow you to aggregate several public link forms into a single page, and then make this page available to your employees. For example, you may have several different Incident and Complaint forms for your Organisation, so to create a Launchpad for these forms first click on the Admin gearwheel in the top-right of the screen, then under the Folios section select Launchpads:

On this page you will see a list of all Launchpads created in your Folio instance. To create a new Launchpad click on +Create Launchpad:

You will then need to give your Launchpad a name, and can also give it a description. If you would like the Launchpad to be active straight away you can tick the box under Status. You can then select the Folio Templates that you would like included on this Launchpad. The templates available are any Folio Templates that have had an Active Public Link:

Note that if the template used to have an Active public link but it has since been turned off, it will still show up in this list without the Active tag but if selected will not appear on the Launchpad itself. You can rearrange the order of the templates by clicking and dragging the 3 dots to the left of the template name. You can remove a template by selecting the x:

Once you are finished selecting templates click create. You can view the details of a created Launchpad by clicking on its name. This will take you to the details page for that Launchpad, where you can edit the name, description, status and the templates that are used:

This page also gives you the URL for the Launchpad. If you would like to publish this URL elsewhere such as your own intranet then you can click on Copy to copy the URL. Or if you want to view the Launchpad you can select Go to Launchpad to open it in a new tab:

This what a Launchpad looks like:

You can click anywhere on a box to be taken to that form, which you can then fill out and submit:

You can do this by using the Risk Movement Report in Folio. To do this select the Reports tab on the top of the screen, then filter for "Risks" under "Built In reports - Risks", then click on Risk Movement from the list:

This reports shows movement of risk parameters over a period of time. By default the period reported on is the current month, you can change this by clicking on the Report Period filter:

Then selecting the range of time that you would like:

You can also add other filters such as Folio template by clicking on the search icon in the search bar and selecting the filter that you want.

You are able toadd and remove fields the same as other reports. To add a field type in the search box below Fields and select the field you want to add, and to remove a field click on the x to the right of the field name:

You can rearrange fields by clicking and dragging the ellipsis to the left of the field name.

When you are ready to export your report, click on Export, or select the arrow and click on either PDF or CSV:

The report will show the movement of those risks over the period of time that you have selected:

You can do this by creating a report using the Risk Review Status Report in Folio. First, select the Reports tab on the top of the screen, then filter for "Risks" under "Built In reports-Risks" and select Risk Review Status Report from the list:

This report will let you see the current status of all risk reviews in your Folio instance, as well as information on those risks. You can also filter the report to only show certain risk reviews. For instance, you can filter for only risk reviews that are Overdue by clicking on the search icon in the search bar:

The will display a pop up box that shows various filters that enable customising the report:

You can also filter based on any risk field such as Likelihood orConsequence. You are able toadd and remove fields the same as other reports. To add a field type in the search box below Fields and select the field you want to add, and to remove a field click on the x to the right of the field name:

You can rearrange fields by clicking and dragging the ellipsis to the left of the field name.

When you are ready to export your report, click on Export, or select the arrow and click on either PDF or CSV:

To view the status of all Risk Reviews in your Folio instance, click on the Folios tab on the top of the screen, then select View Risk Reviews:

Here you will see all Risks in your Folio instance that have reviews associated with them:

You will be able to see the current status of the review under the Risk Review Status column:

And if a riskbelongs to you then you can click on the Overdue or Not Started to complete the review from this page. If the review has been completed, then clicking on the Done, or the name of the risk, will take you to the most recent assessment of that risk:

You can run a Configurable Checklist Results Report by clicking on Reports at the top of screen, filtering for "Checklists" under Built In Reports" and then selecting Configurable Checklist Results Report from the list:

Checklist Results Report

This report differs from the normalin that you are able to choose what questions you want to view in your report. You can add and remove these questions as fields the same as any other report. To add a field, type into the search box below fields then select the field you want, and to remove a field click on the x next to the field name:

You can do this for both the checklist itself and any of its review stages.

You are also able to filter the report by question responses, such as only including checklists where the response to a certain question was 'Yes'. To do this click on the search icon in the search bar:

Then, In the Filter pop up box, select the question you want to filter by. To add more questions, click on "Add Another Filter":

Then add in the question response you want to filter by in Value, and click Apply.

This can be done for both checklist and checklist review questions.

When you are ready to export your report click on Export, or click on the arrow and select either PDF or CSV:

You can create new fields in your Entities, Contacts, Actions, Action Assignments, Checklists and Checklist Assignments by clicking on the Administration Gear Wheel and then on the Layouts Menu.

Select whether you want to modify the layout inEntities, Contacts, Actions, Action Assignments, Checklists orChecklist Assignments

Then click on + New Field, select a field name and then select a Field Type

You can re-order the fields by using drag on drop, click on the three vertical dots to move and re-order the fields.

You can customise the emails that come out of Folio by clicking on the Admin gearwheel in the top-right of the screen and then selecting the Organisation section:

Then on the Organisation screen select Edit:

You can customise the emails in two ways:

You can choose whether or not to include your organisations logo in the emails Folio sends out:

You can change the name of the emails Folio, so they will show up in your inbox as whatever name you choose:

Emails that you have customised will appear like this:

The FolioField Library is a repository of all Fields that are currently beingused or are able to be used in Folio templates. When you add a field in a Foliotemplate, you are able to either select an existing field from the FolioField Library OR you can create a new field which then becomes available in the Field Library to be used in other templates.

The reason that the Folio Field Library is important is that it is the central repository of all fields - if the same field is used in multiple templates, you are able to report across that field across all those templates. It also saves re-entering the same values multiples times.You are also able to edit the field values in one place and the change will appear in all of the Folio templates that you have used the field in.

To view your Folio Field Library, click on the Gear wheel to be taken to the Administration Panel. Then under Foliosselect FolioField Library.

A list will be displayed showing all Fields used in Folio. It will also show you which templates the field is used in.

You can search for a particular field using the filter options by clicking on the search icon on the search bar:

You can export the field library out to a PDF or Spreadsheet by clicking on the ellipsis under the search bar next to the "+New Field" button:

If you want to include the possible answers for single/multi select fields then you will need to add the Answers column to the search screen. This can be done by clicking on the ellipsis to reveal "Configure columns" and selecting "Answers" in the field in the pop up box:

The Folio Checklist Library is a repository of all Checklist Questions that are currently being used or are able to be used in Checklists. When you add a field in a Checklist, you are able to either select an existing question from the Folio Checklist Library OR you can create a new question which then becomes available in the library to be used in other templates.

The reason that the Checklist Question Library is important is that it is the central repository of all Checklist Questions. It saves re-entering the same values multiple times. You are able to edit the questions in one place and the change will appear in all of the Folio checklists that you have used the question in.

To view your Checklist Question Library, click on the Gear Wheel to get to the Admin Panel, then under Checklists click on Checklist Question Library.

A list will be displayed showing all the question used in Folio Checklists. It will also show you the Question Category and which checklist/s the field is used in.

You can search for a particular question using the filter options by clicking on the search icon on the search bar. Click on "Add Another filter" to add extra questions:

You can export the question library out to a PDF or Spreadsheet using the ellipsis under the search bar:

If you want to include the possible answers for single/multi select questions then you will need to add the Answers column to the search screen. To add the column, click on the ellipsis to reveal "Configure Columns". Click on "Configure columns" and search for "Answers" to add to the fields:

You can add a new field to be used in any Folio template in 2 ways:

A. Add a new Field in a Folio Template

You can add a new fieldwhen you are setting up or editing a Folio Template.

You do this by going to the FolioTemplates and selecting the FolioTemplate that you want the field to appear in.

Click on Fields and then click on the + New FieldButton on the top right hand corner.

You will then be able to either select an existing field from the Field Library OR click on Create a New Field

Click on Create a new Field and give the field a name, type in any instructions and select the type of field that you want it to be.

When you have completed the details click on Createand the field will appear in that Foliotemplate and be available for use in other FolioTemplates.

B. Add a new Field from the Field Library

You can also add a new field that will be available to be used across multiple templates by going to the FolioField Library. Typically this is where you will be adding a field that you know will be used across templates - such as Office Locations or State.

Click on +New Field and add the new field as above.

This new field will then be available to be added into any FolioTemplates.

You are able to upload the required credentials directly from a contract by following these steps:

Click into the details of a contract and select the second tab "Credentials" active credential request

You will then see the required Eligibility Criteria of both the Entity and Service Provider (if applicable). To add a Credential where none exists, click theAdd Credential Button.

If you are replacing an existing or retired credential, click the gearwheel and select Replace Credential

Complete the credential details, including Renewal date and Evidence (if required). Please note, that if these have a blue asterisknext to them, that means that it is mandatory to put in a Renewal date or upload evidence.

Click on Create and the Credential is now attached to the Entity or Service Provider.

Note:If the credential that you are replacing is part of anthen after submitting the new credential that entry will be removed from the request. If that credential was the only one in the credential request then the request will be closed out

There are a number of ways to add a new action into Folio-threeof the most commonways are:

Creating a new action from top menu bar

Use the top menu bar and select "New Action"

What are default settings for actions and why should I set them up?

You will then be taken to apop up window where you can first enter the details of the action. The Title and Category of the Action are mandatory but you do not need to complete the Description or change the priority if that does not add any value to the recipient.

Youcan set upthe default settings for all assignments of this Action by clicking on Edit Action.For more information on default settings, see:

The next step is to click on Assign.Once you click on Assign another pop up box titled "Actions - Quick Assign" appears where you can nominate the Business Unit, Person/s responsible, due date and Assignment Settings of the Action.

Creating a new action from Action list screen

An alternative way of creating a new Action is to selectActions on the top menu and you will be taken to a full list of actions. Thenclick on the "Create Action" on the top right hand corner.

Creating an Action from a Folio

Actions can be created and assigned from within a Folio record. To do this click on the Actions tab in the Folio and click on + to add a new action and you will be taken through the same process as in the first 2 methods above.

To search for lite users in your entity screen, click on Resources and selectEntities. Then click on the search icon in the search bar and select "yes" as the value for the filter "Lite User". The same applies for Contacts

To search for lite users in your user screen, click on the search icon in the search bar and select "Lite User" as User Type. You will now be able to narrow down the user list to onlyLite Users.

Remember the name of the Lite user is the organisation's name.

Checklist review defaults can be set up for your Folio instance - remember, these defaults are only there to save you time - they can be changed on a checklist by checklist basis if required.

To set up your checklist review defaults, click on the admin gearwheel and select Checklist Settings.

You can add review stages, by selecting the number of Review stages.You can have up to 10 review stages on a checklist review.

Once you have selected the maximum number of review stages you want to have then the screenindicate the Stages.

You can change the maximum number of review stages you want at any time, although this will not affect any checklists that have already been reviewed.

Each stage can be edited in the following ways.

Clicking on the name of the stage will change the default name for that review stage

Expanding the stage shows the rest of the options for the review stages

Reviewers are the users who will review the checklist at each stage. It can also be set up by business unit

Thereview will be now be assigned to a different user depending on whichbusiness unit the checklist was assignedto.

Complete Review is how long after the previous stage is completed this stage must be complete (For the first stage this is how long after the checklist is completed).

If the review needs to occur immediately, type 0 into the number of days.

Notification before the Due Date controls the notifications to the reviewer(s) before the due date for the review

Notification after the Due Date controls the notifications to the reviewer(s) after the due date for the review

These defaults then appear in each checklist but can be changed for individual checklists

To view all checklists, click on the Checklists tab on the title bar and then Checklists.A list of checklists will then be displayed.

To add new columns to your view, click on the ellipsis next to Create Checklist and select the option "Configure columns". Youwill be able to add columns to your view.Columns can also be re-ordered using drag and drop. Remove columns by clicking on the "X".

To sort by a particular column, click on any of the blue column headers and it will sort by that column.

If you have set up reviews for your checklists and you want visibilityof those reviews, then you can add 3 columns - Reviewer, Review Stages and Review Rules

To change the default settings of all checklists firstclick on the Admin Gearwheel and select Checklist Settings.

Then Select the Default Settings tab

From here you can now change the default settings for all checklists. The key default settings that are useful for you to edit are -

Notifications on Assignment (by default are should users be immediately informed on assignment or in a bulk email overnight);

Notification Before the Due Date - how long before the Checklist is due should the user be reminded.

Notification after Due Date - how often should the user be reminded for overdue checklists.

An administrator can set the default settings for all Checklists. They can do this by clicking on the Administrator gear icon and going down to the Checklist section and selecting Checklist Settings.

Then Select the Default Settings tab

To change any defaults click on the pen icon next to the value and edit the value to change the default. Click on the tick to save.

From here you can now change the default settings for all checklists. The key default settings that are useful for you to edit are -

Notifications on Assignment (by default are should users be immediately informed on assignment or in a bulk email overnight);

Notification Before the Due Date - how long before the Checklist is due should the user be reminded.

Notification after Due Date - how often should the user be reminded for overdue checklists.

Folio resolves several user management issues by enabling an administrator to manage a User's responsibilities in one place.

In the User's profile in Folio you can replace or remove users from everything that they are responsible for. This includes:

Person Responsible for Folios

Person Responsible for Actions

Person Responsible for Checklists

Person Responsible for Checklist Reviews

Escalation Person of Actions or Checklists

Approver for Folios

To use this functionality, Click on Admin and select Users. Select the user that you want to retire. You will see that below the User details, there are Headings (they are minimised in the first instance but you can expand the accordions to view the full details by clicking on the arrow to the right of the heading.

When you open up the Accordion, for example Folios, you can see all of the Folios that the user is responsible for (this can include contracts, risks, incidents and more). You then have 2 options available to you -

Replace the User - this can be used in any scenario and the user can be replaced by one or multiple users.

Remove the User - this can only be used where there are already more than one other user responsible for the Folio or action. Clicking on this will remove the retiring user.

Replace the User

To replace the user, either select specific items by using the tick boxes or all items using the tick-box on the top left hand side of the table.

Click on Replace the [User Name], you will be prompted to select the person that you wish to be the replacement user. Select the new user/s and click on Confirm.

Remove the User

In the case where there are multiple users responsible for a Folio, Approval, Checklist or Action item, you are able to select Remove a User

You will be prompted to confirm that you would like the user to be removed from this item.

To view action results, click on the Action tab on the main menu bar and select Action Results

A full list of action results will be listed that you can filter to find the results that you are looking for.

Select the action that you wish to view, click on the ellipsis and then select View Result.Alternatively, if you are responsible for the result or have the rights to edit the result on behalf of another user, you can click on the Status button and complete/update the result directly from this page.

A full result will be listed. Again, ifyou are responsible for completion of this result or if you have the rights to complete the results on behalf of another user, you canchange the status or add notes to the result.

You can also reach the Results screen if you click on the Actions tab instead of Action Results at the top of the page. On this screen you can mouse over the status circles to make a popup appear that contains information about this action, and includes a View Result link.

You can import Risk Classificationsby clicking on the gear icon and finding the Import heading in the General Admin Section.

What to do if there are errors in my import

Then click on Risk Classifications.

Click on Download Import Template.A CSVtemplate will be created with a column for each of your Classifications.

Using one line for each Classification, fill in your details and save.

Once you have completed your spreadsheet, save it and click on Upload Data.

Simply drag the CSV file or click on the Add files button to select the CSV file and click on Start Upload.

The import facility will then create and validate the file.

A page will then be displayed which will list all the records to be imported. It will indicate whether the records are OK or whether there are any errors in the system (please refer to the article for how to deal with errors).

If all records are OK, click on Import and the records will be imported.

After a successful import you will get a listing of Imported Records showing the details of the records and the number of successfully imported records.

Checklists are able to support tables of repeating questions. To add a table to your checklist, first select what questions you want to make the table out of by ticking the check box next to each question.

After you've selected what questions are to be in the table a Create Table button will appear at the top of the screen.

Once you click the Create Table button a window will appear that lets you customise the table you want to make.

You need to give your table a name, and you may give some instructions to the users who will be filling the table out. Next you can choose a layout, and a summary to be given if the table uses numeric values.

Once you are done select create and the table will be made.