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Risk Templates

Owned by Former user (Deleted)
Last updated: Jan 23, 2023
6 min read



Templates

Templates are used to group master risks together for use within project risk registers. Each template will become a risk grouping within the project risk register and can be renamed within the project risk register to suit the stages or terminology being used within the project if required. 

Templates Menu

Video: Templates Menu Overview

In the Templates page, administrators can:

  • Add, edit and view templates

  • Copy, archive or delete templates

  • Download documents attached to templates

  • Use a variety of filters in isolation or combined to select templates to view

  • Export lists of templates to Excel

 

Adding a Template

Retaining System Integrity

Only the system administrator has the permission to add, edit and delete templates. This should be managed very carefully to retain the integrity of the system and to avoid duplicate templates. It is a worthwhile exercise to create a standard set of guidelines that all new templates entered must follow.

 

To create a new template, from the Templates page:

  1. Click 'Add New'

  2. Complete the fields (see table 'Definitions of Fields' below)
    The details captured for each template may vary slightly between each system configuration. Fields marked with * are mandatory.


    Definition of Fields
    There are a range of filters that can be used to classify each template. These can assist when filtering or sorting templates and can be edited via the Settings tab. 

Name

Definition

Name

Definition

Template Name

Name the template so it is easily identifiable

Owner

Denotes the owner of the template

Primary Category

Apply a primary category to the Template such as Plant and Equipment, Business

Secondary Category

Apply a secondary category to the template such as Fixed Plant, Hand Tools, Mobile Plant

Note: The second category is generally not used

Spare

A spare filter can be used if required

  1. Upload any relevant documents by:

       a. Click 'Add Document'

       b. Locate the document

       c. Click 'Open'

       d. Enter the file name and description as applicable

       e. Click 'Upload'

       f. Refer to the Uploading/Managing Files user guide page for more details.

  1. Click 'Save' to create the template

 

Editing Admin Details in a Template

To edit the admin details in a template, from the Template page:

  1. Click 'Show Filters'

  2. Use filters as required to locate the relevant template

  3. Click 'Filter'

  4. Locate the specific template at the bottom of the screen (Hint: hiding filters can make viewing the results easier)

  5. Click 'Admin' to the far right of the relevant template

     

  6. Adjust fields as required

  7. Click 'Save' to keep the changes

Adding Risks to a Template

To add risks from the master risk registry to a template, from the Template page:

  1. Click 'Show Filters'

  2. Use Filters as required to locate the relevant template

  3. Click 'Filter'

  4. Locate the specific template at the bottom of the screen (Hint: hiding filters can make viewing the results easier)

  5. Click 'Risks' to the far right of the relevant template

  6. The default view is to display risks that are included in the template already. Use the "Included in Template" and/ or search filters to locate the risk to be added to the template. The details for each risk can also be viewed.

     

  7. Click 'Filter"

  8. Continue using filters until the risk to be added has been located

  9. Click "Add to Template" on the far right

  10. The risk will now be part of the template

Delete Risks from Templates

To delete risks from a template, from the Template page:

  1. Follow steps 1 - 5 from Adding Risks to a Template above

  2. Click 'Remove from Template' on the far right of the risk to be removed

  3. The risk will now be removed from the template

Archiving Templates

To archive a template, from the Template page:

  1. Use filters as required to locate the relevant template

  2. Click 'Filter'

  3. Locate the specific template at the bottom of the screen (Hint: hiding filters can make viewing the results easier)

  4. Click the 'Actions' button to the right of the template

  5. Click 'Archive'

  6. In the pop-up box that appears, select 'Archive'

     

  7. Archived templates can then be viewed from the archived templates menu

  8. To unarchive a template, follow the same steps from the archived templates menu

 

Deleting Templates

To delete a template, from the Templates page:

  1. Use filters as required to locate the relevant template

  2. Click 'Filter'

  3. Locate the specific template at the bottom of the screen (Hint: hiding filters can make viewing the results easier)

  4. Click the 'Actions' button to the right of the template

  5. Click 'Delete'

  6. In the pop-up screen that appears, click 'Delete'

Downloading Documents Attached to a Template

To download any documents attached to a template, from the Template page:

  1. Click 'Show Filters'

  2. Use filters as required to locate the relevant template

  3. Click 'Filter'

  4. Locate the specific template at the bottom of the screen (Hint: hiding filters can make viewing the results easier)

  5. Click the 'Zip' icon to the right of the template

     

  6. A download will commence. Note this may take some time dependent on Internet speed and number of files

  7. Unzip the file once downloaded (this is usually found in the My Downloads folder under My Computer) and save as required

Reporting from the Templates Page

To generate a report for a specific group of templates, from the Template page:

  1. Click 'Show Filters'

  2. Select the relevant filters

  3. Click 'Filter'

  4. All results will be displayed at the bottom of the screen

  5. Click 'Excel Export' to generate the report into Excel