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BarnOwl

Tip of the Month – Using Favourite Views

20 February 2017

  Did you know?

You can customise the BarnOwl registers to display only the information you wish to see. You can save this view as a Favourite View, and share it with other users.

Customising a Register

Registers can be customised to suit your requirements. You can add or remove columns in the register to view specific information.

Example

This picture shows the default display for the risk register.

As the HR Manager, I would like to see when the risks were captured, and I want to see how they are ranked.

To add these fields, you can use the Field Chooser.

Right-click, and from the context menu, select Field Chooser.

The Field Chooser contains all possible available fields for you to view.

If you do not see your custom fields displayed in the Field Chooser, go to

File Menu > Preferences > Display tab

Select the Extra fields in registers checkbox. Note that this can have an impact on performance.

Double-click the Date Captured field in the Field Chooser. The date Captured column is added to the Register.

Double-click the Ranking number field to add it as a column.

As soon as you add a field, the field is removed from the Field Chooser.

The Ranking number field is displayed in the register.

The ranking numbers are not in order, so you can sort the register from either ascending order (lowest to highest) or descending order (highest to lowest).

Click the Ranking Number column header. The header now has a small arrow indicating that the field is sorted. If the arrow is pointing upwards, the field is sorted in ascending order.

If the arrow is pointing downwards, the field is sorted in descending order.

Having added the ranking number, I want to sort by that field.

You can group items by any field as well as any field on a ‘child table’ such as risk owner for example.

In this example, I am going to group the HR risks by sub-category.

  1. Drag the Risk sub-category field column header to the white space above the register.

The register is grouped by the Risk subcategory. All risks belonging to a specific sub-category are now grouped together.

If you want to remove a field from the register, drag the column header off the header row.

For this view, I only want to see the Inherent and Residual ratings (IR and RR).

Drag the II, IL, RI and RL fields off the register.

As soon as the field is removed from the register, it appears in the Field Chooser.

Filtering the Register

In addition to adding, removing and grouping fields, you can also filter your register.

  1. Open the register you wish to filter. On the toolbar, click the button.

The filter criteria button appears below the Register toolbar.

Click the button to specify the search criteria you wish to filter.

From the ‘ChooseField’ drop-down list, select the field you wish to filter.

In this example, we will filter the risk register to show risks with a residual rating (RR) of 10 or more.

The register now shows only those risk who have a residual rating of 10 or more.

Note that although we have applied a filter, the register is still grouped by the risk sub-category.

You can refine your filter by adding criteria.

Let’s imagine that we want to filter this list to display the risks with an RR rating of 10 or more AND where the linked controls have a rating of ineffective.

Click the button to add another level of filtering.

The filters we applied have narrowed the risks in the register down to one:

To remove a filter, click the button.

To remove the filter criteria options, click the button.

You can add or refine your filter criteria to present different views.

Saving a Favourite View

Favourite views are object-specific. For example, you will only be able to see favourite views for risks in the risk register.

After the register is customised to your requirements, click the button on the Register toolbar. The Favourite View form opens.

  1. Type a name for the view and click Save.

Loading a Favourite View

Depending on the size and complexity of your favourite view, performance may be affected.

To load a favourite view, click the arrow on the button. A list appears with all the favourite views.

-Or-

In the Favourite View form, select the favourite view you wish to load, and click the button. You will be prompted to confirm the favourite view you wish to load.

The Favourite View button changes to when a favourite view is loaded.

You can specify that BarnOwl automatically loads the last saved favourite view when you log in.

File menu > Preferences > Display Tab > Favourite Views on Load.

Select the check box.

This may have an impact on performance.

Sharing a Favourite View

You can share a favourite view with other users.

  1. Click the button to open the Favourite View form.

Select the favourite view in the list.

At the bottom of the form, click the button to open the Select User form. Select the users to share the favourite view with.

Click the button.

Did you know?

You can customise the BarnOwl registers to display only the information you wish to see. You can save this view as a Favourite View, and share it with other users.

Customising a Register

Registers can be customised to suit your requirements. You can add or remove columns in the register to view specific information.

Example

This picture shows the default display for the risk register.

As the HR Manager, I would like to see when the risks were captured, and I want to see how they are ranked.

To add these fields, you can use the Field Chooser.

Right-click, and from the context menu, select Field Chooser.

The Field Chooser contains all possible available fields for you to view.

If you do not see your custom fields displayed in the Field Chooser, go to

File Menu > Preferences > Display tab

Select the Extra fields in registers checkbox. Note that this can have an impact on performance.

Double-click the Date Captured field in the Field Chooser. The date Captured column is added to the Register.

Double-click the Ranking number field to add it as a column.

As soon as you add a field, the field is removed from the Field Chooser.

The Ranking number field is displayed in the register.

The ranking numbers are not in order, so you can sort the register from either ascending order (lowest to highest) or descending order (highest to lowest).

Click the Ranking Number column header. The header now has a small arrow indicating that the field is sorted. If the arrow is pointing upwards, the field is sorted in ascending order.

If the arrow is pointing downwards, the field is sorted in descending order.

Having added the ranking number, I want to sort by that field.

You can group items by any field as well as any field on a ‘child table’ such as risk owner for example.

In this example, I am going to group the HR risks by sub-category.

  1. Drag the Risk sub-category field column header to the white space above the register.

The register is grouped by the Risk subcategory. All risks belonging to a specific sub-category are now grouped together.

If you want to remove a field from the register, drag the column header off the header row.

For this view, I only want to see the Inherent and Residual ratings (IR and RR).

Drag the II, IL, RI and RL fields off the register.

As soon as the field is removed from the register, it appears in the Field Chooser.

Filtering the Register

In addition to adding, removing and grouping fields, you can also filter your register.

  1. Open the register you wish to filter. On the toolbar, click the button.

The filter criteria button appears below the Register toolbar.

Click the button to specify the search criteria you wish to filter.

From the ‘ChooseField’ drop-down list, select the field you wish to filter.

In this example, we will filter the risk register to show risks with a residual rating (RR) of 10 or more.

The register now shows only those risk who have a residual rating of 10 or more.

Note that although we have applied a filter, the register is still grouped by the risk sub-category.

You can refine your filter by adding criteria.

Let’s imagine that we want to filter this list to display the risks with an RR rating of 10 or more AND where the linked controls have a rating of ineffective.

Click the button to add another level of filtering.

The filters we applied have narrowed the risks in the register down to one:

To remove a filter, click the button.

To remove the filter criteria options, click the button.

You can add or refine your filter criteria to present different views.

Saving a Favourite View

Favourite views are object-specific. For example, you will only be able to see favourite views for risks in the risk register.

After the register is customised to your requirements, click the button on the Register toolbar. The Favourite View form opens.

  1. Type a name for the view and click Save.

Loading a Favourite View

Depending on the size and complexity of your favourite view, performance may be affected.

To load a favourite view, click the arrow on the button. A list appears with all the favourite views.

-Or-

In the Favourite View form, select the favourite view you wish to load, and click the button. You will be prompted to confirm the favourite view you wish to load.

The Favourite View button changes to when a favourite view is loaded.

You can specify that BarnOwl automatically loads the last saved favourite view when you log in.

File menu > Preferences > Display Tab > Favourite Views on Load.

Select the check box.

This may have an impact on performance.

Sharing a Favourite View

You can share a favourite view with other users.

  1. Click the button to open the Favourite View form.

Select the favourite view in the list.

At the bottom of the form, click the button to open the Select User form. Select the users to share the favourite view with.

Click the button.

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