To create your own authority, if you are an Enterprise team: head to Compliance and click the Create Authority button. The create authority modal will appear.
If you are a Partner team: head to Compliance under Content and click the Create Authority button. The create authority modal will appear.
In the create authority modal, enter in the authority's name, body, and type. Then click Create Authority.
After creating the authority, you will be navigated to the authority builder page. The center section is where you can create and view provisions (1), while the side panel menu is for viewing and updating the authority's details, as well as viewing and editing provision details (2).
Editing the Authorities Details
In the side panel menu, you can view and update the authorities:
- Description - This will be displayed as a short description in the Content Library.
- Authority Image - This image will be displayed in the Content Library and trust portal.
- Authority Body - The organization that has created and maintains the authority.
- Authority Type - Type of authority, e.g. regulation, legislation, controls, standards, or guide.
- Authority Sector - The applicable sector or sectors the authority document relates to.
- Authority Jurisdiction - The jurisdiction or jurisdictions the authority document relates to.
- Authority Reference URL - The URL of the authority document.
Creating Provisions
There are two ways to create provisions:
- Adding individual provisions
- Bulk importing provisions
Note, before adding provisions you can also customize provision fields. See Defining Provision Fields section below.
Adding individual provisions
To add an individual provision, click on the Add Provisions button below the table.
You will then be able to add the details of the new provision in the side panel menu.
After clicking Save, the provision will appear in the table.
Bulk importing provisions
To bulk import provisions, select import from the more dropdown. Note that importing provisions will delete any provisions previously added to the authority.
From the import modal download the template.
The excel template allows you to upload:
- Authority
- Description
- Authority Body
- Authority Type
- Authority Sector
- Authority Jurisdiction
- Authority Reference URL
- Provision ID Ref
- Provisions Title
Each row in the template will be a provision in the authority.
Once you have filled out the authority template, upload the file to import the provisions.
The provisions will be added to the authority.
Defining Provision Fields
Because authorities across the globe are not standardized, 6clicks allows you to define provision fields to capture all the necessary information. To add fields, click on the Manage Fields button.
In the side panel menu, click the Add Field button.
Enter in the name of the field and hit enter on your keyboard.
Next, select the type of field and hit save. There are two types:
- Multiline - used for text that spans multiple lines, such as descriptions.
- Singleline - used for single words and sentences. Note that the single-line fields are used as filters in assessments, so recommended for categories.
The field will be added to the list of fields. You can add as many fields as you like.
You can also reorder (1) as well as edit fields (2).
When creating and editing provisions, these fields will now be visible when adding provisions.
When importing provisions, if you have already defined the fields, they will appear in the import file. You'll notice that the custom fields have 'ML' and 'SL' before the name of the custom fields. These stand for Multiline and Singleline respectively. Add the details for each provision and then upload.
Lastly, you can also create custom fields using the import file. For instance, if another column is added to the same template when the file is imported the field will be created and the data will be added.
Maturity has been added as a field and the field is populated for each provision.
Note, if you add a field to the import template without using ML or SL, the field will automatically be added as a single-line (SL) field.
Multiline fields are searchable (1) and Single line fields act as filters (2 & 3) in the authority and when being used in assessments.
Editing Provisions
You can edit provisions by selecting the provision and then by clicking on any of the fields (including REF ID and provision name).
Publishing Your Custom Authority
Once your authority is ready for use, change the status of the authority from Draft to Published.
After publishing the authority, you will be able to view its details, but not edit.
To edit the authority, return the authority to Draft using the status dropdown. Once an authority has already been published, you will only be able to:
- Edit authority details
- Edit provision details
- Create and edit fields
You will not be able to delete or add new provisions. Note that any changes will be reflected immediately across any team using the custom authority.
If you are a Partner, learn how to publish the authority to your Content Library.