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: 

 

 

 

 

Incidents

 

If your organization has set up Incident types, 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". 

 

 

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 the privacy responsibilities of the organization from one central place.

From the Privacy Center, you can search for stored data on RAYVN users or other persons that are stored in your RAYVN database.

To be able to access the Privacy Center you need to be logged in with the role of Customer admin.

Click the settings icon and then select the Privacy Center.

After entering the Privacy Center, you can start searching for RAYVN users, or mentions of names in the logs.

 

 

Search for mentions of a person

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

You can also search for persons mentioned in a log that are not RAYVN users. An example here can be a log where sensitive information regarding a person's situation has been mentioned. By using the Privacy Centers search functionality, you will easily be able to view all places where specific information has been registered.

After entering your search data, you will see a list of all logs where the specific user/person has left data in any form.

When you click on a specific log, you will see the user's name highlighted wherever the user is found in the data. This can be:

• Log posts the user has submitted. 
• Tasks the user has created or has been assigned to.
• Incidents the user has participated in.

 

If there has been raised a request that a person's data should be removed from the log data, you can easily do this by using the Privacy Center. After you have searched for the specific person, you can redact specific mentions of the user in the log data.

Click "Replace" next to the mention of the person, and the name will be replaced with "[redacted]".

 

Repeat the step to redact all the mentions that you would like to remove. After you have completed the redactions, you need to click "Update mentions", to write the changes to the log data. This is an irreversible process since the user's data will be permanently removed from RAYVNs servers.

It is also possible to download the raw data with the person's data. This is data as presented in the system's database.

 

 

User data

If you have searched for a RAYVN user, you can click on the tab labeled "User data lists".

In this section, you can download all the data in RAYVN that exist on the specific user. And you can also anonymize the user's data. This is normally not something you would do, but would only be necessary for two reasons:

 

1. A RAYVN user requests that all their data stored in RAYVN should be deleted. This functionality is also required in GDPR.
2. An administrator would like to remove all traces of a specific user in the system.

It is not possible to anonymize active RAYVN users. So you will first need to remove the user in the "Account settings", to anonymize the user's data.

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 incidents".

 

 

In the list of closed 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 incident". 

 

 

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