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Does the customer want to use the available standard legislation, or do they want to create their own regulations?
In case the customer is not from a country that has available default legislation, or the customer wishes to keep track of different types of rules and legislations (for instance, only company-specific regulations), it is out of the box possible to create your own regulations and related document types via the legislation navigation menu option. This is also possible in combination with the default legislation).
In case the customer does want to use the default legislation, make sure to enable it for the required country(s). This can be enabled directly via the module activation process or later on via the Compliance settings:
Does the customer want to let every involved user manage their own tasks for the entire portfolio of assets and buildings, or do they want to split this up per (subset of) buildings or even assets?
If the customer only has a few users managing the complete compliance process for every building, the easiest option is to add the relevant user groups to one general profile, or make general profiles per role (upload documents and legislation document approval) and assign this profile to the users. Each user will have access to and will get all relevant tasks for every building and asset.
If the customer has many users each managing only a part of the entire portfolio of buildings and assets, or perhaps wants to give suppliers access to upload documentation for some buildings or assets, it is possible to enable contextual access. More information about contextual access can be found via Master data buildings and areas. With contextual access, authorizations can be created for users to specific properties and assets. Keep in mind this requires more active user management.
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There are no emails sent via the workflow. Only a weekly automatic email with a list of open tasks related to compliance is automatically sent to users with the system group FMB-G149 'Compliance tasks via email'. See down below in part 4.4 User groups.
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Reference | Name | Description | License needed |
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FMB-G137 | View Compliance | Group gives view rights to the Compliance module. Group can be given to users overall (to gain access to the entire Compliance module) or in the context of buildings or assets, giving specific access to the Compliance (documents) within that context | Limited user |
FMB-G139 | Compliance manage legislation | Group gives access to view the default (country specific) legislation and manage client specific regulations and the codes. | Full user |
FMB-G145 | Compliance manage documents | Group gives the rights to manage the Compliance documents. Also linking the legislation objects to buildings and assets, generating the documents needed per building or asset, indicating whether a document is applicable and whether approval is required. This role can be given to users in general or in the context of specific buildings or assets. | Full user |
FMB-G144 | Upload Compliance document | Group gives the task to upload the Compliance documents. This role can be given to users in general or in the context a specific buildings or assets. | Limited user |
FMB-G142 | Compliance approve document | Group gives the task of approving the Compliance documents, after a new version has been uploaded and approval is applicable. This role can be given to users in general or in the context of specific buildings or assets. | Full user |
FMB-G149 | Compliance tasks via email | The users assigned to this group receive the tasks they have regarding Compliance in a total overview by email once a week. This is useful if users do not login regularly to check if they have open tasks related to compliance. | Requestorlimited user |
FMB-G146 | View compliance navigationmenu | Group gives access to the navigation menu options surrounding the Compliance module and to the (country specific) legislation data. Other data surrounding the compliance module is made visible via the user groups mentioned above. | Limited user |
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