Symbiant Help

There are a range of training videos on line. See the list.

When you start with a clean new system these are your first steps

The data entry forms will allow you to add some new information on the fly whilst some data may need to be pre-populated.

The basics for starting with risks

Basics for using the audit modules

Watch the getting started training video and the ones for the modules you will be using.

Items on the grid and in calendars have colour coded high-lighting. They are explained here.

For all administration tasks you will need to go to the administration section. Only system administrators can do this.
There is also an online video for this. See Online Training Videos

How to add or remove items in the administration section.

The help me with this link is a user definable wiki. It can only be edited by Administrator level users. This pop up help is a useful way to let users know what is expected of them of how you would like them to do things. Even who to contact if they need help.

About the automated emails

Quick Reference to the function of the different emails.

How to create new automated emails.

The auto emails are set to be triggered on a schedule by the server, however you can trigger them manually.

IMPORTANT: If you are importing new data into the system you must ensure the id column is empty.
If there is an id the importer will assign that id to the data being imported. If that id has already been used by the system it will replace the data already at that location, if it has not already been used you will get an error when the system try's to write to that location in the future.

How to format and import data from a spreadsheet

How to import Data

How to set default values when importing data so you can leave those fields out of the import.

How to export your data to CSV or Spreadsheets

How to archive and restore and report on archive. Archive does not remove items it only makes them inactive and hides them from the main view. You can bring back archived items at any time.

How to delete data and undelete

Under GDPR rules you may need to remove items that contain personal data, this means removing all reference to that data in the audit trails. We call this a purge. This should only be done when you have no alternative but to fully remove the information from the system.

How to remove user accounts.

Add new users to the software and how to edit existing users.

privileges are what separate a manager from a basic user. The Symbiant system lets you create exact roles by grouping individual privileges in to groups (roles) or just assign an individual privilege to a user.

What the Privileges mean and how to mix edit and view privileges. Includes how to make a user an owner or moderator

If a user fails to login correctly after 3 attempts they will be suspended. This section covers the users logs and how to clear out a suspension.

How to add Divisions and sub Divisions

All changes are recorded this section explains how to see that information.

Dashboards are drillable graphical reports that provide at-a-glance views of data from the sections within Symbiant. Dashboards give signs about your business letting the user know if something is OK or needs your attention.

All users can set up their own dashboards but will only be able to view information on the data they are allowed to view.

How to use dashboards and default views.

Dashboards can be configured so they show the information you want to see, this section shows you how to configure dashboards

Each section (module) can have a default dashboard that will appear when a user first goes to that module.

How to create reports and use filters.

A map to help you import existing actions for audit tracking

How to add a record to Tracker and the different field types
There is also an online video for this. See Online Training Videos

Add a new instance of an audit.

How to respond to an action that has been assigned to you.
There is also an online video for this. See Online Training Videos

Attaching documents and supporting files to actions or issues

Actions can be linked to other action even actions from other issues. These actions can also be made dependent on actions been completed first.

Issue status is used extensively for reporting and email notices. It indicates if an issue is Open / Closed. Such as Outstanding = Open, Verified = Closed

When planning an audit set up a working paper. This will organise the process and allow you to monitor the stages.

You can add a timesheet from within a working paper of from the timesheet module. You can then import any time sheets in to a working paper.

How to add and allocate your audit time to audits

Occasionally you may need to edit a time sheet e.g. someone entered a wrong time or wrong allocation, this section shows you how to edit entries made in a time sheet.

Map and instructions on importing audit questions

Adding contact and company details

Adding Audit objectives and Scope.

Response sets allow you to create any type of response to the questions you wish to ask. These predefined responses may be simple Yes / No, Acceptable or Not Acceptable, Pass / Fail are if those responses are a pass, fail or major fail. There is no limit to the number of response types you can have and the number of responses in each. So if a new question is asked that requires a specific response it is easily created.

Audit questions can be created at the time of preparing an Audit or added directly to the question universe as a stock question and then pulled in to a audit paper as required.
There is also an online video for this. See Online Training Videos

How to create a new audit

The basics to assigning audit questions

You may wish to save audit plans unfinished and continue with them at a later date or change a plan.

How to add new audits with the same same.

How to create corrective actions from audits

Response sets allow you to create any type of response to the questions you wish to ask. These predefined responses may be simple Yes / No, Acceptable or Not Acceptable, Pass / Fail are if those responses are a pass, fail or major fail. There is no limit to the number of response types you can have and the number of responses in each. So if a new question is asked that requires a specific response it is easily created.

Some items such as controls can have assessment question assigned to them to test they are working. These questions can be contained in a Library.

Controls can be assessed on a regular basis to ensure they are working.

How to change the order of questions and add section headers

Questions or sections headers can be conditional, become active upon the response of another question

You can make a template from an assessment allowing you to quickly create further questionnaires using the same layout.

If your risks are on a spreadsheet or similar you can import them in to Symbiant.

Adding risks to the Risk Register. There is also an online video for this. See Online Training Videos

How to add controls to Symbiant - this can be done directly in the controls module or from the risk itself.

Risk items need to have items removed via the risk library. This is to ensure all instances of the risk are kept in sync.

D.R. stands for Dynamic Residual. The residual score is based on which controls are working and active. The Dynamic Residual shows the score based on which controls are active and working.

To adjust risk scoring to risk acceptance levels use appetite

Risk Scores, Inherent, Residual and Dynamic Residual and scoring sets standard and monetary. Risk Maps.

How to use the risk map background in a dashboard.

To comply with legislation like Pillar 2 or for capital planning you can run simulations, this section covers setting up the simulation. Simulations are the random failing of controls connected to monetary risks. Based on Bias, number of runs and percentage control failure these simulations will give you a potential value of what the financial costs of risk failures may be.

Controls do not belong to divisions or registers like risks, but you can still restrict who can view a control by following the below steps.

You can duplicate risks in the Library or create a copy when adding to the risk register

You can have risks in the library that are templates for users to make new risks from. Template risks will not allow users to edit or import the original, they will come import in to a register as a copy (a new risk) the person importing the risk can then edit and change the risk details as required.

If you have risks in the risk library as templates, you can quickly import a copy in to you register

Most items in Symbiant can be duplicated, the duplicate function makes an exact copy of the original but gives it a new Reference. You can then edit the new copy without any changes being made to the original.

How to use the risk indicators

How the scoring and weighting for indicators are calculated and how to manually adjust scores.

KRI can have responses from other risks indicators. How linked works.

Instructions on how to import risk indicator questions.