level 1 (contact point) module

IPPC CODEX - OCS

Level 1 (Contact Point) Module

Home

Able to download the documents that are published

by the Secretariat

To access Home page

Document Management

Document Management

Commenting end date of the documents

The Assistant who is currently assigned for

the document

The status that shows your commenting

activity on the document

Commenting Status

• To be started • There are no comments in the document

• Pending• There are some comments with Pending status

• Verified • There are some comments with Verified status

• Submitted • Some comments have been submitted to Secretariat

Share your verified comments to Reviewer

and Assistant for review

To access Document Management page

Working Language

Document Invitations

Level 2 (Assistant) Invitation Click to invite (assign) the Assistant

Only one Assistant can be assigned to the

document

Able to edit (customize) the invitation message

Set the commenting end date for Assistant

Option to send an email

Click to send the invitation

Click to invite (assign) the Reviewer(s)

Level 3 (Reviewers/Commenters) Invitation

Able to invite (assign) multiple Reviewers

Able to edit (customize) the invitation message

Set the commenting end date for Assistant

Option to send an email

Click to send the invitation

Multiple Invitations to Level 2 and 3

Select Assistant and/or Reviewer(s) for each

document

Set commenting end date for Assistant

and/or Reviewer(s)

An option to send/edit email to Assistant and/or

Reviewer(s)

Click to send the invitations for all

documents

Able to duplicate the invitation setting from

one document to another

An option to invite (assign) Assistant and/or

Reviewer(s) for all documents

Comment Management

Comment Management An option to paginate the page – able to select the specific

page

Click to add the comment(s) on the

paragraph

Click to expand the paragraph vertically

An option to select specific Paragraph,

Comment Type, Author and/or Status

An option to set the number of

paragraphs to show per page

Export the comments in Excel and/or Word

format

Comment Management (cont’) • Refresh• Reload the page

• Verify All• Verify all “Pending” comments

• Withdraw All• Withdraw all “Submitted” comments

Withdraw the “Submitted” comment from Secretariat

• Edit• To edit the

comment• Delete

• To delete the comment

• Verify• To verify the

comment

Un-verify the comment

Add/Edit CommentParagraph Type: Normal

Comment Types: Editorial Substantive Technical Translation

Accept Comment• Accept All

• Accept all comments that are shared with you or submitted to you

System will automatically accept (copy) all the comments from the selected author and create as your comments

• Hide• To hide the

comment• Accept

• Accept this particular comment

Accept Comment (cont’)

Once it’s accepted, the comment will be copied and created as your own comment

Icon indicates the comment has linked to original comment

Accept Comment (cont’)

The original comment is automatically kept under “Hidden” status

The original comment can be shown by the action “Unhide”

Consolidate Comment

Your own comment can be consolidated with other comments (same comment type) that shared or submitted

Click to accept the comment – system will

replace your existing comment with this

comment

Hide the comment

Click to save the changes

Support Document Option

An option to support the document as it is

System will automatically create the Substantive

comment “I support the document as it is and I

have no comments” with verified status

Click to submit the verified comment(s)

Comment ReviewClick to submit the

verified comment(s)

Comment Review (cont’)

All the invited Assistant and Reviewer(s) will be received

the notification emailsAssistant and Reviewer(s)

are now able to review the verified comments

from their Contact Point

Click to submit the verified comment(s)

All the verified comments in all corresponding

languages that are going to submit to

Secretariat will be listed

Comment(s) Submission

Document Summary

Document SummaryTo view the summary of the

documentWorking document language can be set –

cannot be changed after Assistant or Reviewer

is/are invited

The list of participants (Assistant/Reviewer(s)) who are invited to the

document

Overall comment summary of Contact Point

(you)

Document can be downloaded during the

commenting period

Summary of Assistant submitted comments

Summary of other countries sharing

comments

Can switch the role between Assistant

and Reviewer

Commenting Period Extension

Extend To extend the commenting

period of Assistant or Reviewer(s)

• Select the Assistant/Reviewer(s) who are going to be extended

• Select and set the new commenting end date

Click to extend the commenting period – notifications will be sent to the extended users

Document Report

Report To view the report

All of your comments will be

listed here

Able to download in Excel and/or MS

Word format

An option to select the

specific Comment Type, Status, Author

and/or Language

Document Rule Sharing

Document Rule Sharing To share your comments with

others

When the Contact Point receives shared comments form other

contact points, the comments can be shared with everyone in your country that was invited on that

document

To add new (customize) sharing rule

Document Rule Sharing (Add new Rule)

• Activate/Deactivate the rule

• Set the rule name

Able to share with other countries/organizations

Able to share within the country/organization

Able to specify the sharing options

Click to save the rule

Document Rule Sharing

A new rule is added – only for

this particular document

• Run• To execute the rule to

share the comments• Edit

• To edit the rule• Delete

• To delete the rule

Notification

NotificationTo view the notifications

Settings

ProfileSetting Tab

Member ManagementSetting Tab

Application SettingsSetting Tab

Sharing (Global)Setting Tab

When the Contact Point, Assistant and/or Reviewer submit

comments, the comments are automatically shared with

everyone in the country that was invited on that document

To add new (customize) sharing rule

Global rules can be accessed from all

documents

Sharing (Global) – cont’

Global sharing rule(s) can be seen from all documents

• Run• To execute the rule to

share the comments• Hide

• To hide the rule• Edit and Delete

• Can be done only from Setting>Sharing

Site Statistics

Comment Report To view Statistics Report

Select the criteria to generate the

statistics report

Select the statistics period

Click to generate the statistics comment

report

Comment Report ( Calendar Year Period - Pie Chart)

Able to download the chart in Excel

An option to select the grouping

Comment Report (Calendar Year Period - Histogram)

An option to select the grouping

Able to download the chart in Excel

Comment Report (Comparison View)

An option to select the grouping

To compare the comments activities

throughout the years

Thank you