Managing your Phrontex system
Managing your Phrontex system means doing these things:
Check the System settings
The system settings govern the operation of your system as a whole and provide defaults for your system users.
Set up Page types
Your system comes with a standard set of page types that are suitable for most purposes. If you have a lot of content or you want to create registers of particular types of content, you might find it helpful to create additional types.
Each page type can have its own manager with accountability for content and its own permission settings controlling which users can view, edit, and approve pages of that type.
The initial content in a new Phrontex system consists primarily of templates and suggestions to help you get started. See the Manager Guide for suggested approaches to common corporate knowledge challenges, such as:
- extracting value from a swamp of legacy documentation
- creating documentation for a new or re-designed business function
- meeting one or more compliance requirements
In a small organization, it is simplest to add (and remove) users individually as needed.
In a larger organization you can import and update your users in bulk from a file or use a single sign-on identity service; and you’ll need to update your personnel procedures to ensure that new employees are automatically added and departing employees automatically disabled or deleted.
Set up Permissions
Create user selections to control who can view, edit, and approve which pages.
A menu is a structured selection of pages from your system.
- You might want different menus for different groups of users: for example, a head office menu and a branch office menu.
- You can use a menu to create a downloadable document: for example, you might need to create an ‘Environmental Manual’ containing your environmental policy, your code of conduct, and related procedures.
Set up notifications
Set up notification rules so that users are advised when there’s been a change that they should know about, or if there is something the needs their attention. The default notifications for a new system are:
- When a page is approved, the users who hold any position referenced in the page are notified.
- When a comment is posted, the manager accountable for the page, and any other user who commented on the same page, are notified.
- The manager accountable for a page is notified 11 months after the page was last approved. This accommodates the general expectation that all content should be reviewed at least annually. In some jurisdictions this is a legal requirement for content relating to safety.
Monitor usage and performance
Regular monitoring is a requirement of ISO 9001 and related systems because it is necessary to maintain and improve your management system.