The Triage PRO module is the central repository for all your subscription emails. The Triage PRO module stores your subscription emails as records and applies rule handling as defined by you. This allows you to sort the subscription emails into various types and categories, and then to automatically allocate tasks for review and action as required.
Enable the Triage PRO module
Contact TriLine GRC to add the Triage PRO module to your subscription license.
The Triage PRO Main Menu will now display for all positions that are in System Security Groups Administrators and, Administrators - Compliance. The Configuration Triage PRO tab, and the Triage PRO Maintenance menu items are only accessible to Administrators.
Triage PRO email address
Unless other-wised advised, your Triage PRO email address is set to:
triage@ xxxx .triline-grc.net
Where xxxx is your TriLine GRC site name (the 6 to 9 characters that appear after triline-grc.net/ in your URL)
Either, have your subscriptions sent directly to this email address, or create a mail rule to forward your emails to this email address, or alternatively, manually send/forward your email to this email address as you require.
Emails sent to this email address will not display until they are Processed.
Processing steps through each Rule sequentially. For each rule, the email contents are matched against the search criteria, and when found that rule processing applied and the new Triage PRO record will have a ‘Processed’ status as defined by the Rule.
Configuration
Check List
A Default Owner
At least one Processing Frequency set
At least one Status
At least one Category
A No Rule applied Default Status
At least one Rule
Processing Frequency Setting
This configuration setting sets the frequency at which the Triage PRO record’s email contents are Processed.
Triage PRO allows three different settings to Process the new Triage records. When to Process Email options are.
Select On Receipt to process the Triage records immediately they are created from the arriving email. The advantage of this settings is that you get notified immediately when an triage record is created and has being Processed by a Rule. The disadvantage is this could lead to high frequency emails for each Rule Owner.
Select Using Monitor to have the Triage records Process once per day by the overnight Monitor. Rule Owner will receive one email per day containing which Triage records have processed to a ‘Processed’ status.
Select Manually to totally control when Triage records are Processed. When parsing is run, Rule Owner will receive an email at this time if the Triage records have processed to a ‘Processed’ status.
All three settings can be turned on at the same time, but turning on ‘On Receipt’ will make the ‘Using Monitor’ setting irrelevant.
‘Processing’ is defined as the stepping through the list of Rules sequentially on each received emailed Triage record, until a matching Rule criteria is found inside the email contents. When a matching criteria is found, that Rule will be applied and this record will then have a ‘Processed’ status as defined by the Rule; additionally the Rule Owner is sent a notification. Processed Triage Records can only be processed once, changes from this point must be made manually. Triage Records that do not match any Rule criteria will have the Default Processing status applied, and the record will be owned by the Default Owner.
Triage Records with the Default status should be studied in order to create new rules that could be applied to records of this type next time; or amend current Rules to include keywords that will match in words in the email content of these records.
The Triage PRO Configuration
Use this tab to set ‘When to Parse Email’ and the Default Rule Owner and Task Setting. When creating a new Rule, these Rule Defaults will display, but can then be changed at this time.
The ‘Triage PRO’ tab
‘Triage PRO’ tab elements
‘Triage PRO’ tab elements
ID
Element
Description
1
‘Triage PRO’ tab
Click this tab to display and edit the Obligations configuration settings.
2
‘Default Record Owner’ selector
Select the Default Triage PRO Record Owner. When no Rule search criteria is met, this position will be the Owning position of this record. When creating a new Triage PRO rule, this position will default to the Owner Position, which can then be change to an Edit access Position. This position can be selected positions in System Groups ‘Administrators’ and ‘Administrators - Compliance’.
3
‘When to Process Email’ checkbox
Select when the Unprocessed Triage record email content should be Process against the defined Rules. The options are either, ‘On Receipt’ which is immediately, ‘Using Monitor’ which is once per day, or ‘Manually’ which is determined each time by the user.
4
‘Completion period’ field
Enter the Default number of days for the Alert Task to be completed from the notification date to appear when creating a new rule. This default can be overwritten in each Rule.***
5
‘Second Reminder Days’ field
Enter the Default number of days before the due date to send a second reminder. ***
6
‘Notification Text’ field
This Default field is the Notification text (and should contain the description or instructions of what is to be accomplished) in the Triage PRO Task. ***
Click to apply your Triage PRO configuration settings.
***This value is only used for Rules that have selected an Actioned By in the Rule Created Task field.
Manual Processing
Switching the ‘When to Process Email’ Manually to On will add the ‘Process Records’ 1 menu option to the Triage PRO List page. Use this menu option to Process Triage PRO records.
The ‘Manually’ switch
Maintenance
Triage PRO maintenance menu items are available to Administrators in the Triage PRO maintenance section.
The Rules
The Triage PRO Rules contain the processing that will occur to the Triage record if the record’s email content matches the rule Search criteria. This happens during the record processing.
There is no limit to how many rules can be created, but only the first matching criteria rule will be applied.
Rules are processed sequentially from First Rule down.
The order in which the Rule are applied can be changed.
The Rule is applied if the (optional, but highly recommended) ‘From’ address and (mandatory) Search Words match in the email.
During processing, if it is not blank, the ‘From’ filter is used for the first matching criteria. Then the ‘Search Word(s)’ are used for matching. When the match is found, that Rule will be applied and processing stops for this record and moves onto the next record.
‘Search Words’ matching is done in this order:
Subject,
Body (email content).
When a matching Search Word is found in the Subject, the search will stop and the rule will be applied (the body will not be searched). Otherwise the search will continue into the Body, and again if found, the Rule is applied to the record.
If no matches are found, the Default Status and Default Record Owner will be applied to this Triage PRO record.
Rule actions that can occur to the Triage record are
Marking if the record content ‘Does Not Apply’ and if the record is to have an Active status.
Setting the record’s Owner.
Setting the record number prefix. The number part will be the next in sequence for that prefix.
Notifying additional positions that this record has just been processed.
Creating a Task and assigning an Actioned By Position.
Use the controls in this panel to save and load different grid layouts. Click the Reset grid icon to reset the columns in the grid to the default state. All non default filters will be removed and default filters (if any) will be re-applied.
The Status
Triage PRO Statuses are user defined and at least one must exist before Triage PRO can be used. A Triage PRO Status identifies the current state of the Triage PRO record. Statuses can be grouped in reports and lists. The screen shot below is an example of Statuses to consider adding to your Triage PRO system. A Triage PRO record may ‘travel’ through these statuses during their life cycle.
Administrators and Administrators - Compliance can create and manage a Status via the Triage PRO Maintenance menu section.
The system will initially start with two statuses of ‘Not Action Required’ and ‘Action Required’ These statuses can be added to, or renamed as required to suit your organisations processing of Triage PRO records.
At least one Status is required. When more than one Status exists, the display order can be adjusted as required.
Use the controls in the column headers to filter the Records. Perform advanced sorting and filtering of the List to find particular Records.
5
List of Status
This List displays all Triage PRO current record Statuses in your system.
Note: Not all Statuses records may be displayed if a Text Filter3 has been applied.
6
‘Edit’ icon
Click this icon to edit the Status.
7
‘Delete’ icon
Click this icon to Status.
Note: A Status with no ‘Delete’ icon displayed is allocated and cannot be removed.
8
‘Move Field Up’ icon
Click a Rule record and then click this icon to reorder the Field closer to the top of the list.
9
‘Move Field Down’ icon
Click a Rule record and then click this icon to reorder the Field closer to the bottom of the list.
The Category
Triage PRO records must have a Category. Categories are defined by your requirements. Categories could be used to define the source of the Triage PRO content.
Administrators can create and manage a Categories via the Triage PRO Maintenance menu section.
At least one Categories is required and it must exist before Triage PRO can be used. Categories default to displaying in alphabetical order.
Note: Only Administrators and Administrators - Compliance can see these menu items.
From the main menu, click or mouse hover over the Triage PRO menu to see the Maintenance menu items.
Click the Triage Rules menu option 1 to display the Triage PRO Rules page. Click the Categories menu option 2 to display the Triage PRO Categories page. Click the Status menu option 3 to display the Triage PRO Status page.
Creating and Managing Status
About Triage Status
The Triage PRO Statuses are defined by you to identify the progression of each step of Triage PRO record.
Administrators and Administrators - Compliance can create and manage Status via the ‘Triage PRO’ Maintenance menu.
On the ‘Status’ page, hover over the Options Menu icon to display the options. Click the ‘New Status’ 1 icon.
The ‘Add New Status’ window is displayed. Enter a new unique Status 1, a Definition 2, and select a colour 3 (See New Status window elements for information on each field). If this Status is to be a Closed Status, chick the Closed box. There should be One Status of ‘Closed’. Click the Save icon 4 to create the new Status, or click Cancel 5.
The new Status is displayed in the Status list.
‘New Status’ window elements
‘New Status’ window elements
ID
Element
Description
1
‘Status’ field
Enter a unique name for the Status in this field.
2
‘Definition’ edit box
Enter the Definition of the Status here.
3
‘Colour’ selector
Select the colour to represent the Status.
4
‘Closed’ checkbox
Click this to make this a Closed Status.
5
‘Save’ icon
Click this icon to add the new Status. There should be One Status with this checkbox ticked.
6
‘Close’ icon
Click this icon to close the ‘New Status’ window without adding a new Status.
On the ‘Status’ page, click the ‘Edit’ icon 1 of a Status.
The ‘Edit Status’ window is displayed. Edit the values as required (see New Status window elements for more information on each field). Click the Save icon 6.
The updated Status is displayed in the Status list.
Click a Status record 1. Then click the Order Down 2 icon to reorder the Field closer to the bottom of the list.
The Status record is in the new order location.
Each click of this icon will move the record down one position, until it is at the bottom. Clicking the Order Up icon will do the opposite action until the record is at the top of the list.
Move the Status up
Click a Status record 1. Then click the Order Up 2 icon to reorder the Field closer to the bottom of the list.
The Status record is in the new order location.
Each click of this icon will move the record up one position, until it is at the top. Clicking the Order Down icon will do the opposite action until the record is at the bottom of the list.
Creating and Managing Category
About Triage Category
At least one Category is required, and it must be created before Triage PRO can be used.
On the ‘Category’ page, hover over the Options Menu icon to display the options. Click the ‘Category’ icon 1.
The ‘Add New Category’ window is displayed. Enter a new unique Category 1(See New Status window elements for information). Click the Save icon 2 to create the new Category, or click Cancel 3.
The new Category is displayed in the Category list.
‘New Category’ window elements
‘New Category’ window elements
ID
Element
Description
1
‘Category’ field
Enter a unique name for the Category in this field.
2
‘Save’ icon
Click this icon to add the new Category.
3
‘Close’ icon
Click this icon to close the ‘Add New Category’ window without adding the new Category.
click the OK button to delete the Status, or click Cancel.
Note: A Category without a ‘Delete’ icon displayed indicates that this Category is current allocated.
Creating and Managing Rules
About Triage Rules
During Processing, each unprocessed Triage record’s email content is scanned to find a Rule’s matching Search criteria. The first successful match will apply that Rule. All of this Rules settings will be applied to this record. If no matching Search criteria is found, the Default Status 5 is applied to that record. Triage PRO records are processed only once, and the Processed indicator will turn on when this happens. If an rule earlier in the list process a record before an expected rule, the record cannot be processed again; any correction changes must be applied afterwards manually.
Administrators and Administrators - Compliance can create and manage Rules via the ‘Triage PRO’ Maintenance menu.
On the ‘Triage PRO Rules’ page, hover over the Options Menu icon to display the options. Click the ‘New Triage Rule’ 1 icon.
The ‘New Triage Rule’ window is displayed. Enter values in the required fields (See New Triage Rule window elements for information on each field. Click the Save icon 12 to create the new Triage Rule, or click Cancel 13.
Definition Section
Record Default Section
Task Section
Security Section
The new Triage Rule is displayed in the Triage Rule list.
‘New Triage Rule’ window elements
‘New Triage Rule’ window elements
ID
Element
Description
1
‘Save’ icon
Click this icon to add the new Rule.
2
‘Definition’ section
Click this chevron icon to open and close this section.
3
‘Rule Name’ field
Enter the a unique name of this Rule in this field.
4
‘Description’ field
Enter a small description of this Rule in this field.
5
‘From’ field
This is an optional field. Enter an email in this field to further filter if the Rule is to be applied. From works to together with Search Words. Both From and Search Words must match for the Rule to apply.
6
‘Search Words’ field
Enter the Search Words, separated by a pipe character, in this field.
7
‘Active’ checkbox
Click this to make this Rule Active. Inactive rules are not applied.
8
‘Record Default’ section
Click this chevron icon to open and close this section.
9
‘Prefix’ field
Enter the Prefix this Rule in this field. The Prefix is the characters that will appear before a sequential number that combined, identifies each Triage PRO record.
10
‘Does Not Apply’ checkbox
Select this checkbox if this Triage PRO record only to be written but no other processing is required, nor tasks generated, nor notification sent.
11
‘Initial Status’ selector
Select the initial Status to be applied to Triage PRO records processed by this rule.
12
‘Default Category’ selector
Select the default Category to be applied to Triage PRO records processed by this rule.
13
‘Default (Record) Owner’ selector
Select the Position to be the Default Owner of Triage PRO Records processed by this Rule. A Triage PRO record owner can be any Position in a Security Group with ‘Edit’ access to this record.
14
‘Notify’ list
Displays the list positions that will be notified when the Triage PRO record has this rule . This list usually includes the record Owner.
15
Select Notify positions
Use this selector to choose which positions to appear in the Notify 14 list.
16
‘Task’ section
Click this chevron icon to open and close this section.
17
‘Completion Days’ field
Displays the number days the Task has to be completed from the day the Triage PRO record was processed by this Rule. Note: A task is only generated if the Actioned By 19 is selected.
18
‘Second Reminder Days’ field
The numbers of days prior to the Due Date, that a second notification to complete this task is sent. If a second reminder is not require, set this value to zero.
19
‘Actioned By’ selector
This field is optional. Selection a position will cause a Task to be generated if the Triage PRO record is processed by this Rule. Select the Actioned By Position to do this Task. The Actioned By Position must belong to a Security Group with at least ‘View’ access to the record. The text (instruction) of this task is defaulted from the Triage PRO configuration.
20
‘Default Security’ section
Click this chevron icon to open and close this section.
Click this icon to display the positions in Security Group Membership (see item 21). A Position in a Security Group with ‘Edit’ access to Triage PRO record, can become the Owner of that record.
24
‘Close’ icon
Click this icon to cancel adding the Rule and to close this window.
On the ‘Triage PRO Rule’ page, click the ‘Edit’ icon 1 of a Rule.
The ‘Edit Triage Rule’ window is displayed. Edit the values as required (see New Triage Rule' window elements for more information on each field). Click the Save icon 12.
The updated Triage Rule is displayed in the Triage Rule list.
Click a Rule record 1. Then click the Order Down 2 icon to reorder the Field closer to the bottom of the list.
The Rule record is in the new order location.
Each click of this icon will move the record down one position, until it is at the bottom. Clicking the Order Up icon will do the opposite action until the record is at the top of the list.
Move the Rule up
Click a Rule record 1. Then click the Order Up 2 icon to reorder the Field closer to the bottom of the list.
The Rule record is in the new order location.
Each click of this icon will move the record up one position, until it is at the top. Clicking the Order Down icon will do the opposite action until the record is at the bottom of the list.
