Getting Started
 

Privitus– Getting Started

Privitus makes it easier to manage concurrent communications within and between individuals and organisations. The primary purpose of Privitus is to create a permanent record of all substantive communications, messages and documents. Privitus is being piloted with the intention of extending its use to other areas including making it available to Mediators to assist them in conducting mediations.

Privitus organises communications (and related documents) by reference to:

  1. ‘Records’ – the top level folders within which individual Groups are formed and managed.
  2. ‘Groups’ – the sub-folders that are created within a Record. The first Group formed when a Record is created is always named the ‘Main Forum’ (MF). Subsequent Groups will be named by the Group creator and numbered ‘G1 – [name of Group]’ and so on.

Content published in a Group may only be viewed by users who are members of that Group. The record of published content will always be accessible to anyone who had the right to see it when it was published.

Privitus is not a chat room. Its primary use for the exchange of substantive communications and related documents.

Note: once a message has been published it cannot be undone, so extra care is needed when considering what to post on Privitus as it will form part of a permanent record.

Getting Started

Set out below is a summary of the key steps and functionalities to get you started with Privitus. If you get stuck, you can ask for help at any stage using the live chat service that will be presented to you on each page of the site.

1. Create your account

  • If you have received an invitation email, click on the link to register; or
  • visit www.privitus.com and select ‘Register’
  • complete the form – the compulsory fields are marked with a red asterisk
  • tick the box under ‘Terms of Service’ and select ‘Save’
  • the system will send you an email with a link – click on that link to complete registration

2. Login

  • select the ‘Login’ button on the Home page
  • use the email address you gave and the password you entered at registration
  • if you cannot recall your password then select ‘Forgot Password’ and follow the procedure to set a new password

3. ‘My Records’

When logging in this will be the first screen you see. Listed here are all the Records of interest to you because you have been invited to one or more Groups in a Record.

The main things you can do here are:

  • accept an invitation to join a Case Record or individual Group
  • add detail to Case Record particulars and organise Records into folders
  • open a Case Record
  • create a new Case Record (only if you are a subscriber - Guest users can not create new Case Records or Groups)
  • view and amend your Account
  • quickly move to a recently visited Case Record (hover and select)

Note: if messages have been posted in Records since your last visit you will see a message symbol with a number indicating the number of messages posted.


4. ‘My account’

Here you can:

  • add and amend your details
  • add or replace your profile image
  • change your password
  • select the frequency of notifications

Note: you cannot amend the email address that you use for login

5. Open a Record

When you select a Record in ‘My Case Records’ it will open the Communications area.

The Groups you belong to will be listed in the left hand margin – to see the names of other members of a Group simply hover over the Group name.

To view all communications in all the Groups you belong to in a Case  Record, displayed in reverse chronological order, select ‘View all’. You can search this combined content using ‘Date Range’ or using keywords by selecting ‘Search’. Symbols for each Group appear on the right hand side of the content displayed indicating in which Group the content was posted.

Note: the time stamp for each post is GMT

6. Communications - key functions

View messages:

  • only messages posted in the last 7 days are displayed as standard
  • select ‘Last 30 days’ to view messages posted in the past 30 days
  • select ‘All’ (or ‘older communications) to see every message ever posted

Create New Message:

  • selecting ‘Create New Message’ opens a box into which you can type or paste text (pasting text works best when you have more than a few sentences to post); you can format your message using the tools provided

  • to add one or more documents to a message, select ‘Upload a Document’ and browse to select the document you want to be added; adding a short description can also be helpful
  • select the box next to ‘Add to my key documents’ and the document link will be displayed in the left hand margin for future ease of reference
  • select ‘Add more’ to add a second or further documents

  • select ‘Publish’ to post your message – double check before you do so as this cannot be undone!
  • select ‘Clear’ to delete a draft message
  • select ‘Save As Draft’ and your draft message will appear at the top in a hatched area from where you can amend, discard or publish

Reply:

  • clicking on the ‘Reply’ button in the right hand margin opens a message box under the message you want to reply and works in the same way as ‘Create New Message’
  • a message that replies to an earlier message will begin with an arrow symbol and ‘Replying to: [name, date and time]’ – hover over to see the first few lines of the earlier message (you must scroll down to find and read the full message)

Note: if you are creating or publishing a new message you must stay on the page or your work will be lost. The data has to be successfully delivered to the server for it to be recorded; when posting documents, depending on your Internet connection, please allow sufficient time for delivery.

More or Less:

  • select ‘More…’ to see the full text of a posted message
  • select ‘Less…’ to collapse the message back to its shortened format

7. Documents – key functions

The documents posted in Groups to which you belong within a specific Record can be viewed in a separate area by selecting ‘Documents’ in the grey bar at the top of the Communications area.

  • documents posted into Groups are organised by Group and can be viewed/downloaded
  • you can also choose to make one or more documents ‘Key documents’ (remember to select ‘Save’)
  • select ‘View All Documents’ (at the bottom of the page) to see a simple list of all documents which you can order by the name of a person (who posted a document); by the date published; or by document type
  • select ‘Communications’ to return to the Communications area

8. Adding new members to Case Records and Groups

Only the owner of a Case Record or Group can invite new members.  If satisfied that there will be no objection from others to someone joining a Group, select 'bypass consent' - if you don't, each existing member must give their consent (the system invites them to do so) before the invitation can be sent and accepted.

[MORE HERE covering the invite new member page]

9. User Support

A live chat service has been installed so that any user can obtain assistance with regard to their use of Privitus – a message box will pop up on each page you visit and if you don’t want to use it just select the ‘x’ to minimise.

If no one is available to respond on live chat, you can leave a message and someone will get back to you by email.

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