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Manage Systems - Knowledgebase / Manage Content - Holocentric Connect

Manage Systems

Manage Systems

This article is split into 2 sections:

  1. Create a new System
  2. Approve and Publish a new System

1. Create a new System 

1.1. Access the Operations tab and click the Systems subtab. 


1.2. Click Add New System


1.3. Enter the relevant fields. Click Save.


Field

Description

System NameName of the system
DescriptionDescription or explanation of what the system is
System TypeYou can choose from the following type of Systems:
  • Application Software - e.g. word processor, timesheets, email
  • System Software - e.g. utilities, drivers, extensions, plug-ins 
  • Device - e.g. phone, laptop, credit card scanner, hard disk
  • Equipment - e.g. machinery and non-portable devices
  • Other - any other systems that do not fall under the above types
Related StakeholdersPositions that are related to this System, they can be Accountable, Approver, Owner, or Reviewer
SummaryThis is the short description that appears in the browsing menu.
Keywords for 'Search'Keywords that, when searched in Holocentric Connect, will make the item appear in search results.
Remove from viewTick the box to hide the item. This will make the item only visible to users with Administrator permissions. Hidden items are: 
  • not shown in lists
  • not shown as a related item on any other items. 
  • not accessible by URL (will show item not found message)
  • not shown in any downloadable report.


1.4. If you have Release Management enabled, click Finish All Editing to confirm the changes and proceed to the approval stage


2. Approve and Publish a new System

2.1. Click Approval. A drop down menu appears. You can approve the policy or you can revert it if you want to make further changes to your content.   


2.2. You can edit your summary of what additions you made. You also have the option to select who approved the item, the date on which it was approved as well as the next review date.  Click Approve to continue to the publication stage. Once approved, the policy is marked ‘Ready to Publish’.  


2.3 To proceed with publication, click Publishing and Publish Immediately.

When you confirm publication, the release management workflow appears. You have the option to edit the summary of the changes that you have made. Click Continue. 


2.4 The release label and notes window appears. Write official release notes for the new system. You can edit the release notes later if required.  

Field

Description

Label this release

The official name of this release.

Release notes

Details about what updates you have made.

Post a news item about this when the items are published

If selected, you can post a news item on the Home tab to notify users about your content changes.

News item title

Title of the news item that will appear in the Home tab.

News message

The message that will appear under the news item title.

Include link in release summary

If selected, this option will allow you to include a link to the release notes for the item.

Email all users when this News Item is published

If selected, all web app users in your organisation (provided they have activated their account) will receive an email notification about the release at 5:30 am AEDT/AEST the following day.


END