Document Repository User Guide - FICCONFIDENTIAL | Document Repository User Guide, Version 0.1, 11 November 2016 Page 6 of 44 2. Introduction 2.1. Purpose This purpose of this document

Document Repository User Guide

Document name Document Repository User Guide

Version number 1.1

Version date 11 November 2016

Prepared for FIC

Project Document Repository

Contact number N/A

Item number N/A

Classification Confidential

Legal Disclaimer

Unless specific written consent is obtained from the Financial Intelligence Centre (the FIC) the

information contained in this document may not be shared with any third parties.

The publication of a technical document concerning any particular issue, as with other forms of

guidance and technical documents which the FIC provides, does not relieve the user of the document

from the responsibility to exercise their own skill and care in relation to the users’ legal position. The

FIC accepts no liability for any loss suffered as a result of reliance on this publication.

Copyright Notice

This technical document is copyright. The material in a technical document may be used and

reproduced in an unaltered form only for personal, non-commercial, use or non-commercial use

within your organisation. Apart from any use permitted under the Copyright Act, Act No. 98 of 1978,

all other rights are reserved. By reading this document you acknowledge the confidentiality of such

and agree to be bound by the copyright that subsists in the FIC’s intellectual ideas, views and their

representation as expressed in this material.

CONFIDENTIAL | Document Repository User Guide, Version 0.1, 11 November 2016

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Document History

Revision Date Change Req. No Change Summary Prepared

By

0.1 11 November 2016 N/A Document Created FIC


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Table of Contents

1. Glossary .................................................................................................................................... 5

2. Introduction .............................................................................................................................. 6

2.1. Purpose .................................................................................................................................. 6

2.2. Scope ..................................................................................................................................... 6

3. Document Repository Component and Functionality ........................................................... 7

3.1. Web Component Functionality ............................................................................................ 7

3.1.1. Home Page ......................................................................................................................... 8

3.1.2. Registration ...................................................................................................................... 10

3.1.3. Password Recovery ......................................................................................................... 14

3.1.4. Logging into the Site ....................................................................................................... 17

3.1.4.1. Login Attempt ............................................................................................................... 18

3.1.4.2. Admin user after logging into the site ........................................................................ 19

3.1.4.3. A Normal User after logging into the site ................................................................... 20

3.1.5. Change Password ............................................................................................................ 21

3.1.6. Resources Section ........................................................................................................... 23

3.1.6.1. Admin Resource Page .................................................................................................. 23

3.1.6.2. View Category List........................................................................................................ 24

3.1.6.3. Add Category ................................................................................................................ 26

3.1.6.4. Delete Categories ......................................................................................................... 27

3.1.6.5. Upload Document ......................................................................................................... 29

3.1.6.6. Delete Document .......................................................................................................... 30

3.1.6.7. User Resource Page ..................................................................................................... 31

3.1.6.8. Search Documents ....................................................................................................... 31

3.1.7. Site Administration .......................................................................................................... 32

3.1.7.1. User Management ......................................................................................................... 33

3.1.7.2. Activity Logs ................................................................................................................. 38

3.1.7.3. Terms of Use ................................................................................................................. 39

3.1.7.4. Feedback ....................................................................................................................... 40

3.1.7.5. Site Support .................................................................................................................. 42

3.1.7.6. Disclaimer ..................................................................................................................... 43

3.1.7.7. Quick Links ................................................................................................................... 44


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Table of Figures

Figure 1- Home Page Before Login .................................................................................................. 8

Figure 2- Home Page After Login ..................................................................................................... 9

Figure 3 - Registration Page ........................................................................................................... 10

Figure 4 - Registration Validation Error ........................................................................................... 11

Figure 5 - Registration Message ..................................................................................................... 12

Figure 6 - Registration Approval Email to Admin ............................................................................ 12

Figure 7 - User Account Activation .................................................................................................. 13

Figure 8 - Account Activation .......................................................................................................... 14

Figure 9 - Password Recovery ........................................................................................................ 14

Figure 10 - Password Recovery Invalid User Name Error............................................................... 15

Figure 11 - Password Recovery User Name Required ................................................................... 15

Figure 12- Password Recovery Answer .......................................................................................... 16

Figure 13 - Password Recovery Validation Error ............................................................................ 17

Figure 14 - Login Form.................................................................................................................... 17

Figure 15 - Login Attempt................................................................................................................ 18

Figure 16 - Admin Logged In ........................................................................................................... 19

Figure 17 - User Login .................................................................................................................... 20

Figure 18 - Change Password ........................................................................................................ 21

Figure 19 - Change Password Validation Error ............................................................................... 22

Figure 20 - Password Changed ...................................................................................................... 22

Figure 21 – Admin Resources Landing Page .................................................................................. 23

Figure 22 - View Category List by Admin User ............................................................................... 24

Figure 23 - View Category List by User .......................................................................................... 25

Figure 24 - Add Category ................................................................................................................ 26

Figure 25 - Delete Categories Landing Page .................................................................................. 27

Figure 26 - Delete Category Confirmation....................................................................................... 28

Figure 27 - Upload Document ......................................................................................................... 29

Figure 28 - Delete Document .......................................................................................................... 30

Figure 29 - User Resource Landing Page ....................................................................................... 31

Figure 30 - Search Documents ....................................................................................................... 32

Figure 31 - Site Administration ........................................................................................................ 32

Figure 32 - User Management ........................................................................................................ 33

Figure 33 - Manage Users .............................................................................................................. 34

Figure 34 - Add External User ......................................................................................................... 35

Figure 35 - Add Active Directory User ............................................................................................. 36

Figure 36 - Manage Roles ............................................................................................................... 37

Figure 37 - View Activity Logs ......................................................................................................... 38

Figure 38 - Terms of use ................................................................................................................. 39

Figure 39 - Feedback ...................................................................................................................... 40

Figure 40 - Submitted Feedback ..................................................................................................... 41

Figure 41 - Site Support .................................................................................................................. 42

Figure 42 - Email to Site Support .................................................................................................... 42

Figure 43 – Disclaimer .................................................................................................................... 43

Figure 44 - Quick Links ................................................................................................................... 44


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1. Glossary

The table below details the terms, entities, acronyms and abbreviations relevant to this

specification.

Acronym Definition

Admin Administrator

DB Database

ERD Entity Relation Diagram

ESAAMLG Eastern and South African Anti Money Laundering Group

FATF Financial Action Task Force

FIC Financial Intelligence Centre

FIC Act Financial Intelligence Centre Act 38 of 2001

SQL Structured Query Language

UML Unified Modelling Language

URL Uniform Resource Locator


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2. Introduction

2.1. Purpose

This purpose of this document is to record the Document Repository web site functionality

and user interface. This document is intended for document repository users.

2.2. Scope

The scope of this document is explaining the functionality of the Document Repository web

site and the processes behind the functionality


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3. Document Repository Component and Functionality

The document repository solution is accessible via mobile devices and computers.

3.1. Web Component Functionality

Home Page

Registration

Password Recovery

Logging into the Site

Change Password

Resources Section

Activity Logs

Fields

Links


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3.1.1. Home Page

Figure 1- Home Page Before Login

This is the main page, the home page that everyone will see when punching this URL:

http://www.fic.gov.za/DocRepository/ on their browser.

http://www.fic.gov.za/DocRepository/


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The home page after the user has successfully logged in.

Figure 2- Home Page After Login


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3.1.2. Registration

Figure 3 - Registration Page

On the registration page, the user will fill the form with the required information and click on

button “Register” to complete the process. All fields will be validated and validation errors

will be displayed where the field doesn’t pass validation.


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Figure 4 - Registration Validation Error

When fields are left blank, an asterisks is displayed next to the filed left blank and all the

blank fields will be highlighted at the bottom of the form below the “Register” button.


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Figure 5 - Registration Message

A Thank You message is displayed after a successful registration. An administrator will

need to approve an account first before a user attempts to log in and will be notified after the

account has been approved.

After user registration, the administrator is sent an email to activate user account. Below is

the email content that is sent to Admin to approve user registration.

Figure 6 - Registration Approval Email to Admin


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The Admin activates the user account after receiving user registration email by searching for

the user under the “User Management”.

Figure 7 - User Account Activation

A user is sent an account activation email, after the Admin approves a registration. The

account activation email contains the link to the FATF document repository site.


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Figure 8 - Account Activation

3.1.3. Password Recovery

Figure 9 - Password Recovery

An email address is used as a username when a user registers on this site. The same email

address will be used to recover a forgotten password. When a valid email address is

provided, the user will click on the Submit button to recover the password. An email will be

sent to the user’s email address with a system generated password that could be changed

after the user logs into the site.


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If an invalid User Name is provided, an error message is displayed.

Figure 10 - Password Recovery Invalid User Name Error

An asterisk will be shown if the User Name field is left blank.

Figure 11 - Password Recovery User Name Required


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When the user provides a valid user name, a question that was supplied when the users

registered on the site is displayed for the user to provide an answer to complete the

password recovery process.

Figure 12- Password Recovery Answer

If the user left the answer blank and clicked on the submit button, an asterisk will be shown

next to the answer field indicating that the answer is required.


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Figure 13 - Password Recovery Validation Error

3.1.4. Logging into the Site

Figure 14 - Login Form


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On the home page, users have the opportunity to log into the website. They will need to be

registered and approved in order to be able to log in. They also need a valid username and

password to get into the site. When all of the above requirements are in place, then

validation will be performed on the account so that the site can know which type of a user is

coming into the site. If the fields are left blank, then red asterisk(s) will be shown on the

blank field(s).

3.1.4.1. Login Attempt

Figure 15 - Login Attempt

When the user supply an invalid User Name or password, the application displays a

message to notify the user that the login attempt was unsuccessful. If the user fails to

supply the correct combination of User Name and Password on 3 subsequent tries, the

user account will be locked and will need the admin user to unlock the account before

the user can change his/her password.


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3.1.4.2. Admin user after logging into the site

Figure 16 - Admin Logged In

The Admin User sees the “Site Admin” menu option, which normal users don’t see.


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3.1.4.3. A Normal User after logging into the site

Figure 17 - User Login

A non-admin user do not see the “Site Admin” menu option.

The user’s session expires after XX minutes when the user is not active on the site. When

the user session expires, the user is required to re-log and starts a new session.


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3.1.5. Change Password

Figure 18 - Change Password

The user can change his/her password when logged into the site. The requirements are

the old password, the new password and a confirmation of the new password. The

confirmation password must be the same as the new password.


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If the required fields to change a password have not been provided, an asterisk will be

displayed nest to the required field for the user to provide.

Figure 19 - Change Password Validation Error

When the password has been successfully changed, a message is displayed to the

user to inform the user that the password has been changed. To continue with other

functions on the site, the user can click on the continue button.

Figure 20 - Password Changed


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3.1.6. Resources Section

3.1.6.1. Admin Resource Page

Figure 21 – Admin Resources Landing Page

The admin user can add new categories to the existing list of document categories.


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3.1.6.2. View Category List

Figure 22 - View Category List by Admin User

The admin user see the option to add a category and upload documents.


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Figure 23 - View Category List by User

A non-admin user can only search for documents.


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3.1.6.3. Add Category

Figure 24 - Add Category

The admin user can add a new category under the root categories FATF and

ESAAMLAG. A maximum of 4 subcategories under the root category can be added.


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3.1.6.4. Delete Categories

Figure 25 - Delete Categories Landing Page


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The admin user can delete categories and sub categories.

Figure 26 - Delete Category Confirmation

When the admin user select to delete a category or a sub category, a message is

displayed for the user to confirm deletion. When the “Ok” button is clicked, the category

and any sub categories and documents will be deleted.


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3.1.6.5. Upload Document

Figure 27 - Upload Document

The admin user can upload new documents.


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3.1.6.6. Delete Document

Figure 28 - Delete Document

The admin user has access to delete uploaded documents. When delete button is

pressed, a confirmation message is displayed for the admin to confirm deletion.


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3.1.6.7. User Resource Page

Figure 29 - User Resource Landing Page

The Resources Page offers the user the functionality to view existing documents and

categories.

3.1.6.8. Search Documents


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Figure 30 - Search Documents

When a user searches for document, a list of documents matching the search text is

displayed. The user can download the document.

3.1.7. Site Administration

Figure 31 - Site Administration

The Site Admin landing page enables the admin user to manage users, delete

categories, and view activity logs.


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3.1.7.1. User Management

Figure 32 - User Management

The admin user has the ability to manage existing users’ accounts, add users and

manage user roles.


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Manage Users

Figure 33 - Manage Users

The admin user can update the existing user’s account by deleting user’s account,

deactivating user’s account and updating the user’s roles.


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Add Users

Figure 34 - Add External User

The admin user can add a new user account who is not on the FIC’s network. The user

account creation will go to the administrator for approval and activation.


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Figure 35 - Add Active Directory User

The admin user can add a new user account who is on the FIC’s network by searching

for the user.


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Manage Roles

Figure 36 - Manage Roles

The admin user can manage user roles by updating and deleting an existing roles, as

well as adding a new roles.


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3.1.7.2. Activity Logs

Figure 37 - View Activity Logs

The admin user can view the activity logs for all functions performed by users on the

application.


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3.1.7.3. Terms of Use

Figure 38 - Terms of use

The terms of use for the user of the document repository Web Site.


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3.1.7.4. Feedback

Figure 39 - Feedback

A user can provide feedback about the document repository Web Site.


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Figure 40 - Submitted Feedback

A message is displayed below the feedback form, after the user has submitted a

feedback.


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3.1.7.5. Site Support

Figure 41 - Site Support

The user can send an email to the site support team.

Figure 42 - Email to Site Support


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3.1.7.6. Disclaimer

Figure 43 – Disclaimer

The disclaimer and limitations of liability for the document repository Web Site.


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3.1.7.7. Quick Links

Figure 44 - Quick Links

The users of the document repository can access the FIC Web site, FATF Web site, and

ESAAMLG Web Site.