1. Disclosures
Admin Training

2. 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
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3. How to Access Disclosures
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4. From your dashboard, click on “Disclosures”.
How to Access Disclosures
From your dashboard, click on “Disclosures”.
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5. 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.
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6. 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.
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7. 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”.
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8. 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.
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9. 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).
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10. 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”.
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11. 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
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12. 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.
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13. From the “Note” tab, you can add or edit existing notes needed for the disclosure.
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14. How to update a disclosure
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15. 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”.
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16. 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”.
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17. 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”.
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18. Changing Disclosure Status
From here, you can clear, edit, or reject the disclosure. In this example, “Clear this disclosure” will be selected.
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19. 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.
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20. Disclosure Permissions
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21. Disclosure Access Permissions
To review, add, and/or remove permissions to an employee’s disclosure set, click on the “key” button.
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22. Disclosure Access Permissions
From this screen under the “Permitted” tab, click on “People with access”.
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23. 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.
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24. Disclosure Access Permissions
From here, you will see the members who already have access to this disclosure set. Click “Okay” to close this window.
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25. 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”.
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26. 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.
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27. 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.
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28. 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”.
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29. 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”.
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30. 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.
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31. How to create a disclosure via Proxy
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32. 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”.
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33. 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”.
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34. 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.
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35. 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.
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36. 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.
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37. How to create a disclosure via Proxy
On this section, you will need to select what the nature of the disclosure is.
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38. How to create a disclosure via Proxy
If you click on the symbol, it will open up the description for each disclosure type.
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39. From here, you will select the appropriate situation.
How to create a disclosure via Proxy
From here, you will select the appropriate situation.
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40. 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)
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41. How to create a disclosure via Proxy
Next, answer the following questions. After you have completed that, click “Save”.
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42. 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.
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43. 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.
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