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SQAS 2.0 - User guide Administrators

Author: Easi
Date: June 2023
Classification: Published

Table of Contents​

  • 1 Introduction
  • 2 SQAS Environments
  • 3 SQAS Administration app access
  • 4 SQAS Administrator app functionalities
  • 5 Invoicing
  • 6 Admin app use cases
  • 7 SQAS Members website

1 Introduction​

This guide is designed to provide you with the information and resources you need to effectively manage and maintain the SQAS 2.0 system.

As an administrator, you play a crucial role in ensuring that your organization’s data is properly stored, organized, and accessible. This guide will walk you through the key features and functions of the SQAS 2.0 system, Dataverse, invoicing, as well as provide tips and best practices for managing your data.

2 SQAS Environments​

The SQAS 2.0 software runs on 3 different servers, one for development, acceptance and production.

Each environment has its own dataset. This means that if an SQAS administrator creates a new report in the acceptance environment, it will never be shown on the production environment.

Each environment has its own instance of the SQAS 2.0 website and the SQAS Administrator application. New functionalities or changes made to the website or administration application must first be developed and tested in the development environment. Once tested and validated, it can be moved to the acceptance environment and finally to production.

2.1 Development

Development is mainly used by Easi to develop and test new features of SQAS 2.

The data contained in the database for development has no value, meaning that the data can be changed for development purposes, even if the data is not meaningful.

Of course, the data of development environment is only displayed in the development environment and has no impact on acceptance or production environment.

SQAS Admin app: https://orga2bcbb14.crm4.dynamics.com/main.aspx?appid=7b9c8040- 98e2-ed11-a7c7-000d3a272a2b

SQAS website: https://dev-sqas.powerappsportals.com/

2.2 Acceptance

Acceptance environment is used to test new features of SQAS 2.0. This is mainly used by Cefic to test the new features developed by Easi.

The data contained in the database is based on real data and should be maintained and kept “clean”. This means that, unlike development, the data in acceptance is meaningful and can be used to test real case scenarios.

SQAS Admin app: https://acc-sqas.crm4.dynamics.com/main.aspx?appid=c18dbf26- d6e4-ed11-a7c7-000d3a236de

SQAS website: https://acc-sqas.powerappsportals.com/

2.3 Production

The production environment is the “live” environment used by all the SQAS 2.0 users. Only new features that have been developed in development and tested in acceptance can be published to production

SQAS Admin app: https://sqas.crm4.dynamics.com/main.aspx?appid=09d45a4a-aee2- ed11-a7c7-000d3aad8ef

SQAS website: https://members.sqas.org/

Important note : When editing data in the SQAS Admin app in production, you have a
direct impact on the SQAS 2.0 users. New features MUST first be tested in development or
acceptance environment before being published in production. Data modified in
production is very hard to reset, please be careful when using the SQAS admin app.

3 SQAS Administration app access​

The SQAS Administration app allows you to make real-time changes to the data used in the SQAS 2.0 system. As an administrator, it enables you to change just about any type of data in the system, including users, companies, countries, pre-notifications, reports, etc.

3.1 Accessing the SQAS Administration App

Once logged in on the SQAS Members website, you can access the administration app under System > Administration App :

Alternatively you can also access the administration app through a direct URL, see section 2.

This will bring you to the SQAS Administration App:

On the left side of the app’s screen, you can see all the different types of data in the SQAS 2.0 database. Selecting one of these entries will automatically open a predefined view in which you can see the related entries.

3.2 Login to the SQAS Administration App

When you go to the SQAS administration app (see 3.1) you will be asked to login.

You can login to the SQAS administration app using your ‘xxx@ceficsqas.onmicrosoft.com’ email. If you do not remember this email or forgot your password, please contact SQAS support of Easi. (cefic-sqas@easi.net)

4 SQAS Administrator app functionalities​

4.1 User management

You can open the User management section through the SQAS Members website under System > Manage Users or by opening the SQAS Administration app and selecting “Users” under “Users & Companies”:

This will bring you to a view where you can see all the active contacts in the database.

Clicking one of these contacts will bring you to the details of the selected user.

4.1.1 Changing the view

When you click on the name of the view in the top left corner, you get the option to change the view:

Changing the view allows you to see different predefined views which will show you different users. For example, the “Assessors” view will filter on exclusively users of User Type “Assessor”.

4.1.2 Editing a user

Selecting a user and clicking on the “Edit” button in the top bar will allow you to edit the selected user:

This will in turn bring you to the detailed view of the user, where you can make changes and save them accordingly:

Here you can edit all the standard user fields.

All changes need to be saved first before becoming effective. To save all unsaved changes, click the “Save” button in the top bar:

4.1.2.1 Editing related data

Every user has related entries in different tables e.g. Reports, Invoices, PADs, Pre- notifications, etc.. You can edit this by clicking on the “Related” dropdown button:

After clicking on one of the related tables, you will be redirected to a list where you can see all the related entries for this table. Here you can add, edit, or remove these entries.

For a specific use case please see chapter 6.1.

4.1.3 Managing User web roles

An important related table for the users is the “Web Roles” table.

Web roles will allow or disallow the user from accessing certain parts of the SQAS 2. system. Users will have one or more web roles assigned.

An overview of all web roles:

Web Role Description
Administrators Grants FULL access to the SQAS 2.0 website, Assessor Software and
default Power Pages functionalities. This role should only be given to
SQAS Administrators.
Anonymous Users Unknown users to the system (have no specific access)^
Assessed Company A contact person 1,2 or 3 of a Report^
Assessor Assessors have access to the Assessor Software and “Enter pre-
notification page”
Authenticated
Users
All users should have this web role, this means that the user is known
by the system and is able to log in to the SQAS Members site.
Invoice Responsible This role grants access to the SQAS invoicing pages. (see section 5 )
Logistic &
Distributor
Part of the Logistic & Distributor group, no special access compared
to Assessed company.
SQAS / ESAD Members of the SQAS / ESAD group. Gives^ Chemical companies
access.
Supervisor Grants FULL access to the SQAS 2.0 website^ and^ Assessor Software
but not to default Power Pages functionalities
Template Editor Enables access to the Template editor software
Web API User All users should have this web role to be able to^ access^ SQAS 2.0.^

4.1.3.1 Adding a new web role

To add an existing web role, click on the “ Add Existing Web Role ” button:

After that, you can search for, select, and add one or more web roles with the pane that appears on the far right:

  1. The search box that can be used to look for specific web roles. Leaving this empty and clicking the search icon will show all existing web roles.
  2. The web roles found by the search are displayed. Click a role to add it to the selection.
  3. Clicking the “Add” button will confirm your changes, and the selected web roles will be added to the user.

4.1.3.2 Deleting a web role

Deleting a web role can be done by selecting the desired web role(s) and clicking on the “Remove” button above:

4.2 Company management

For the companies, the same logic applies as for the users. The interfaces and functionalities are the same for all different datasets.

4.3 Countries

With this table, you can edit the countries available for Reports and inside the Assessor Software.

4.4 Documents

Within the documents table you can edit the documents visible on the SQAS 2.0 website.

You can create/read/update or delete:

  1. Document categories
  2. Document sub-categories
  3. Documents

For a specific use case, please see chapter 6.2.

4.4.1 Documents categories

Document categories are used to group documents by nature. These have no real functionality, they are only used for clarity.

4.4.2 Document sub-categories

These categories are used to group documents with the same access. For example a Document subcategory called “Assessor documents” could be only available to assessors.

A Document sub-category must always be linked to a Document category.

4.4.3 Documents

Documents are the documents themselves, which will be available for download on the SQAS 2.0 website.

When creating a new document, you must complete 5 fields:

  1. The name of the document that will be displayed on the page

  2. The category to which this document belongs (for access rights)

  3. The page : this determines on which SQAS 2.0 website page the document will be showed.

  4. If the document is active or not

  5. The file itself, stored on your computer, that will be uploaded to the SQAS 2. website. Before you can upload the file, you need to save the document.

4.5 Pre-notification request

This table can be used to read and edit pre-notification requests.

We encourage administrators to use the SQAS 2.0 website to modify pre-notifications (in the planning web page). Most use cases are covered by the SQAS 2.0 website but some more advanced/specific cases can be covered with the SQAS administrator app.

Use the SQAS admin app to execute the following actions on a pre-notification request:

  • Changing the status of the pre-notification
  • Modifying the assessor
  • Force approval of Cefic and/or company to be assessed

4.6 Reports

This table is used to see all data related to reports. Please do not modify anything in this table. The only field that can be modified is the status of the report. In some cases Cefic could “Archive” or “Suppress” a report if the company assessed is not following the SQAS guidelines.

For a specific use case to give access or modify answers please refer to 6.1 & 6.3.

4.7 Answers

This table is used to display all answers of the SQAS reports. By filtering on a specific report, you can see the answers of this report.

This is mainly should be used to edit a specific answer in a report if the assessor has made an error. If you would simply like to visualize the answers of a report, please use the Power BI visualization available at https://members.sqas.org/planning-and-report/reports

For a specific use case please refer to 6.3.

4.8 Answer Attachments

This table is used to see the answer attachments.

This is mainly used to remove attachments to answers.

4.9 Report accesses

With this table it is possible to see who has access to which reports.

By default all Chemical Companies have access to all active reports and Logistic & Service providers or assessed companies have access to their own reports.

This table contains all the exceptions and specific cases of the default report access.

4.10 Report Access Requests

This table contains all the Report access requests of companies asking for specific access to a report.

4.11 Questionnaire Version

Contains the list of all the questionnaire versions. To publish a new version of a questionnaire, please refer to 6.4.

4.12 App Modules

App Modules are the top level items in the hierarchy of the Assessor software.

All sub-items (chapters, sections and questions) are linked to a module.

4.13 App Chapters

Chapters are one level below the App Modules

4.14 App Sections

App sections are one level below the App Chapters

4.15 App Question Groups

App Question Groups are used to merge triggering conditions for multiple questions at once. If you apply a “visibility” condition on a question group of 3 questions, if the condition is false, all 3 questions will be hidden. This is mainly a migration of SQAS 1.0 and can be ignored for future questionnaire versions in SQAS 2.0.

4.16 App Questions

This table contains all the app questions with the translations, triggering conditions, exclusions, app keys, display order, question type, mandatory, etc...

4.17 Other Questionnaire related items

If you need more information about the questionnaire structure and its working, please refer to the SQAS Administrators Training video and PowerPoint.

4.18 Parameters

This table contains all the values used in the SQAS 2.0 system.

At the time of writing there are 2 parameters:

  1. App Question Version: By increasing this value, you force ALL users to redownload the questionnaire. If you made changes to the questionnaire, you need to increment this value so that users will download the new updated questionnaire
  2. Default Report Invoice Amount: This is the default amount invoiced to assessors for each Assessment they carry out.

5 Invoicing​

5.1 Reports for approval

As an administrator or invoice responsible, you can find a list of all the reports that ought to be invoiced on the “Reports for approval" page:

When opening this page, you can see all the new reports for which invoices are to be created, as well as reports that have already been submitted for approval:

You can select the reports you’d like to submit for approval by clicking on the rows or select all the rows at once by clicking the square in the top left corner of the blue table header.

After this, you can submit these invoices for approval and enter a due date for the assessors to which these invoices will be sent (for approval). Automatic mails will be sent reminding the assessors of this due date.

The assessor has the possibility to dispute the invoices. They can change the status to “Disputed”, but the dispute should be handled personally by the Cefic invoice responsible.

5.2 Reports for invoicing

After sending the reports to the assessors, an administrator can view these reports and their status in the “Reports for invoicing” page:

When opening this page, you can see all the new reports for which were submitted for approval, as well as accepted and disputed invoices:

You have the possibility to edit every invoice’s status by clicking the edit button. This will bring you to a new page where you can edit the status and submit it.

You can select the rows you want to submit for invoicing and hit the “Submit for invoicing” button to confirm. This will automatically send the reports to Salesforce.

Note that any report you select will be added to Salesforce, including the disputed reports and the reports that were not yet reviewed. Please make sure to contact the assessors where necessary before doing so.

6 Admin app use cases​

6.1 Edit report access for a user

Editing the access to a report can be done in 2 ways.

  1. Search for the report, and give access to a specific user
  2. Search for the user, and give access to a specific report

Both ways are similar and will have the same result. Since most of the time it’s a user that asks access to a specific report, we think it’s more clear to start with finding the user and giving access to a specific report (point 2 above).

Here are the steps to follow :

  1. Go to the administrator app.

  2. In the “contacts”, search for a user using the search bar on the top right.

  3. Open the user and go to “Related” > “Company assessed – Reports accessible”.

  4. What you see now is a list of reports accessible for the assessed company. You can now add a report to this list, this will add the user as an “assessed contact” like contact person 1, 2 and 3. First click on “Add Existing Report” > Search a report > Select a report > Click on add.

  5. After you’ve added one or more reports to the user, don’t forget to click on “Save”.

6.2 Upload a document

To upload a new document to the SQAS website, follow the steps below:

  1. Go to the administrator app
  2. In the “Documents” table, click on “New”
  3. This will open the create document form. In this screen, you need to fill in the following fields: a. Name : The name of the document that will be displayed on the website b. Document category : This determines the access needed to see the document. You can search for a specific sub category and press “Enter” on your keyboard to see a list of sub categoeis matching your search.
c. Page(s) : This determines on which SQAS 2.0 website page the document will
be showed.
d. Active : Should be set to “Yes” if it needs to be shown on the website.
Once the above fields are filled in, you can save the document using the save
button.
  1. Once you saved the document, there is one last field you must fill in, the file itself. You can now select a file to upload and again, click on save.

6.3 Edit a report answer

In some very rare cases, an answer into a submitted/active report must be changed by the SQAS admin. For example, the email of the contact person is not correct.

To edit an existing answer for a report, follow the steps below:

  1. Go to the administrator app.
  2. In the reports table, search for the report you want to edit and open it.
  3. Once in the report, go to “Related” > “Answers”.
  4. Now you get a list of answers for the report. Each answer row has 3 column that can be filled in: a. Answer: Used to store Yes, No or NA answers b. Answer Text: Used to store answers in text format (mostly PAD part) c. Answer Table: Used to store answer in form of tables Only one of the above columns can be filled in for an answer. You need to find the answer you need to edit. You can use the search box on the top right or filter on the column values.
  5. Once you found your answer, you need to open it, modify and save it.

6.4 Create a new Questionnaire version

To create a new questionnaire version, you can start from scratch, or copy an existing version. We recommend to always start from the previous version, because starting from scratch is a lot of work.

To create a new version, we will first have to select which version we want to copy.

First open the admin app, go to “Questionnaire Version”, select the version you would like to copy and press the “Duplicate Questionnaire Version” button.

After some time (around 2 hours) all the Questionnaire items (modules, chapters, sections, conditions etc.) will have been duplicated for your new questionnaire version. You can now start editing the questionnaire by editing questions or adding new sections/questions etc...

6.5 Manage Questions in table format

Questions in table format are composed of multiple items from the App Tables list.

Each item represents a row, column or cell of a table in a question.

Each App Table item has the following fields:

  • Type: o Row: Represents a row of a table and its label o Column: Represents a column of a table and the column header label o Cell: Represents a specific cell in the table
  • Is mandatory: If an answer is mandatory
  • Column and row: Both are a number and represents the X & Y position of the cell, row, column starting from 0.
  • For Question Type A table is linked to a question type, e.g. SQAS_ASSESSMENT_DATE_DURATION. All items linked to the same “For Question Type” will be used to generate a table.
  • Is Of Question Type This is used to determine if a cell is of type number, date, text etc.
  • Different labels for the different languages
  • Conditions used to enable/disable or hide/show certain row, cells or columns.

6.6 Manage triggering conditions

Triggering conditions can be assigned to different items of the questionnaire:

  • Modules
  • Chapter
  • Section
  • Question
  • Table items (row, cell, column)
  • Question groups

For each of the items above, the triggering condition can be applied to change the visibility of the item (if it should be shown or not) or if an item is enabled (if it is active/applicable or not). When the status is disabled/not applicable, the item will be greyed out in the assessor software.

To create a new triggering conditions we need the following information:

  • Name : Is used to give a name to a triggering condition, has no technical impact
  • Description : Used for the SQAS manager to describe what the triggering condition is used for, has no technical impact
  • Formula : Used to determine which question should have which value for the condition to be active or inactive.
  • Time When True : Used to determine the assessment time, if the result of the formula is true, this time will be added to the assessment time
  • Time When False : If the result of the formula is false, this time will be added to the assessment time.
  • Questionnaire version

The formula of a triggering condition is used to determine if an item should be visible/enabled. The formula is created using:

  1. Question properties (CORE_OTHER, ESAD_S, TYPE_OF_COMPANY, ...)
  2. Answer value (1, 0, ‘Headquarter’, ...)
  3. Standard Javascript operators a. && : AND b. || : OR c. ‘’ : Empty d. == : Equals e. != : Not equals

Some examples:

Question with property ‘CORE_OTHER’ should be yes for chapter “A” to be visible.

Formula : (CORE_OTHER == 1)

Condition : should be applied to chapter “A” as Visible condition.

--------------------------------
Question with property ‘ TYPE_OF_COMPANY ’ should be ‘Subsidiary’ for question
“Subsidiary” to be active.

Formula : (TYPE_OF_COMPANY == ‘Subsidiary’)

Condition : should be applied to question “Subsidiary” as Enabled condition.

--------------------------------
Question with property ‘ CORE_ INCLUDED’ OR ‘CORE_OTHER’ should be Yes for question
“A” to be visible.

Formula : ((CORE_INCLUDED == 1)) || ((CORE_OTHER == 1))

Condition : should be applied to question “A” as Visible condition.

--------------------------------
Question with property ‘ TYPE_OF_COMPANY’ can not be empty AND ‘CORE_OTHER’ should
be No for question “A” to be enabled.

Formula : ((TYPE_OF_COMPANY != ’’)) && ((CORE_OTHER == 0 ))

Condition : should be applied to question “A” as Enabled condition

7 SQAS Members website​

7.1 Access

To modify the the SQAS 2.0 members website, please go to the following URL: https://make.powerpages.microsoft.com/

Be careful when opening the URL, ALWAYS check the environment you’re in.

Changes should always be made in “Wouter Vanderkelen’s Environment” so they can be tested and migrated to production (see 2. SQAS Environments for more info)

Once you selected the environment, you can edit the site.

7.2 Power Pages Design Studio

Once you’ve opened the site you will see the following screen:

This is called the Power Pages Design Studio.

On the left of the screen you can see all the existing pages.

The pages on the top of the list are part of the “Main navigation”, which means they are displayed in the top menu of the website.

“Other pages” are only accessible via direct URL.

7.3 Update Web page content

To update the content of a webpage, first select the webpage you would like to edit in the left menu. Once you’ve selected the page, you can add new items to the page or edit existing items just by hovering with your mouse.

By the time of writing, the following standard items can be added:

  • Text
  • Image
  • Video
  • Button
  • iFrame (to include another website page)
  • Spacer

This list will surely evolve in the future.

For specific info about each component, please read the following guide: https://learn.microsoft.com/en-us/power-pages/getting-started/customize-pages

For more info about Power Pages, some default Microsoft trainings exist:

https://learn.microsoft.com/en-us/power-pages/getting-started/tutorial-overview