Disclosures Admin Training

This presentation will demonstrate the following: Overview This presentation will demonstrate the following: How to access disclosures How to update disclosures Disclosure permissions Creating disclosures via proxy ©2015 Convercent. All rights reserved.

How to Access Disclosures ©2015 Convercent. All rights reserved.

From your dashboard, click on “Disclosures”. How to Access Disclosures From your dashboard, click on “Disclosures”. ©2015 Convercent. All rights reserved.

Disclosure Dashboard You will then be brought to your disclosure dashboard. It is organized in the following order: Pending In Review Cleared Rejected Some employee disclosure sets may have multiple disclosures in them. This will lead to having multiple statuses. The pending statuses will always show first with the most recently entered ones on top. ©2015 Convercent. All rights reserved.

Cleared: This status means that it is done/completed. Disclosure Statuses Pending: These are disclosures that are new and have not been reviewed. In Review: This status means that the disclosure has been read and is currently being reviewed. Rejected: This status is for disclosures that have not been cleared or approved. Cleared: This status means that it is done/completed. ©2015 Convercent. All rights reserved.

Searching for employees You have the ability to search for an employee by using the below search bar. You can search by the following criteria: First Name Last Name Employee ID Location ID Location Name Customer Reference number In this example, we will search by first name. Once you have typed the name in, click “Go”. ©2015 Convercent. All rights reserved.

Searching for employees Below is the result for our example search. Here you will see how many disclosures are in this employee’s disclosure set. In this example, “Charlie” only has 2 cleared disclosures. To view his disclosure set, click on his name. ©2015 Convercent. All rights reserved.

Employee Disclosure Set In the disclosure set you can view each disclosure, the disclosure status, add a new disclosure, and even give or remove permissions to an employee’s disclosure set (Admins only). ©2015 Convercent. All rights reserved.

Employee Disclosure Sets As you can see in this example, the employee has 3 different disclosures. You will also see the status of each one as well. To enter in a specific disclosure, click “View disclosure details”. ©2015 Convercent. All rights reserved.

Once in the disclosure, you will be automatically brought to the “Overview” tab. Here you can see all of the disclosure information. Party information Relationship Situations Description ©2015 Convercent. All rights reserved.

On the “Attachments” tab, you can view and add attachments On the “Attachments” tab, you can view and add attachments. There is a section for attachments that can be viewed by both the disclosing party and internal team. There is also an attachment section that can only be viewed by the internal team. ©2015 Convercent. All rights reserved.

From the “Note” tab, you can add or edit existing notes needed for the disclosure. ©2015 Convercent. All rights reserved.

How to update a disclosure ©2015 Convercent. All rights reserved.

Updating Disclosure Details You have the ability to update a disclosure regardless of its status. Once you are in the specific disclosure, click on “Update this disclosure”. ©2015 Convercent. All rights reserved.

From here you can edit all of the following fields. Updating Disclosure Details From here you can edit all of the following fields. About the other party About the disclosure Description Supervisor notified Assistance required Once done, click “Submit for review”. ©2015 Convercent. All rights reserved.

Changing Disclosure Status The status of a disclosure can be changed at anytime. Even a “Cleared” or “Rejected” disclosure can have it’s status changed. To change the status of a disclosure, click on the drop down arrow as shown below”. ©2015 Convercent. All rights reserved.

Changing Disclosure Status From here, you can clear, edit, or reject the disclosure. In this example, “Clear this disclosure” will be selected. ©2015 Convercent. All rights reserved.

Changing Disclosure Status Once you have done that, a pop up window will appear. Go ahead and select your clearance type and type in the Clearance Message. After you have completed that, click on “Clear”. Note: If you selected “Reject this disclosure” on the previous screen, you will not get a pop up window. The status will just change to “Rejected”. No further action will happen. ©2015 Convercent. All rights reserved.

Disclosure Permissions ©2015 Convercent. All rights reserved.

Disclosure Access Permissions To review, add, and/or remove permissions to an employee’s disclosure set, click on the “key” button. ©2015 Convercent. All rights reserved.

Disclosure Access Permissions From this screen under the “Permitted” tab, click on “People with access”. ©2015 Convercent. All rights reserved.

Disclosure Access Permissions To view specific Disclosure Management Administrators, click the “Members” box as shown here. The number in front will show how many members there are. ©2015 Convercent. All rights reserved.

Disclosure Access Permissions From here, you will see the members who already have access to this disclosure set. Click “Okay” to close this window. ©2015 Convercent. All rights reserved.

Disclosure Access Permissions To add a specific individual, click on “People in your organization” under the “Permitted” tab. Next type in the individuals name and click “Go”. ©2015 Convercent. All rights reserved.

Disclosure Access Permissions From here, place a checkmark next to the individuals name. After that, click “Save”. That individual will now have access to that employee’s disclosure set. ©2015 Convercent. All rights reserved.

Disclosure Access Permissions To remove access from someone (Or view individuals who have had access removed) in an employee’s disclosure set, the process is similar. From the Disclosure Access, click on the “Denied” tab and then click on “People who are denied. ©2015 Convercent. All rights reserved.

Disclosure Access Permissions Next, you will see who is denied access to this disclosure set. To remove the user from the denied list, un-check the box next to their name and click “Save”. ©2015 Convercent. All rights reserved.

Disclosure Access Permissions To deny access to an individual, click on “People in your organization” then type in the individuals name. Once you have done that, click “Go”. Then add a checkmark next to that individuals name and click “Save”. ©2015 Convercent. All rights reserved.

Note About Proxy Disclosures As it relates to employees disclosure sets, only Disclosure Admins can give access to Disclosure Moderators. Only Disclosure Admins will have the ability to create a proxy based disclosure on all employees. Unless, of course, a Disclosure Moderator has been give access to that employee’s disclosure set. ©2015 Convercent. All rights reserved.

How to create a disclosure via Proxy ©2015 Convercent. All rights reserved.

Once in the employee’s disclosure set, click “Add a new disclosure”. How to create a disclosure via Proxy Once in the employee’s disclosure set, click “Add a new disclosure”. ©2015 Convercent. All rights reserved.

How to create a disclosure via Proxy From this screen, choose the appropriate selection for “How is the other party related to the organization?”. Then click “Next”. Note: Depending on which selection you make, the flow will be different. This example will demonstrate the flow for “Business Partner”. ©2015 Convercent. All rights reserved.

How to create a disclosure via Proxy From here you can review your prior selection. If you would like to change the relationship, click on your prior selection as shown below. ©2015 Convercent. All rights reserved.

How to create a disclosure via Proxy If you chose to edit the relationship, you will then see this screen. After you have changed it, you will need to click “Select”. If you would like to keep your original selection, click “Cancel” from this screen. ©2015 Convercent. All rights reserved.

How to create a disclosure via Proxy From here you will want to select if the party is an organization or an individual. You can then provide the name of the other party in the space below. ©2015 Convercent. All rights reserved.

How to create a disclosure via Proxy On this section, you will need to select what the nature of the disclosure is. ©2015 Convercent. All rights reserved.

How to create a disclosure via Proxy If you click on the symbol, it will open up the description for each disclosure type. ©2015 Convercent. All rights reserved.

From here, you will select the appropriate situation. How to create a disclosure via Proxy From here, you will select the appropriate situation. ©2015 Convercent. All rights reserved.

How to create a disclosure via Proxy On this section, you will be able to type in the a description of the situation. Keep in mind that it is limited to 4,000 characters (Including spaces) ©2015 Convercent. All rights reserved.

How to create a disclosure via Proxy Next, answer the following questions. After you have completed that, click “Save”. ©2015 Convercent. All rights reserved.

How to create a disclosure via Proxy Now you can review your disclosure under the “Overview” section of your disclosure details. You can also add relevant attachments. To do so, click the “Attachments” tab. ©2015 Convercent. All rights reserved.

How to create a disclosure via Proxy To add the attachment, click on “Select files…” From there you will be able to add the file/s needed. ©2015 Convercent. All rights reserved.

©2015 Convercent. All rights reserved.