The aspect page and the item dialogs

The aspect page of an environmental aspect analysis opens when you click the analysis on the index. Its heading is the area of the analysis followed by “environmental aspect items”. The page lists the aspects of the analysis in a table, 10 per page, in the analysis’s own order. From here you open the dialogs for adding and changing aspects, the risk picker, and the action controls for following an aspect up. This page describes the wide desktop layout.

Rights

Right on Environmental aspects	What it allows on the aspect page
Read	Open the page, read the table and open the dialogs.
Edit	Also change aspects, set risk in the risk picker, change status and move rows. Answer, close or reject an action you are part of (see below).
Create	Also add aspects (New item, the green +), delete them and send actions. Create includes Edit.

All buttons and icons are shown to everyone who can open the page; only the right listed lets the change through. For an action, only the person who sent it and the person responsible can update it, and they need the Edit right. Your user administrator grants the rights; see Give a user access rights.

Header controls

Control	What it does
Info icon (next to the heading)	Opens the analysis information read-only, without a Save button; see The environmental aspect index and the analysis dialog.
Back	Returns to the index.
New item	Opens the Add aspect item dialog. Needs the Create right.

Columns

The columns are grouped under Aspect identification, Aspect risk analysis, Aspect controls and Residual risk. Clicking a row opens the dialog for changing the aspect.

#	Column	What it shows	Click
1	Area	Where the aspect occurs.
2	Aspect	The environmental aspect.
3	Potential Consequence	What the aspect can lead to.
4	Cause	Why it happens.
5–8	Aspect risk analysis: P (public health), L (legal), Environment, Reputation	For an aspect, the risk score of each category before the action, as a badge.	Opens the risk picker for the risk analysis, unless the status is Closed, No action or In progress.
9	Status	The status of the aspect. The funnel icon in the heading opens the status filter.
10	Controlling activity	For the latest round of the action: the responsible person’s description if there is one, otherwise the controlling activity the sender wrote.
11	Responsible	The e-mail address of the responsible person in the latest round.
12	Due date	The due date of the latest round.
13–16	Residual risk: P, L, Environment, Reputation	For an aspect, the risk score of each category after the action.	Opens the risk picker for the residual risk, only when the action has been accepted and the status is not Closed.
17	Compliance	The name of a link.	Opens the link.
18	Regulations/Standards	The name of a link.	Opens the link.
19	Move row	Up and down arrows that move the row one place within the page. Needs the Edit right.
20	Insert	A green + that opens the Insert aspect item dialog for a new aspect placed directly after this row. Needs the Create right.
21	Delete	A red icon that opens a confirmation for deleting the aspect. Needs the Create right.

Page numbers under the table move between pages.

Status filter

The funnel icon in the Status heading opens a status filter with one checkbox per status. While a status filter is active, the Move row and Insert columns are hidden; reload the page to show them again.

Statuses

An aspect has one of these statuses: Open, Pending, No action, Closed, In progress and Reopen. Sending an action sets In progress, a rejection by the responsible person sets Open, and closing the action sets Closed. No action and In progress can also be chosen in the Insert aspect item dialog; such an aspect has no action and its risk analysis cannot be opened until its status is changed to Open. See Action rounds, statuses and e-mails.

The Add aspect item dialog

Control	What it does	Default
Area	Free text.	Empty.
Aspect	Free text.	Empty.
Potential Consequence	Free text, several lines.	Empty.
Cause	Free text, several lines.	Empty.
Compliance	A “Link name” box and a “Link url” box, plus a folder button that opens the document browser.	Empty.
Regulations/Standards	As Compliance.	Empty.
Status	Open or Pending.	Open.
Close	Closes without saving.
Save	Adds the aspect. Needs the Create right.

The document browser

The folder button next to Compliance or Regulations/Standards opens a browser with Modules, Documents and Hub menus. Picking a document fills the “Link url” box with a link to that document; picking a hub menu fills it with a link to that hub page. You type the link name yourself. Each field stores one name and one address.

The Insert aspect item dialog

Opens from the green + in a row. It has the same fields as Add aspect item, with Area, Aspect, Potential Consequence and Cause filled in from the row. Status offers Open, Pending, No action and In progress. Save adds the aspect directly after the row; it needs the Create right.

The dialog for changing an aspect

Opens when you click a row. The controls appear in this order. Which ones are shown depends on the status, on whether an action has been sent, and on whether you are the sender or the responsible person of the action.

Control	What it does	Shown or enabled when
Area, Aspect, Potential Consequence, Cause	Free text.	Disabled when the status is Closed, No action or In progress.
Aspect risk analysis badges (one per category, with its score)	Clicking a badge saves the dialog first and then opens the risk picker for the risk analysis.	Clickable unless the status is Closed, No action or In progress.
Residual risk badges	Open the risk picker for the residual risk.	Clickable only after the action has been accepted, or once “Yes” is chosen under Action accepted, and not when the status is Closed. Opened here after “Yes”, it accepts the action, gives the aspect status Closed and sends the responsible person the same e-mail as Close action.
Compliance, Regulations/Standards	As in Add aspect item.	Disabled when the status is Closed, No action or In progress.
Status	The status list. Its choices depend on the action: with an accepted action, Open, Pending, No action, Closed and Reopen; without an accepted action, Open and Pending, plus No action once the risk analysis has been set.	Always. Choosing No action hides Controlling activity, Responsible and Due date.
Controlling activity	What the responsible person should do. Marked as required. In the first round you type it; in later rounds it edits the latest round’s text.	Hidden with No action; disabled with Closed, In progress or Reopen.
Responsible	A list of active users with the Approve right or higher on the Environmental aspects row. Marked as required.	As Controlling activity.
Due date	A date picked from the calendar. Marked as required, but Send action can be clicked without it.	As Controlling activity.
Action history: Action description, Rejection message	One box per earlier round, with the responsible person’s description and the sender’s rejection message.	When the aspect has actions.
Action description (text box)	Your new description after the sender rejected the round.	You are the responsible person and the sender has rejected the latest round.
Accept action / Reject action with Action description message / Action rejection message	Your answer to the action and its message.	You are the responsible person and the action has been sent to you but not answered.
Action accepted: “Yes” / “No”	Whether you accept the responsible person’s work. “No” shows Rejection message.	You are the sender and the responsible person has accepted the action.
Action description message, Rejection message	The messages of a round that has not been sent yet.	The latest round has not been sent.
Close	Closes without saving.	Always.
Save	Saves the aspect’s fields and keeps the action fields as a draft round, without sending. When you are the sender and have chosen “Yes” under Action accepted, Save instead does the same as Close action: the action is accepted, the aspect gets status Closed, and the responsible person gets the same e-mail as with Close action; see Environmental aspect actions in detail. The first save of an aspect without an action creates the draft, which needs the Create right; otherwise Save needs the Edit right.	Always.
Send action	Sends the action to the responsible person. Needs the Create right.	First round: no action has been sent and the status is not No action; it can be clicked once Controlling activity and Responsible are filled in. Later: you are the sender and the round is unsent or the responsible person rejected it.
Return response	Sends your answer to the sender.	You are the responsible person and have chosen Accept action or Reject action, or have written a new description after a rejection.
Reject action	Sends the round back to the responsible person with your rejection message.	You are the sender and have chosen “No”.
Close action	Accepts the action and sets the status to Closed.	You are the sender and have chosen “Yes”.

For the order of the rounds and the e-mails, see Action rounds, statuses and e-mails.

Delete confirmation

The confirmation reads “Are you sure you want to delete aspect item” followed by the aspect’s area in quotes. Check that it is the aspect you want to delete, then click Yes; No cancels. Deleting an aspect also deletes its actions. It needs the Create right.

The risk picker

The risk picker sets the risk for one side of an aspect: either the risk analysis or the residual risk, depending on which score you clicked.

Control	What it does
Tabs Public health, Legal, Environment Risk, Reputation Risk	One tab per category.
Most probable frequency of recurrence	The columns: probability 1 on the left to 5 on the right, each headed by the analysis’s text for that level.
Most probable consequence	The rows: consequence 5 at the top to 1 at the bottom, each with the analysis’s text for that level.
Grid cell	Click to select it: the cell gets a black border and a tick, and the category gets the column’s probability and the row’s consequence. Click the selected cell again to clear the category (score 0).
Close	Closes the picker without saving.
Save	Saves all four categories of this side at once. Needs the Edit right.

For an aspect whose action has not been accepted, saving the risk analysis also sets the residual risk to the same values.

Scores and colours

For an aspect, the score of a category is consequence × probability, from 1 to 25; a category that has not been set, or has been cleared, scores 0. In Environmental aspects, there is no sum across the categories of an aspect.

Badge colour in the table and the dialog	Score
Grey	0
Green	1 to 6, except 5 with consequence 5
Yellow	7 to 14, and 5 with consequence 5
Red	15 to 25

The grid cells have the same fixed colours:

Consequence	Probability 1	2	3	4	5
5	Yellow	Yellow	Red	Red	Red
4	Green	Yellow	Yellow	Red	Red
3	Green	Green	Yellow	Yellow	Red
2	Green	Green	Green	Yellow	Yellow
1	Green	Green	Green	Green	Green