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.
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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.
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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.