User Guide: Site Security Assessment Enhancements

User Guide: Site Security Assessment Enhancements 

Release: 1.4.0

 

Overview 

The Site Security Assessment Enhancements introduce two improvements to the assessment workflow: 

1. Contextual Notification Emails - Assessors receive a supplemental email with full context and direct links when assigned an assessment. 

1. Human-Readable Answer Mapping - Assessment answers are displayed as clear text (e.g., "Yes", "Good", "Fully Compliant") instead of numeric values, making results easy to understand for managers. 

 

For Assessors 

Step 1: Receive Your Notification Emails 

When an assessment is assigned to you, you will receive two emails: 

• Email 1 (Standard Notification): Subject: "You have been assigned a new assessment" - basic assignment info. 

• Email 2 (Supplemental Report): Subject: "Supplemental Report: Context for Assigned Assessment [Assessment Number]" - this is the important one. 

Step 2: Open the Supplemental Report Email 

Find and open Email 2. It contains three key sections: 

Section	What It Provides
Assessment	A direct link to your assessment form on the portal
Assessable Asset	A link to the Protected Asset or Configuration Item being assessed
Related Task Record	A link to the parent task (PSI, PSO, Request, or Task)

Step 3: Review the Assessable Asset 

Click the Assessable Asset link to open the asset or equipment record before heading out. This tells you: 

• Exact location of the asset 

• Asset details and description 

• History and last inspection date 

• Related equipment 

Step 4: Review the Related Task Record 

Click the Related Task Record link to understand: 

• Why the assessment was triggered 

• Any special instructions or concerns in the work notes 

• Related incidents or context 

Step 5: Access the Assessment Portal 

Click the "Assessment instance form on the portal" link in the email. This opens your assessment form directly - no navigation required. 

Step 6: Complete and Submit the Assessment 

With full context in hand: 

1. Navigate to the asset location (using location info from the email) 

1. Perform the assessment and answer all questions 

1. Add notes for any issues observed 

1. Attach photos if needed 

1. Click Submit 

Tip: Keep the supplemental email accessible on your mobile device for on-site reference. All links work from mobile browsers. 

 

For Administrators 

Creating an Assessment with Contextual Notifications 

Step 1: Create the Assessment Task 

• Navigate to the appropriate module (e.g., Physical Security Operations) 

• Click New and fill in the required fields (Name, Assignment Group, Operation Type, Short Description) 

• Save the record 

Step 2: Create Assessment Checks 

• On the task record, navigate to the Checks related list 

• Click New and configure the check: 

• Set the Name, Tag, and Template 

• Link to a Protected Asset or Configuration Item (this is what appears in the supplemental email) 

• Save the check 

Important: The Protected Asset or CI field must be populated for the asset link to appear in the supplemental email. 

Step 3: Assign the Operation 

• Verify the Assignment Group and Checks are set 

• Click "Assign Operation" 

• The system creates one assessment instance per assignee and sends both emails immediately 

Step 4: Verify Emails Were Sent 

• Navigate to System Mailboxes > Outbox 

• Filter by the last few minutes 

• You should see two emails per assessor (Standard Notification + Supplemental Report) 

• Open the supplemental report email to confirm it includes the assessment portal link, asset link, and task link 

Best Practices: 

• Always link checks to a Protected Asset or CI 

• Use descriptive task names (e.g., "Evening Patrol - Building A") 

• Add work notes to the task with any special instructions or concerns - these context notes are visible to assessors via the task link 

 

For Managers 

Reviewing Completed Assessments 

Step 1: Navigate to the Completed Assessment 

Find the completed assessment instance via: 

• The Assessment Instances table 

• The related list on a PSO or PSI record 

• A dashboard or report 

Step 2: Review Assessment Answers 

Assessment answers now display as clear, human-readable text: 

Question	Old Display	New Display
Is the AED accessible?	1	Yes
Condition rating?	3	Good
Compliance level?	2	Partially Compliant

No lookup or interpretation needed. 

Step 3: Identify Issues 

Answers such as "No", "Non-Compliant", or "Poor" are immediately visible and actionable - no decoding required. 

Step 4: Generate Reports 

Text-based answers export cleanly to Excel and other reporting tools, producing professional, self-explanatory reports ready to share with leadership.