General, Privacy Center and Archive

RAYVN provides an advanced archive module that enables you to get access to your entire history of archived logs. Access the module by clicking the Settings icon. Then click Archive.

 

 

 

In the archive module, you will be able to filter the closed logs by all the parameters as seen below. By combining different filters, you will be able to get access to the specific types of log reports that you need. 

 

 

 

Re-opening closed logs

 

At the right side of the list of closed logs, you'll see two buttons. One shows an icon to download the closed log, and the other shows an icon to re-open the closed log. 

 

If you've mistakenly closed a log, or need to re-open it for some reason, just click this symbol to open the log again: 

 

 

 

 

Sub-incidents

 

If your organization has set up sub-incidents, you will also be able to study which incident types that are most frequent in your organization. Additionally, you are able to filter on specific incident types, and download incident logs for a specific incident.

 

 

 

 

 

Messages

 

In the archive module, you'll also find a section called "Messages log". 

 

 

This section shows all messages that have been sent out from RAYVN.

Here you'll find columns for Recipients, Sent time, Status and Segments. 

 

 

The status field will show whether or not the message was successfully delivered, and if you hover over any status that says "Not sent", you'll get a short description as of why the message was not successfully delivered. 

 

 

 

 

You can download log sat any time for both ongoing logs, and for closed logs. You will be able to download the log as a PDF, to be printed, or archived in your organization's own records.

 

 

 

Download closed logs

You can access reports for all closed logs from the menu in "Settings". Click on the gear icon, and select "Archive". 

 

 

 

You will then get a list of all closed logs. Click the download icon to download the log you want: 

 

 

 

 

 

Download an ongoing log

You can download a report for the active log from the dashboard. Click the small arrow on the active log. Choose "Download log as PDF".

 

The browser will then immediately download a PDF version of the active log.

 

 

 

 

 

You can also download the active log inside the log view. Click on the download report-icon, next to the team status bar. 

 

 

 

 

 

Then, select the file type you want to download, and click it.  

The Privacy Center allows customer administrators to manage privacy responsibilities within the organization from a single location.

From the Privacy Center, you can search for stored data related to RAYVN users or other individuals saved in your RAYVN database.

To access the Privacy Center, you must be logged in with the "Customer Administrator" role.

Click on the settings icon, then select "Privacy Center."

 

 

After accessing the "Privacy Center," you can start searching for users in RAYVN or for places where individuals have been mentioned in logs.

 

 

 

Search for locations where individuals have been mentioned.

When you start typing the name of a person with a RAYVN user account, a suggestion will immediately appear in the search field. Click on the user you are searching for.

 

 

You can also search for individuals who have been mentioned in a log but are not RAYVN users. An example of this could be a log containing sensitive information about a person’s situation. By using the Privacy Center’s search function, you can easily find all instances where that specific information has been recorded.

 

 

After typing in the search field, you will see a list of all logs where the specific person is mentioned or has left data of any kind.

 

When you click on a specific log, you will see the user’s name highlighted wherever it appears. This may include:

• Log entries that the user has linked to or posted themselves.
• Tasks the user has created or been assigned.
• Sub-incidents the user is involved in.

 

If a request is made to delete or remove a user’s data from the log records, you can easily do this using the Privacy Center. After searching for the specific person, you can remove instances where the person has been mentioned in the logs.

Click "Redact name" next to where the person has been mentioned. The name will then be replaced with "redacted."

 

Repeat this for all instances where you want to remove a person’s name, then click "Update mentions" to save the changes to the log data. This is an irreversible process, as the user’s data will be permanently removed from RAYVN’s servers.

It is also possible to download the raw data of a person. This data shows what is stored in the system’s database.

 

 

 

User data

If you have searched for a RAYVN user, you can click on the "User Data" tab. Here, you will find lists of all logs in which the user has participated. There is also a list of teams the user has been or is a member of.

In this section, you can download all existing data about a user stored in RAYVN. You can also choose to anonymize the user’s data. This is generally not something you would do, but it may be necessary for two reasons:

 

1. The RAYVN user has requested that all information about them stored in RAYVN be deleted. This is a necessary function due to GDPR.
2. An administrator wants to remove all traces of a specific user from the system.

 

It is not possible to anonymize users who are still active in a log. The user must first be deleted in "Account Settings."

After that, you can go to the Privacy Center, click on "User Data," search for the user, and then select "Anonymize."

 

To be able to enable the functionality that allows your users to edit their log entries, you need to have access to the General settings. 

Note that only users with the Account admin role have access to these settings. 

 

 

 

If you want to enable log entry editing, go to the General settings, and select "Log settings". 

 

From here, you'll see the sections "Log settings", and "Log tools".

 

 

Click the switch on the right side of the section called "Enable log entry editig": 

 

 

Click "Save log settings" to save the settings. 

 

 

Note: 

 

Enabling this functionality makes the option to edit log entries available to all users. 

This also includes all old logs in your account. 

 

If someone edits a log entry in the log feed, you'll see the version history of that log entry, so you'll still always see who has posted the log entry, what changes was made to the log entry, and when the log entry was posted. You'll also be able to see who has made changes to the entry. 

This section is found in the General settings of RAYVN. 

 

You'll only have access to this section if your user is assigned the Account Admin role. 

 

 

Here you'll find the name of your account, the language that all your system messages are displayed in, the prefix that is attached to all your exercise logs, and your default map position. 

 

As an account admin, you can make changes to any of these sections. 

Note that if you make any changes to these sections, the changes will affect all users in your account, because they are connected to the account itself, not just your user. 

 

If you for example change the language for your account, all your system messages will be displayed in this language. 

Each user has the option to change which language they want to use RAYVN in, but the language you set in the General Settings will be the affecting the account itself. 

 

 

 

 

If you decide to make any changes to these sections, remember to save them by clicking "Save general settings". 

If you want to include the logo of your organization in your downloaded logs, you can upload it in the General settings. 

 

Note: To access the General settings, your user must be an Account admin.  

 

 

To upload a logo to your account, click the gear wheel, and access the General settings. 

 

Then, select the "Logo" tab, and click the drop-section to select your logo. 

 

 

 

Once finished, click "Save" to save your logo. 

 

Note: 

RAYVN will only accept an image of a logo that is in a 1x1 format. If your logo is in a different format, it may look warped when you use it in your downloaded logs. 

If you ever need to change the name of your account, you can do so in the General settings.

 

 

You need to be an Account admin to access the general settings. 

 

 

Under the section General, you'll find the section "Name". Change the name of the account, and click "Save general settings" to save your changes.

 

 

By default, the name of your top group in the hierarchy will have the same name as your account. If you change the name of the account, the change will not apply to the top group in the hierarchy. 

 

You need to manually change the name of the top group in the hierarchy, if you want to change the name. 

You can change the name of any group by clicking the name of the group, and selecting "Edit group". 

 

 

 

If you have any questions, requests, or concerns related to our Privacy Policy or RAYVN's privacy and data protection practices in general, please contact us at privacy@rayvn.global and we will do our best to assist you.

When an incident has been closed, you can download a report. Click on "Show closed subincidents".

 

 

In the list of closed sub-incidents, you can click "Download log". This will generate a report from the incident that you can download and use for documentation or evaluation. 

 

 

 

As you can see, you can also open closed incidents by clicking "Reopen sub-incident". 

 

 

It is also possible to get reports from sub-incidents by using the Archive. The archive collects all closed logs and sub-incidents, and you can use a filter to find specific logs or sub-incidents. For example incidents of a specific type within a certain date period. And also separate incidents from regular logs and sub-incidents from exercise logs.