System Settings

Employee Positions

Within ControliQ the employee positions feature allows you to set different roles or grades and their respective cost per hour to be used when setting up Staff Members. The different positions will then be used to more accurately calculated the Cost per Standard Hour values displayed in the Control and Production reports as the employees and their position/grade will be considered along with the cost of any overtime used.

To create a new Employee Position, select the Employee Position link from the Add/View section of the System Settings screen.

The Employee Position screen will display all existing Employee Positions.

Name

Displays the name of existing Employee Positions.

Description

Displays any description added to the Employee Position.

Cost / Hour Normal

Details the normal hourly cost of the Employee Position as a decimal. In the UK 12 would indicate £12 and 12.5 would indicate £12 and 50 Pence.

This unit does not have a currency assigned to it so be aware if the Employee Position will be used for staff members in locations with different currencies.

The value entered can be between 0.01 and 999999.99

Cost / Hour Overtime

Details the hourly cost of the Employee Position when working Overtime as a decimal. In the UK 12 would indicate £12 and 12.5 would indicate £12 and 50 Pence.

This unit does not have a currency assigned to it so be aware if the Employee Position will be used for staff members in locations with different currencies.

The value entered can be between 0.01 and 999999.99

	Selecting the search icon will allow you to refine the list of Departments and Groups displayed. You can search by partial or full Department and Group names.
	Click the print icon to print a list of the existing Departments and Groups
	Click the Filter option to refine the list of Employee Positions displayed by key attributes. To utilise the Filters option, select the attribute that you would like to filter by from the drop-down menu in the pop-up box.

To edit an existing Employee Position, click the pencil icon next to its name to open the setup dialogue box.

To delete an existing Employee Position, select the trash can icon.

To create a new Employee Position, click the icon next to the Employee Position header. This will prompt the Employee Position Setup dialogue box to open.

Name

Enter the name of the Employee Position up to 100 characters. Don’t forget to apply any standard naming conventions your organisation has defined.

Description

You can add additional information about the Employee Position here up to 255 characters. Entering the currency the Cost/Hour reflects here is good practice.

Cost / Hour Normal

Enter the cost per normal working hour defined by your organisation for the position you are creating.

Cost / Hour Overtime

Enter the cost per overtime hour defined by your organisation for the position you are creating.

Save

Once you click Save the Employee Position will appear in the list of existing permissions and will be available to select in the staff member setup form.

Default Skill Levels

The Default Skill Levels feature allows you to set the Productivity level that you can expect staff members to achieve when completing tasks and further define Skill Levels for ease of reference by colour coding skills.

Please note this feature does not feed the Smart Skills Centre, it is used to set the defaults for skills assigned in the Skill Levels to Staff Member feature found in the Admin screen.

To define the default settings for skill levels, select the Default Skill Levels link in the Add/Edit section of the System Settings screen.

Once you have set the number of skill levels you would like to use update the table to reflect the productivity score you would expect someone of that skill to achieve and the Red, Amber, Green status indicating:

Red – Under skilled / No Skill

Amber – Developing / Some skill

Green – Skilled

Once set these skill levels can be assigned to staff members for all the core tasks, they work on in the Skills to Staff Members section of the Admin screen.

Creating and Editing Roles

Within ControliQ Roles determine what features and functionality a user can access when they login to the system.

To create new or edit exiting Roles select the Roles link in the Add / View section of the System Settings screen.

This will display a list of all existing Roles.

Name

Displays the name of the Role.

Description

Displays additional information about the Role if any was added during setup.

	To edit an existing Role, click the pencil icon next to its name to open the setup dialogue box.
	To delete an existing Role, select the trash can icon.

	Selecting the search icon will allow you to refine the list of Departments and Groups displayed. You can search by partial or full Department and Group names.
	Click the print icon to print a list of the existing Departments and Groups
	Click the Filter option to refine the list of Departments and Groups displayed by key attributes. To utilise the Filters option, select the attribute that you would like to filter by from the drop-down menu in the pop-up box.

To create a new Role click the icon next to the Roles header. This will prompt the Roles Setup dialogue box to open.

Enter the name of the Role you are creating, remembering to apply any standard naming conventions defined by your organisation. You can add any additional information up to 255 characters in the Description field. Once you click Save the Role will appear in the list of existing Roles.

Once you have created the Role you need to define the ControliQ features that this Role will provide access to. To do this select the Permissions to Role link in the Assign section of the System Settings screen.

Role Permission Details

Admin

Admin Permission	Admin Sub-Permission	Description
Audit		Provides access to the Audit Log in the Admin screen.
Connect	Add / Edit / Delete	Provides access to the Data Integration section of Admin allowing Source Systems and Mappings to be created, edited and deleted.
Core Tasks	Add / Edit / Delete	Provides access to the Add/View section of Admin allowing Core Tasks to be created, edited and deleted.
Core Tasks	Assign to Team / Department	Provides access to the Assign section of Admin allowing Core Tasks to be assigned to workgroups.
Core Tasks	Edit Core Task Visibility in RTM	Provides access to the Hide Tasks in RTM feature in the Assign Core Tasks to Workgroups screen.
Core Tasks	Edit / View Service Indicators Input (Series 3.0)	Provides access to the Service Indicators section of the Core Task Setup form allowing Service Indicator SLA’s and Completion Targets to be added and amended.
Core Tasks	View	Provides access to the Add/View section of Admin allowing Core Tasks to be viewed but not created or edited.
Core Task Standard Time Optimiser		Provides access to the Optimiser and Admin Reports section of Admin and allows the Standard Time Optimiser to be viewed and optimised times generated and applied.
Departments	Add / Edit / Delete	Provides access to the Add/View section of Admin allowing Departments to be created, edited and deleted.
Departments	Assign to Team / Department	Provides access to the Assign section of Admin allowing Departments to be assigned to workgroups.
Diverted Tasks	Add / Edit / Delete	Provides access to the Add/View section of Admin allowing Diverted Tasks to be created, edited and deleted.
Diverted Tasks	Assign to Team / Department	Provides access to the Assign section of Admin allowing Diverted Tasks to be assigned to workgroups.
Downtime	Add / Edit / Delete	Provides access to the Add/View section of Admin allowing Downtime Categories to be created, edited and deleted.
Downtime	Assign to Team / Department	Provides access to the Assign section of Admin allowing Downtime Categories to be assigned to workgroups.
Groups	Add / Edit / Delete	Provides access to the Add/View section of Admin allowing Groups to be created, edited and deleted.
Groups	Assign to Group	Provides access to the Assign section of Admin allowing workgroups to be assigned to Groups.
National Holidays	Add / Edit / Delete	Provides access to the Add/View section of Admin allowing National Holidays to be created, edited and deleted.
National Holidays	Assign to Team / Department	Provides access to the Assign section of Admin allowing National Holidays to be assigned to workgroups.
Staff Members	Add / Edit / Delete	Provides access to the Add/View section of Admin allowing Staff Members to be created, edited and deleted.
Staff Members	Assign Login Permissions	Provides access to the Assign section of Admin allowing User Permissions to be assigned to Staff Members and Users with the login option selected
Staff Members	Assign to Team	Provides access to the Assign section of Admin allowing Staff Members to be assigned to teams.
Staff Members	Skill Levels to Staff Member	Provides access to the Assign section of Admin allowing Skill Levels to be added and amended for staff members
Tags	Add / Edit / Delete / Assign	Provides access to the Add/View section of Admin allowing Tags to be created, edited and deleted as well as enabling the Link / Unlink Tags icon in the Core, Diverted and Downtime setup screen.
Task Groups	Add / Edit / Delete	Provides access to the Add/View section of Admin allowing Task Groups and Outcomes to be created, edited and deleted.
Task Groups	Assign to Task Group	Provides access to the Assign section of Admin allowing tasks to be linked to Task Groups or Outcomes
Teams	Add / Edit / Delete	Provides access the Add/View section of Admin allowing Teams to be created, edited and deleted.
Usage Report		Provides access to the Optimiser and Admin Reports section of Admin allowing the Usage Report to be downloaded

Buzz Board

Buzz Board Permission	Buzz Board Sub-Permission	Description
Buzz Board	Buzz Board (Series 3.0)	Provides access to the Buzz Board menu tab in the main ControliQ menu allowing a Buzz Board to be created and edited when a team is selected from the hierarchy selector.

Casework

Casework Permission	Casework Sub-Permission	Description
Admin	Add / Edit / Delete	Provides access to the Add/View section of Admin allowing creation, editing and deleting of case categories, types, SLA types and stages. Also provides access to the Assign section of Admin where these elements can be linked and unlinked from workgroups.
Admin	Source Systems	Provides access to the Integration section of Admin allowing the creation, editing and deletion of CaseworkiQ Source Systems for the bulk upload of cases.
Case Effort	Add / Edit / Delete for Staff Member	Provides access to the Case Worklog for the staff member linked to the account being used to add, edit of delete production data.
Case Effort	Add / Edit / Delete for team Leader	Provides access to the Case Worklog for at a team level, individual staff members will appear in a drop-down menu to add, edit of delete production data.
Case Management	Add / Edit / Assign	Provides access to the Cases screen and Case Worklog function allowing creation, basic editing and assigning of cases.
Case Management	Change Case Category And Type	Provides access to the edit function for case type and category through the case details / history screen.
Case Management	Delete / Change SLA / Change Closed Date	Provides access to the edit function for SLA dates and Closed dates through the case details / history screen. Also enables the ability to delete cases and edit case id's.
Case Management	Export	Provides access to the Cases screen to export Open, Closed and Pending cases to MS Excel.
Case Management	Reopen	Provides access to the Cases screen and Case Worklog function allowing cases with a status of Closed to be re-opened.
Case Management	Upload	Provides access to the Upload Cases option in the ControliQ Data Capture menu and the Integration section of the Admin screen allowing the upload of cases via case Source Systems.
Reports	Average Duration Time	Provides access to the Average Duration Time report under the Reports ControliQ menu.
Reports	Average Handling Time	Provides access to the Average Handling Time report under the Reports ControliQ menu.
Reports	Dashboard	Provides access to the Casework Dashboard under the Dashboard ControliQ menu.
Reports	Task Handling Time	Provides access to the Task Handling Time report under the Reports ControliQ menu.

Data Capture

Data Capture Permission	Data Capture Sub-Permission	Description
Connect	Upload / Publish / Rollback	Provides access to the Upload option under the ControliQ Data Capture menu and the Integration section of Admin allowing the upload, publish and rollback of data captured via ControliQ Connect Source Systems.
Personal Worklog	Edit All Data > Edit / View Core	Provides access to the My Worklog option under the ControliQ Data Capture menu allowing for the adding, editing and deleting of Core work related data for the staff member the account is linked to for any date.
Personal Worklog	Edit All Data > Edit / View Diverted	Provides access to the My Worklog option under the ControliQ Data Capture menu allowing for the adding, editing and deleting of Diverted related data for the staff member the account is linked to for any date.
Personal Worklog	Edit All Data > Edit / View Time Worked	Provides access to the My Worklog option under the ControliQ Data Capture menu allowing for the adding, editing and deleting of Time Worked related data for the staff member the account is linked to for any date.
Personal Worklog	Edit Current Day Data > Edit / View Core	Provides access to the My Worklog option under the ControliQ Data Capture menu allowing for the adding, editing and deleting of Core work related data for the staff member the account is linked to for the current day only.
Personal Worklog	Edit Current Day Data > Edit / View Diverted	Provides access to the My Worklog option under the ControliQ Data Capture menu allowing for the adding, editing and deleting of Diverted related data for the staff member the account is linked to for the current day only.
Personal Worklog	Edit Current Day Data > Edit / View Time Worked	Provides access to the My Worklog option under the ControliQ Data Capture menu allowing for the adding, editing and deleting of Time Worked related data for the staff member the account is linked to for the current day only.
Personal Worklog	Edit / View Work Location	Enables the Location function in My Worklog allowing the addition of a work location for the date being viewed for the staff member the account is linked to.
Personal Worklog	RTM History for Team Member > Edit / View	Enables the RTM History tab in My Worklog for the staff member the account is linked to allowing for the viewing and editing of core task volumes and activity start and end times for the data captured in RTM on the selected date. Also provides an overview of the key metrics Time Worked, Core Time, Diverted Time, Downtime and Break.
Personal Worklog	RTM History for Team Member > View	Enables the RTM History tab in My Worklog for the staff member the account is linked to allowing for the viewing of core task volumes and activity start and end times for the data captured in RTM on the selected date. Also provides an overview of the key metrics Time Worked, Core Time, Diverted Time, Downtime and Break.
RTM	Edit / View Work Location	Enables the Work Location function in RTM Data Capture. The Work Location option will appear in the RTM Start Session pop-up.
RTM	Record Break	Enables the capture of time related to Breaks via RTM Data Capture.
RTM	Record Core	Enables the capture of time related to Core work via RTM Data Capture.
RTM	Record Diverted	Enables the capture of time related to Diverted work via RTM Data Capture.
RTM	Record Downtime	Enables the capture of time related to Downtime via RTM Data Capture.

Extracts

Extracts Permission	Extracts Sub-Permission	Description
Pre-Aggregated Data		Provides access to Extracts that contain pre-aggregated data providing a view of key metrics such as Work In, Work Out, WIP as a workgroup total.
Raw Data		Provides access to Extracts that contain raw data providing a view of all data points entered as part of capturing production data.

Loading

Loading Permission	Loading Sub-Permission	Description
Loading	Add / Edit / Delete	Provides access to the ControliQ Loading menu when a workgroup higher than team is selected allowing for the creation, editing, deletion and use of Loading Boards.

Manage Data

Manage Data Permission	Manage Data Sub-Permission	Description
Staff Members	Edit / View Work Location	Enables the Work Location feature in the Manage Data screen allowing for the capture or amendment of Work Locations for staff members.
Staff Members	RTM History for Team Leader > Edit / View	Enables the RTM History tab in the Manage Data screen allowing for the viewing and editing of core task volumes and activity start and end times for the data captured in RTM on the selected date.
Staff Members	RTM History for Team Leader > View	Enables the RTM History tab in the Manage Data screen allowing for the viewing of core task volumes and activity start and end times for the data captured in RTM on the selected date.
Staff Members	Summary (Time Worked / Diverted / Core / Verification)	Provides access to the ControliQ Manage Data menu allowing for the adding, editing, deleting and verification of production data for staff members. Please note for CaseworkiQ users this role allows for the viewing and verification of production data, adding, editing and deleting is completed via the Case Worklog.
Workgroup		Provides access to the ControliQ Manage Data menu allowing for the adding, editing, deletion and adjustment of Work In and Work in Progress data.

Notes and Tags

Notes and Tags Permission	Notes and Tags Sub-Permission	Description
Record Notes	All Other Modules	Provides access to the Notes and Comments feature throughout ControliQ.
Record Notes	RTM	Provides access to the Notes feature via RTM Data Capture
Record Tags		Enables the Tags icon in RTM Data Capture and Manage Data allowing for the capture of Tags against tasks.

Notifications

Notifications Permission	Notifications Sub-Permission	Description
Notifications		Provides access to the Notifications feature allowing for the configuration of the selected notification types via the bell icon .

Planning

Planning Permission	Planning Sub-Permission	Description
Planning		Provides access to the ControliQ Planning menu allowing for the configuration, creation, editing and deletion of plans.

Reports

Reports Permission

Reports Sub-Permission

Description

Reports

Provides access to ControliQ Reports and ControliQ Dashboard menus allowing for the review of production data.

Please note:

CaseworkiQ specific reports are enabled via the Casework permissions section.

Permission for the Individual Performance Dashboard can be granted for whole teams (Team Leader option) or just for the staff member linked to the account being used (Staff Member option).

Permission for the Live Status Dashboard Team Insight section can be granted for whole teams (Team Leader option) or just for the staff member linked to the account being used (Staff Member option)

View Task Groups

Enables the View Task Groups feature in reports allowing the option to show or hide Task Groups when running reports.

Smart Skills Centre

Smart Skills Centre Permission	Smart Skills Centre Sub-Permission	Description
Smart Skills Centre (Series 4.0)		Provides access to the ControliQ Smart Skills Centre menu allowing for the configuration of Smart Skills, the setting of skill targets and the update of staff member skill levels.

System Settings

System Settings Permission	System Settings Sub-Permission	Description
Access Tokens		Provides access to the Access Tokens feature in System Settings allowing for Access Tokens to be created and deleted.
Default Skill Levels		Provides access to the Default Skill Levels feature in System Settings allowing the configuration of the number of skill levels utilised and the application of a productivity value and RAG status to each level.
Employee Positions	Add / Edit / Delete	Provides access to the Employee Positions feature in System Settings allowing for the creation, editing and deletion of Employee Positions.
Languages		Allows for the selection of English or French Canadian through the Account Settings feature
Roles	Add / Edit / Delete	Provides access to the Roles feature in System Settings allowing for the creation, editing and deletion of Roles.
Roles	Assign Permissions to Role	Provides access to the Assign Permissions to Role feature in System Settings allowing for the enabling and disabling of permissions for new and existing Roles
Workgroups to Licenced Module	Assign Workgroup to Module	Provides access to the Assign Workgroup to Module feature in System Settings allowing for the activation and de-activation of additional modules already toggled on in the backend of ControliQ such as Casework and Smart Planning for workgroups.

Access Tokens

Creating Access Tokens

The Access Token feature within ControliQ allows a user to make use of the Integration API to integrate ControliQ and client systems. Before this API can be utilised the user must have an Access Token.

To get a token select the Access Tokens link in System settings.

Username

Displays the username of the account used to create the Access Token.

Name

Displays the name assigned to the Access Token during creation.

Expires On

Displays the expiration date of the Access Token.

Permissions

Displays the permissions that the Access Token grants.

Workgroup

Displays the level of the hierarchy that the permissions are granted for.

Revoked

Displays the revoked status of the Access Token. Active tokens will display as False, revoked tokens as True.

Expired

Displays the expiration status of the token. Expired tokens will display as True and those that have not yet reached their expiration date as False.

Selecting this icon will allow you to revoke an Access Token so that it can no longer be used.

Please note this does not delete the Access Token from the Access Tokens screen it just revokes it so it can no longer be used.

	The search icon allows you to refine the list of Access Tokens displayed. You can search by full or partial Username or Access Token Name.
	The filter option allows you to refine the list of Access Tokens displayed based on their Revoked and Expired status.

To create a new Access Token, select the icon next to the Access Token header. This will prompt the Access Token setup form to open.

Name

The name field does not have to be a user within the system and can be applied as needed by the client to understand the person or system given a key to access the integration API.

Expires On

The token admin has the ability to generate a token that lasts for the duration of up to 1 year. Tokens cannot be granted for a period longer than 1 year. Clients should set expiration dates based on their internal info sec requirements.

Permission Areas

Tokens can give permissions to specific types of data access: Read, Create, or Update. These limit the API end points that the token allows access to use.

Save

When you click Save you will be presented with a Bearer Token this should be copied and pasted into the Authorisation area of the system that is integrating with ControliQ.

Please note you must take a copy of this Bearer Token straight away, if you close the dialogue box you will not be able to retrieve the token.

Workgroup

Workgroup: The Token Access Key can also be limited to accessing specific workgroups within the organization. This is based on the hierarchy of ControliQ, the token would allow data to be Read, Created, or Updated for all levels of the hierarchy at or below the chosen level.

Once the Bearer Token has been added to the system that is integrating with ControliQ the user will be able to utilise the existing APIs based on the Permission Areas granted.

Permission Area	Details
All	Provides permissions to utilise all of the available API’s.
Admin Create	This API is still under development.
Admin Read	Provides permission to utilise API’s that extract Staff Member and User setup details from ControliQ Admin which provides a view of all the key setup information for Staff Members (those who can capture or have production data captured against them) and Users (those who can access ControliQ, but no production data is captured for).
Admin Update	This API is still under development.
Case Data Create	This API is still under development.
Case Data Read	This API is still under development.
Case Data Update	This API is still under development.
Data Capture Create	This API is still under development.
Data Capture Read	This API is still under development.
Data Capture Update	This API is still under development.
Plan Data Create	This API is still under development.
Plan Data Read	Provides permission to utilise API’s that extract Plan data which provides a view of the time allocated to each element of a committed plan such as time allocated to Work In, Work Out and WIP for each Core task based on Items multiplied by Standard Time or the time allocated to each Diverted task.
Plan Data Update	This API is still under development.
Report Data Read	Provides permission to utilise API’s that extract Production data which provides a view of all of the production data that has been entered into ControliQ. Please note this data does not include calculated values only those captured via RTM, Manage Data or Connect. The data required to calculate key metrics such as Core Time and Productivity is included in the extracted data.

API Documentation

All published integration APIs can be found here: https://integration-api.workwareplus.com/index.html

The example below illustrates how one of the API end points, /api/ProductionData/workgroups/{workgroupId} would be used to extract data from ControliQ.

Within the swagger site, locate the API end point api/ProductionData/workgroups/{workgroupId} and click to expand and show the Parameters as shown below.

There are 6 parameters for this API endpoint:

workgroupId: The workgroupId should represent the level in the hierarchy [department / team] that you want to run the extract for. You will only be able to retrieve data at or below the level that the Token was initially set to. If you enter 1 for workgroupId this will retrieve data for the Organization level and below.

Category: The category specifies the data that is being extracted, as you have the option to only extract certain data if required. 0 = All, 1 = Work In, 2 = Work In Progress, 3 = Work Out, 4 = Diverted, 5 = Downtime, 6 = Resource

IncludeUnverifiedData: By default, this will be set as False meaning only data that has been verified in the Manage Data function will be extracted. To extract all captured data, select the true option from the drop-down menu.

RangeType: The range type determines the period of report Last 30 days, Last 60 days, Last 90 days, Custom [requires startDate and endDate], Last 7 days

StartDate and EndDates: Formats for StartDate and EndDate are yyyy-mm-dd and these represent the data ranges of the data you want to extract. If you use both a startDate and an endDate, you will need to select RangeType 4. If you use any other range type you only need to enter and endDate.

The example below would provide an extract of all data for the Organization for 30 days prior to the 26th of June 2024.

Clients would use the API endpoints with their own integration tools, entering the parameters required and using the Tokens for authorization.

Workgroup to Licensed Module

Within ControliQ there are some features that appear within the standard ControliQ menus but form either part of a higher series (Smart Planning – Series 3.0) or another product (CaseworkiQ). Because these features don’t have their own tab within the menu, they need to be enabled via Workgroup to Licensed Module to appear in the existing ControliQ menus.

Please Note! Licensed Modules should only be enabled after discussion with your ActiveOps Relationship Manager.

To enable a Licensed Module, click the Workgroup to Licensed Module link in System Settings.

The Workgroups to Licenced Module screen will display the modules that are available to be enabled along with a search function to refine the list of modules displayed if required.

To enable a module click on its name in the All Licensed Modules list.

When you select a module the workgroup you have selected in the hierarchy selector and any child workgroups will be displayed along with a checkbox indicating if the module is enabled for each workgroup or not. If the box appears checked the module is enabled.

You can refine the list of workgroups displayed using the search function. You can search by either full or partial workgroup name.

To enable a module, select the checkbox next to the relevant workgroup.

If you select the checkbox next to the name of a parent workgroup the module will be enabled for all the child workgroups to.

Please Note

If the Casework module is enabled for an existing ControliQ workgroup (RTM or Connect fed data capture) the data capture method will be replaced with CaseworkiQ. The ability to edit data via the Manage Data screen will be limited as it will be replaced with the functionality intended for CaseworkiQ team. You will not be able to edit any data that was captured using RTM or Connect.

Once enabled the Casework module cannot be disabled if the workgroup has any Open or Pending cases assigned to it.