Quick guide to implementing Certainty

Project implementation

When you first start configuring a new system spend some time considering the best way to organize your sites, users and their roles (permissions). After that, focus on any settings you want to enable and then decide if you need a multilingual system before you start creating checklists.

The following order is only one of many ways to set up Certainty. You can configure the Certainty system in many ways and in a different order if that suits your project goals and organization better. 

If you are moving to Certainty from a different system we can help move your sites, users and  and checklists to Certainty. Contact Certainty Customer Success to find out more. 

Sites & Site Groups

1. Sites are the locations that will collect audit, inspection and assessment data. Group site locations together so it makes sense for data entry, reporting and user access.
2. Make a list of how you’d like to organize your sites and create the corresponding site groups. Example: Site Group: Europe, Sites: Brussels, London, Berlin etc.
3. Now add your sites and allocate sites to site groups.

Roles & Role Groups

1. Depending on the users that will be working with the Certainty Admin Portal and the access you want to give them, create a list of the permissions (roles) the various types of users need.
2. Create role groups that can be combined to allow users the appropriate permissions to cover the needs of the different types of users on your list. Example: Role Group 1 - Full Administration Access, Role Group 2 - Completed Checklists & Actions Only, Role Group 3 - Dashboard and Reporting Only etc.
3. Users that will only get Mobile App access do not need roles or role groups.

Users & User Groups

1. You now have sites, site groups and role groups organized. You need to tie this information to the users that will be working with Certainty and you need to group different types of users together for reporting, monitoring completed checklist results, action responsibilities and access and permissions. 
2. Create user groups for the various types of users . Example: User Group 1 - EHS auditors, User Group 2 - Site managers, User Group 3 - Field users etc.
3. Now enter your users.

• • Allocate users to the correct user groups.
  • Give each user Mobile App access and/or Admin Portal Access.
  • Allocate sites and site groups to users.
  • In the case of Admin Portal users allocate role groups and roles so each user has the appropriate permissions.

Review Settings and Translations.

Manage Checklists to create checklists, workflows, notifications and automatic actions.

Manage Actions to create action types, priorities, workflows and notification rules.

Finally - When the structure and framework of your system is set up, you are ready to schedule audits and inspections, publish your checklists to the Mobile App and monitor Completed Checklists and Reports in real time as audits and inspections are conducted and Actions completed. 

Notes

• For more information about how to complete each step, refer to articles about each individual area and tool.
• For more information about multilingual use, see ‘Translations’
• For OCR Email Log see OCR Email Log

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