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Frequently asked questions

PCT Framework

How can I upload a file as an attachment?


At the bottom of every section and subsection you have the option to add links and files. Files are automatically saved in the file overview. This overview can be found via the left navigation or the menu at the top, under "Files"

In the file overview you can easily upload attachments using the + in the top right corner. Maximum file size that can be uploaded is 30mb.




Can I link to a file from multiple places?


Yes, you can. If you want to attach a file, you have the choice to upload a new file or select an uploaded file. If you want to link to the same file from different locations, click "Select uploaded files".




How can I update changed files?


When you have made changes to a file that has been uploaded in the PCT, you can update it very easily. You go to the relevant document and click on the yellow button to upload a new version. You will then find the different revisions of a document in the left navigation under "Files". So when updating, the document has two revisions.




How do I create a new version?


When you click on the button "Create new version", a new draft version is created which you can only see yourself. When creating a new version, a copy of the last active version is made. This allows you to easily make changes, without having to retype the entire text. When the content is ready, set the status to "internal", making it visible to other users as well.
Don't forget to give a version number and keep track of what you have changed compared to the previous version.
Note! when there are multiple concepts in which different users work, this content is not synchronized with each other. Creating a clear process for updating documentation can help with this.




How do I know which content to post?


Each section in the PCT framework contains a link to a help text. This help text contains a brief explanation of what should be described in the section, which files should be uploaded and which forms should be completed. You can find the help text under the ? right above the editor.




How can I import content from a Word document?


Above the content editor is the button "upload content file". Here you select the correct file that you want to import. Note! All existing content will be overwritten with the content being imported. So create a new version just to be sure.




How do I link to other components in the PCT framework or a form?


When you type "@" in the content editor, you see which parts and forms you can link to. Users can click the link in viewer mode to go directly to the correct section. If a user is not authorized for the relevant part, it will not be shown.




How do I set the authorizations per section or form?


As an administrator, you can set which roles are authorized to view or edit a particular part or form. Components
You can configure parts in the PCT framework by clicking on the eye above the editor. Then you select for which role this "step" should be hidden. Forms
With forms, you can set per role under the "settings" tab whether a role has access to the entry form, the graphs or the registrations.




Which parts can be digitally signed by users?


Within the PCT framework it is possible to have the following two components digitally approved by users:

  • Policy statement
  • Rules information security personnel
The moment a new version is made public, you select which user must approve this section and whether this user must be notified via a notification. Please note! Set "invite everyone to sign" to No if only a specific user needs to approve the section, otherwise all users will receive a notification.





Users

How do I add a user to the PCT?


You can easily add users to 'users'. You can also easily upload a file with users at once.

If you want to add more users than the maximum number of users from the license, please contact support@proactivecompliancetool.nl.




Which roles are available within the PCT?


The following roles are available by default:

- Administrator

- Manager

- Staff members

- Viewers

- Auditor


Your consultant has access to the PCT through the Consultant role. In the tool you can view the rights per role under 'users'.




I can't login. How is that possible?


First try to click on the 'eye' on the login page to make the entered password visible. Perhaps there is a typo or 'caps lock' is turned on. If this does not help, click on "I forgot my password".

If that doesn’t work either, please contact us via support@proactivecompliancetool.nl




What is my username?


You have been given a username to log into the PCT. This username can be found at the bottom of the invitation you have received to create an account. It is never your email address.




How do I deactivate a user?


When a user is no longer allowed to have access to the PCT, you can deactivate the user. You do this by going to the user overview. On the right side at "Actions" you have a number of settings. Here you will find the button "deactivate user". The user will no longer have access to the PCT.




How can I upload a photo?


When you go to "my account" you can upload a photo.
Administrators also have the option of uploading a photo per user under "users" by clicking on the relevant employee and then uploading an image.




How do I change my password?


If you have forgotten your password, click on "forgot password" on the login screen. You then enter your login name and you will receive a link in your email to reset your password. Administrators cannot view or reset your password. If you have forgotten your login name, please contact one of the administrators or support@proactivecompliancetool.nl.




How do you activate 2FA?


Each user can set this up by themselve. You can easily do so within 'My account'.

Click on Activate 2FA, download an Authenticator App and add this to your account.

Finally, add the 6-digit code to confirm that your account has been successfully added in the app.

As an administrator, you can see which users use 2FA within the 'Users' page in the left navigation.





Tasks and measures

What is a measure?


A measure is an activity that must be carried out to be compliant.

If, for example, a deviation or problem is detected during the execution of a task, a measure must be taken.




How do I add a measure?


A measure is always linked to a form. In the forms where it is possible to add a measure, you will see a + button.

After the measure has been added, the measure can be found in the measures and tasks overview. This overview can be found in the left navigation.

It is also possible to add a measure to the relevant form from the measures and tasks overview.

It is important that you always add a person responsible and a planned completion date to the measure, otherwise it is an incomplete task. The task should always be linked to a person responsible, because someone has to complete it. That person also has know when this task must be completed.




Where can I find an overview of all tasks and measures?


All tasks and measures are automatically loaded from the various forms into the measures overview. In the corresponding dashboard you have direct insight into completed and expired tasks and measures.




What is a task?


An activity to be performed to maintain the management system.




What is a monthly report?


Every month, a report is automatically sent to specific users within a customer environment. Often these are administrators and management or directors.
The monthly report includes:

  • An overview of all overdue tasks
  • An overview of the upcoming tasks in the next 30 days
  • An overview of incomplete tasks




I do not receive a monthly report?


In consultation with the PCT administrators, the consultant determines which users will receive a monthly report. These are often the administrators of the PCT and management or board. If this needs to be adjusted, please contact support@proactivecompliancetool.nl.





Triggers

What is a trigger?


A trigger is an email that is sent in response to a task that must be performed within the PCT. This may involve frequent testing, but also updating, for example, the quality policy.

The person responsible for the task receives a trigger e-mail describing which task he / she must perform. When the task has been performed, the person responsible updates the task overview by clicking on the link of the task form in the trigger e-mail.




Can the triggers be sent to other employees?


Our support team can adjust the triggers so that they are sent to the right person. Contact your consultant or via support@proactivecompliancetool.nl.




I lost the trigger email. How can I update the task overview?


When you log in to the PCT you can find all your tasks under "Measures and tasks statistics". Here you can easily filter by name and find out which tasks have been assigned to you. From this overview you can also immediately update and complete the task.

If you are unable to resolve it, send an email to support@proactivecompliancetool.nl.




What is the difference between a "reminder email: and "workflow notification"?


With a reminder you send a notification at a fixed time that a form needs to be filled in. A workflow notification (trigger) is sent as soon as it is triggered by an adjustment or status in the registrations.
For example a new registration or a change to a specific field or when a date is approaching.




I'm not sure if the workflow notification was sent correctly?


An administrator can see whether emails have been sent correctly.
Click on your account at the top right and go to "company profile". On the right you will see the "email logs". Select the relevant user here. It will then show which notifications have been sent and what the status of the notifications is. "Success" means that the notification has been sent and received by the user.





Security

Where is the data stored?


The data is stored in the Digital Ocean data center in the Netherlands. Hot storage backups are available at Amazon in Frankfurt. The cold backups are stored in the Netherlands.




Will my data be backed up?


Yes. Every day 2 "hot storage" backups of the data are made. These backups are stored encrypted in Europe. In addition, an encrypted "cold storage" backup is made every day, which is stored within the Netherlands.




Can I also backup data myself?


Data can be exported from the tool via an Excel and / or PDF export.




What is the uptime of the PCT?


We aim for an server uptime of 99.5% during working days (NL) from 09:00 am to 5:00 pm.




Does my environment have a firewall?


Each customer environment has its own firewall.




Is the PCT environment monitored?


Yes, all customer environments are monitored 24/7 by the ISO2HANDLE, the software supplier. Their monitoring systems, in turn, are also monitored, so that any problems are detected immediately.

The following is monitored for each customer environment:

  • uptime server (live)

  • presence of hot storage backups

  • presence of cold storage backups




Are PEN tests performed on the PCT?


ISO2HANDLE regularly has a PEN test performed on the software.




Are backups checked for corruption


Currently, backups are randomly (periodically) tested for corruption by ISO2HANDLE




Who is developing the PCT?


The PCT is a framework that runs within the ISO2HANDLE software. ISO2HANDLE is the developer of the software. The PCT framework was developed by Protify.




Who has access to the PCT?


In addition to the created users, it is possible that consultants can log in to the PCT. Under the section ''users'' you can see which consultants these are. In addition, ISO2HANDLE has the possibility to restore a backup and in this way they have access to the data in the PCT.




Who is responsible for the data in the PCT?


The customer is ultimately responsible for the data that is stored in the PCT. The consultant is the processor of this data and ISO2HANDLE is the sub-processor. The moment a customer environment is activated, a processing agreement is drawn up.




Does the PCT has its own database?


Each customer has its own customer environment with a unique URL and its own database. All customer environment databases are separate from each other.





General

Is there a mapping with the chapters from the standard?


Yes there is. In the reference matrix (under general) you can see which articles per standard are included in the texts. Of course the relevant standard must be included in your license.




What is a registration?


When a form has been filled in completely, you call it a registration. You can see the registrations per form at the results.




How do I adjust the corporate identity?


Administrators have the option to adjust the corporate identity. Click on your account at the top right and go to "company profile". In the company profile you can adjust the following:

  • Logo
  • Background colour
  • Main menu color (left side)
  • Primary button color
Please note! these changes are visible to everyone within the organization.




How do I adjust the font in the PCT framework?


An administrator has the option to set the layout of the content in the PCT framework. Think of font types and sizes and adding a header and footer when the "handbook" is exported. Click on your account at the top right and go to "preferences" > "company preferences". Then click on "handbook layout". You can set the following components in terms of layout:

  • cover page
  • header
  • content
  • footer
Please note! these changes are visible to everyone within the organization.




How do I report a bug or question?


Click on your account at the top right and go to "help".
Then click on "Email". A pop up will now be shown in which you can report the bug or question.
Depending on the priority of the bug or question (in accordance with SLA), support will reply on your ticket.




In which browser does the PCT work best?


The PCT works in the latest version up to 2 previous versions of the browsers below:

  • Microsoft (IE) Edge
  • Mozilla firefox
  • Apple Safari
  • Google Chrome
Optimum operation cannot be guaranteed when desktop virtualization is used, such as terminal services or Citrix.




How do you activate 2FA?


Each user can set this up by themselve. You can easily do so within 'My account'. Click on Activate 2FA, download an Authenticator App and add this to your account. Finally, add the 6-digit code to confirm that your account has been successfully added in the app. As an administrator, you can see which users use 2FA within the 'Users' page in the left navigation.





Forms

Are the forms customizable?


Yes, the standard forms are customizable. You cannot delete the entry fields, but you can add extra entry fields by using the gear wheel in the form.

You can choose from a number of types of fields that you can add, for example: file upload, text field or checkboxes. You can use this functionality, for example, when you want to add an extra explanation.




Can I export the registrations?


Yes, every form has an export option. This export button can be found in the top right corner of the entry form and the results.




Can I add dashboards myself?


Consultants and administrators of the customer environment have the possibility to create dashboards when the data in a form allows it. If you’re missing a dashboard or want to add something, please contact the administrator or support@proactivecompliancetool.nl. Please note! The dashboards linked to forms are generic for the entire organization.




Is there an instruction on how to fill a form?


Each form contains a link to a help text. This help text contains a brief explanation of how to fill in a form. You can find the help text under the ? right above the form.




How do I create charts?


When the data in a form allows it, it is possible to make graphs.
Via the tab "graphs" administrators can create their own graphs based on the registrations from the form. At "basic settings" you indicate the title of the graph
At "display options" you determine the type of chart. There are 5 types of charts:

  • Line
  • Bar
  • donut
  • Polar
  • Radar
At "datasets" you then select which data from the form (the registrations) should be shown in the graph. You can enter a title for each dataset in the "label" field. Please note! the charts associated with forms are generic across the organization.




How do I set up a company dashboard?


Consultants and administrators of the customer environment have the possibility to create company dashboards. Before the company dashboard can be set up, graphs must first be created within the PCT. Go to "dashboard" and click on "company dashboard". Then click on the big + at the bottom right. Via the pop up that opens you can select what should be shown on the company dashboard. Please note! The corporate dashboard is generic to the entire organization.








The option to add a custom field


When you add a custom field to a form (via the cogwheel) you have the option to include a reference to registrations from another form. You can select from all forms that are available in the PCT environment and choose from which field the data should be extracted.