Navigate to the Maintenance area along the top ribbon menu.
Select the Security Centre option in the Maintenance menu.
Select the Portal Users tab and click the plus + icon next to the list of Positions.
The Add New Position window will pop up. Fill in all the fields in the window.
Title = Position title of the staff member which will be their unique identifier in the system. Ensure that each Position's Title is unique.User ID (present in systems set up pre-Oct 2022) = User's login ID. If the organisation has SSO login, this ID must reflect their organisational SSO login details.Email = User's organisational emailTick the relevant tickbox settings that you would like to apply to this new Portal user.
Display in Lists = Allows user to appear in the list of positions when assigning responsibility, ownership, management of record items or tasks.
If you want a user to have access to Drova GRC without being able to have Tasks assigned to them, un-tick this setting.See Own Data Only = Restricts user to only have access to view records and tasks they have direct involvement with ie. have no access to Records and Tasks that they have no direct involvement with.Send Invitation = Sends user an email invitation to log into the system upon saving.Once completed, Save.
The new Portal User should now appear in the list of Portal Users in the Security Centre.
Drova GRC: How to set up a new Portal user
Are you looking to add a new Portal user to the system ie. a user requiring access to the Portal to submit forms and view documents?
The system provides the capability to add Portal users individually or in bulk.
Security permissions required to perform action: full system Administrator
All Position users set up in Drova GRC are automatically able to also access the Portal.
❗️ All staff members who require access to only the Portal will need to be set up as Portal users.
To individually add Portal Users
To bulk add Portal users
Navigate to the Maintenance area along the top ribbon menu.
Select the Security Centre option in the Maintenance menu.
Click on the three-bar menu icon next to the Security Centre heading and select the Load Positions option.
A Load Portal Users window will pop up. Click on the plus button to generate the spreadsheet template which you will use to input Position user information and bulk upload into the system.
Download the spreadsheet onto your computer and populate the fields in the template. All these fields are required by the system in order to successfully add these Position users in bulk.
Refer to the Information tab in the spreadsheet template for guidance.Once the spreadsheet has been populated, re-upload the spreadsheet in the Load Portal Users window.
Click on the blue Load Portal Users button.
If there are any issues with the data populated in the spreadsheet, the system will not successfully load the Position users and instead, generate an Error message and detail why. Review the spreadsheet, correct any errors and re-upload.
Once successfully bulk uploaded, these Position Users will now appear in the list of Portal Users in the Security Centre.
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