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Managing Bulletins

You can:

Create bulletins
Choose whether the bulletin is available for viewing on the vFire Self Service portal or External Supplier portal
Forward the bulletin
Select which groups can see the bulletin
Select which partitions can view the bulletin
Attach files
Update the details
Delete bulletins

You can also display the bulletin details in a report format, and generate an audit of the changes made to bulletins.

Creating Bulletins

Before you start

You must have Read and Create/Edit Own selected in your Bulletin Board Security Role. To publish the bulletin to the portal, you must have Publish to Self Service Portal selected as well.

To send internal messages relating to calls, you must have Internal, Internal Message at Forward and Internal Message at Escalation selected in the IPK Settings on the Messaging settings window.

To send internal messages relating to tasks, requests and approvals, you must have Internal and Internal Message at Escalation selected in the Workflow Management section on the Messaging settings window.

Select , then Bulletin Board.
From the submenu, select Bulletin .
The Bulletin Details window is displayed, showing a system generated reference for the bulletin and a blank form for you to complete the bulletin details .

Ref	A unique reference number automatically assigned to the bulletin. This cannot be changed
Priority	The priority of the bulletin. There may only be a default value, or your system administrator may have created more in the Bulletin Board Priorities window.
Active From	The date on which the bulletin is posted and can be viewed on the Bulletin Board. The current date/time is displayed by default but you can adjust it. Either key in a new date or use the button to display a calendar. You can also key in a time or use the to scroll through times.
Expires	The date and time on which the message is to be removed from the Bulletin Board. The date/time one month after the current date is displayed by default but you can adjust it. Either key in a new date or use the button to display a calendar. You can also key in a time or use the to scroll through times. You cannot specify a date/time that is earlier than the Active From date/time.
Self Service Portal	Select this to enable Users to see the bulletin on the vFire Self Service portal. Publish to Self Service Portal must be selected in your Bulletin Board security role to enable this option.
Ext Supplier Portal	Select this to enable external contacts to see the bulletin on the portal. Publish to Self Service Portal must be selected within the Bulletin Board security role to enable this option.
Details	Expand this heading if necessary by clicking on the name
Title	The bulletin title you want displayed on the Bulletin Board. This is not mandatory but bulletins without titles may not reach the intended audience.
Format	The format of the body text. Use the drop down list to select from Plain Text or HTML.
Body	Key in the bulletin details. If you selected HTML from the Format list, you can use the buttons on the toolbar to format the text.
Call No	If you wish to link the bulletin to a call, key in the number or search for the call. People viewing the bulletin can then select the link and view the call details.
Request No	If you wish to link the bulletin to a request, key in the number or search for the request. People viewing the bulletin can then select the link and view the request details.
Task No	If you wish to link the bulletin to a task, key in the number or search for the task. People viewing the bulletin can then select the link and view the task details.
Send Alert	Select this option to send a pop-up message to Analysts to notify them that the Bulletin Board has been updated. Only people receiving the bulletin will see the alert.
Send Email	Select this option to send an email to Analysts to notify them the Bulletin Board has been updated. Only people receiving the bulletin will see the alert.
Send Internal Message	Select this option to send the bulletin details as a pop-up message to recipients. The message will be displayed to Analysts who are logged on to the application. Internal, Internal Message at Forward and Internal Message at Escalation must be selected in the IPK Settings on the Messaging settings window to send bulletins relating to calls; and Internal and Internal Message at Escalation must be selected in the Workflow Management section on the Messaging settings window to send messages relating to tasks, requests and approvals.
Send Pager	Select this option to send a pager alert to recipients, if this is enabled in the Pager Settings window. Only people receiving the bulletin will receive the alert.

You can check the spelling in the bulletin by selecting the button.
You can use explorer options to carry out further actions, including attaching objects to the bulletin, say, if you want to include a file or a screenshot, or restricting the bulletin to specific groups or partitions.
Select to post the message to the bulletin board. If you leave a mandatory field empty, the system will prompt you to complete it and you must save again.

If you select to close the message without posting, the unique reference number will not be used again.

The Bulletin Explorer Pane

As with other details windows, the Bulletin Explorer pane is displayed on the left-hand side of the Bulletin Details window. It contains options or links to other windows and functionality that relate to the current bulletin. The options are held in groups, which can be expanded to show their options or closed to hide them.

You can select from any of the following options, assuming your system configuration and security role permit:

Within the Main group you can choose:
Email	To forward the bulletin details in an email
Within the Audience group you can choose:
Bulletin Groups	To select the groups who can view the bulletin
Partitions	To identify the partitions who have access to this bulletin This option will be grayed out if your system is not partitioned.
Within the Data group you can choose:
Object	To attach a file to the bulletin
Bulletin Report	To display the bulletin details in a reporting format. To view your own bulletins in report format, you must have Read and Create/Edit selected in your Bulletin Board Security Role. To view other people's bulletins in report format, you must have Create/Edit All selected.
Audit	To view the changes made to a bulletin Audit must be enabled in the Bulletin Board Settings for this to be available.

Forwarding a Bulletin

You can forward bulletins in an email. This is useful for sending a bulletin to Users and Analysts who may not have access to vFire Core or the Bulletin Board.

Before you start

You must have Read and Create/Edit Own selected in your Bulletin Board Security Role. To work with other people's bulletins, you must have Create/Edit All selected. See Bulletin Board Security Roles for more information about the other options.

All recipients must be stored on vFire Core, along with valid email addresses.

In the Send Email window, complete the details.

Click on Send to send the email or Close to close the window without sending.

Restricting the Bulletin to Specific Groups

Before you start

You must have Read and Create/Edit Own selected in your Bulletin Board Security Role.

Display the Bulletin Details window if it is not already on screen.
You can view bulletins in a number of ways. You can:
In the Explorer pane, expand the Audience tab if necessary, and select Bulletin Groups.
In the Bulletin Groups window, select Filter Recipients By Group. The window expands to display two tabs - IPK Groups and WM Groups .
Select the IPK Groups tab to select the IPK Groups who may view the current bulletin. Tick the Selected box(es) beside each group you want to see the bulletin. (You may like to adjust the column widths to see all of the columns.)
Select the WM Groups tabs to select the Workflow Groups who may view the current bulletin. Tick the Selected box(es) beside each group you want to see the bulletin. (You may like to adjust the column widths to see all of the columns.)
Select to return to the Bulletin Details window.

Restricting the Bulletin to Specific Partitions

Before you start

The system must be enabled for partitioning. Bulletin Board must be selected within the General group in the Partition Settings window.

You must be assigned to more than one partition through your person details.

All bulletins must be available to at least one partition.

Display the Bulletin Details window if it is not already on screen.
You can view bulletins in a number of ways. You can:
From the Explorer pane, expand the Audience tab in the explorer if necessary.
Select Partitions.
If this is grayed out, you do not have the security access to select partitions, or your system is not partitioned.

The Bulletin Partitions window appears, with a browse table listing the partitions you have access to, as set in your Person Details.
Tick the box in the Selected column for each of the partitions you want to have access to the bulletin. (You may like to adjust the column widths to see all of the columns.)
The bulletin must be available to at least one partition.
Select to save the changes and return to the Bulletin Details window. If you do not want to save the changes, close the window by selecting the cross in the top right hand corner of the window .

Attaching a File to a Bulletin

Before you start

You must have Object Update selected in your Bulletin Board security role to attach files to bulletins.

Display the Bulletin Details window if it is not already on screen.
You can view bulletins in a number of ways. You can:
Select , as you are going to update the bulletin.
Expand the Data tab in the Explorer pane if necessary . (If there is already an object attached to the bulletin, Data and Object will be displayed in orange text, with a small dot beside Object.)
Select Object.
The Attach Object to Bulletin window is displayed. From here, you can do any of the following, using the buttons on the toolbar:

	To return to the Bulletin Details window
	To upload a file
	To upload an image
	To download a file
	To open an attachment
	To delete an attachment You must have Object Delete selected in your Bulletin Board security role to access this option.

Select the button.
From the Open dialog box, navigate to the folder containing the file, and select it before selecting Open.
The Upload Object window is displayed . Here you can check that you have selected the correct file, add further description, using the HTML editor if available on your system, and select/deselect the Visible in Self Service Portal checkbox to indicate whether you want the attachment to be seen by people accessing the Self Service portal. When you are happy, select OK.
Data and Object in the Explorer pane change color, although you may not be able to see this while Object is still selected.
The file is displayed in the Upload/Download browse table.

If a Windows Event Viewer file (*.EVTX) is uploaded, you can view it by double-clicking on it. The file will be displayed in the Windows Event Viewer.

Once the object has been uploaded, analysts with the appropriate permissions can do any of the following:

	To check the object out
	To check out and execute the file
	To check the file back in
	To cancel the check out You must have Bulletin Object Version Control selected in the Bulletin Board Settings.
	To view the history of changes to the uploaded object

Select the Main button to return to the Bulletin Details window.
Continue adding/completing the details if necessary. Select to save the changes. Provide the Change Reasons if prompted to do so.

Attaching an Image to a Bulletin

You may want to attach an image such as a screenshot to your bulletin, to clarify the meaning.

Before you start

You must have Object Update selected in your Bulletin Board security role to attach files to bulletins.

Display the Bulletin Details window if it is not already on screen.
You can view bulletins in a number of ways. You can:
Select , as you are going to update the bulletin.
Expand the Data tab in the Explorer pane if necessary . (If there is already an object attached to the bulletin, Data and Object will be displayed in orange text, with a small dot beside Object.)
Select Object.
The Attach Object to Bulletin window is displayed. From here, you can do any of the following, using the buttons on the toolbar:

	To return to the Bulletin Details window
	To upload a file
	To upload an image
	To download a file
	To open an attachment
	To delete an attachment You must have Object Delete selected in your Bulletin Board security role to access this option.

Capture the screen by pressing the Print Screen key on your keyboard.
Select the button.
The Upload Object window is displayed . Replace the existing text in the Title field with a more appropriate name, and then add a description, using the HTML editor if available on your system, and select/deselect the Visible in Self Service Portal checkbox to indicate whether you want the attachment to be seen by people accessing the Self Service portal. When you are happy, select OK.
The object cannot exceed the maximum object size set in the system settings. Bitmap (.bmp) screenshots may be quite large. If your screenshot exceeds the limit, paste it into a graphic editing program such as MS Paint and crop it to a smaller size before uploading it as a file to vFire Core.
A message window appears informing you of the progress of the upload, and then the new object appears in the Upload/Download browse table.
Data and Object in the Explorer pane change color, although you may not be able to see this while Object is still selected.
Once the image has been uploaded, analysts with the appropriate permissions can do any of the following:

	To check the object out
	To check out and execute the file
	To check the file back in
	To cancel the check out You must have Bulletin Object Version Control selected in the Bulletin Board Settings.
	To view the history of changes to the uploaded object

To change any of the details associated with the object, make sure it is selected in the browse table and select
Select the button to return to the Bulletin Details window.
Continue adding/completing the details if necessary. Select to save the changes. Provide the Change Reasons if prompted to do so.

You can update the bulletin details using the Bulletin Details window, as well as attach objects, forward it and select those analysts and Users who are able to view it. You can also delete bulletins which are no longer relevant, even if the expiry date set for them has not been reached.

Viewing the Bulletin in a Report

You can view the details of the current Bulletin Board message in report format.

Before you start

To view your own bulletins in report format, you must have Read and Create/Edit selected in your Bulletin Board Security Role. To view other people's bulletins in report format, you must have Create/Edit All selected. If you want to view the objects (files) attached to the bulletin, you must also have Object View selected in the security role.

Display the Bulletin Details window if it is not already on screen.
You can view bulletins in a number of ways. You can:
Select Bulletin Report from within the Data group in the Explorer pane . The following details are displayed in the report:
- The bulletin title
- Date and time the message was posted to the Bulletin Board
- Bulletin Board Entry Details including the message title and reference, who created it and updated it, any linked calls/requests, its priority, status, live dates, contents and whether it is associated with a particular partition

From here, you can do the following, using the buttons in the toolbar:

	Email the bulletin. The standard Send Email window is displayed
	Export the bulletin details to an RTF file
	Export the bulletin details to an Excel file
	Export the bulletin details to a PDF file
	Print the bulletin

Auditing Bulletins

You can view a list of changes that have been made to a bulletin.

Before you start

Audit must be selected in the Bulletin Board Settings, and the bulletin must be saved to make this option available.

Display the Bulletin Details window if it is not already on screen.
You can view bulletins in a number of ways. You can:
Expand the Data tab in the Explorer pane if necessary.
Select Audit from the Explorer pane . A browse table is displayed, listing the details of changes made to the bulletin . (You may like to adjust the column widths to see all of the columns.)

Updating Bulletin Details

Before you start

To edit bulletins, you must have Read and Create/Edit Own selected in your Bulletin Board Security Role. To edit other people's bulletins, you must have Create/Edit All selected, and to publish the bulletin to the portal, you must have Publish to Self Service Portal selected. See Bulletin Board Security Roles for more information about the other options.

Display the Bulletin Details window if it is not already on screen.
You can view bulletins in a number of ways. You can:
If you cannot see all of the details, ensure that the Details are expanded by clicking on the word Details.
Make the necessary changes.
Select to save the changes. Provide the Change Reasons if prompted to do so.

Deleting Bulletins

Before you start

To delete bulletins you have posted, you must have Read and Create/Edit Own selected in your Bulletin Board Security Role. To delete other people's bulletins, you must have Create/Edit All selected.

Select and then Bulletin Board.
From the submenu, select Bulletin Board.
Select the bulletin from the list displayed.
When it is highlighted in the list, select .
Confirm the deletion. Provide the Change Reasons if prompted to do so.