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User Guide Risk Intelligence Link Date: July 2017 Source: CFT Programme Version: 1.0
User Guide Risk Intelligence Link
Date: July 2017
Source: CFT Programme
Version: 1.0
July 2017
Risk Intelligence Link Introduction
This document aims to support the movement of your collaboration site from Willis Online to the OnePlace
platform. It will assist users with navigating the new collaboration website and help build your
understanding of the available functionality.
Given the intuitiveness of Risk Intelligence Link, this User Guide does not provide an explanation for all
the functionality available. Instead, the reader is encouraged to explore the site by clicking on the
functions that are of particular interest.
Extensive research has shown the best way to learn is through the process of exploration. If you have a
question regarding functionality not explained in this document, help is always at hand. Please email
It is recommended that users access OnePlace and Risk Intelligence Link using the Internet Explorer
browser. The Risk intelligence Link application was built on the Microsoft SharePoint platform and works
best with this browser. Other modern types of browsers may also work, but some of the screens may
look different to those shown in this user guide. Also, some functionality may be lost.
Risk Intelligence Link is a collaboration application that is accessed through Willis Towers Watson’s
online portal, called OnePlace.
Risk Intelligence Link replaces Willis Online Documents, Tasks, Contacts and Calendar. It is the first
step towards delivering our vision of a market-leading risk management product using the latest
technology to provide our clients with a one-stop digital experience so they can make more informed
decisions.
Risk Intelligence Link connects multiple parties by bringing them together into one single
environment. This gives users a location to share documents, schedule meetings, manage key
contacts at each location and function, and create and assign tasks.
Notable improvements over Willis Online include:
Upload documents by using drag and drop technology
Tag and classify documents to effectively find documents
Edit documents using online editing
Manage documents using version control features
Manage activities with a shared task list
July 2017
Training Sections
Summary of Enhancements ..................................................................................................................1
1. Accessing your Collaboration site ...................................................................................................2
2. Navigation ...........................................................................................................................................7
3. Viewing and updating documents ....................................................................................................9
4. Tasks ................................................................................................................................................. 15
5. Calendar ........................................................................................................................................... 18
6. Contacts ........................................................................................................................................... 19
7. Meetings ........................................................................................................................................... 21
8. My Sites ............................................................................................................................................ 23
9. Using Search .................................................................................................................................... 25
10. Knowledge Central ........................................................................................................................ 26
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Summary of Enhancements
The tables below detail the added functionality of the OnePlace portal and Risk Intelligence Link when
compared with Willis Online (WOL).
Risk Intelligence Link Enhancements
Feature Description Enhancements
Documents Document workspaces provide you with the ability to upload (including drag and drop), download, share and utilize collaboration features of a document library. Document tagging with metadata will help users categorize and search for documents. Other features include version control and managing alerts.
■ Drag and drop document upload ■ Ability to upload multiple
documents at one time ■ Ability to categorise documents ■ Online editing (browser edit) of a
document ■ Document versioning control
Tasks Create, assign, edit and complete actions and track progress. Additional features include the ability to create alerts, report and export to excel.
Contacts Add and remove Client, Third Party and Willis Towers Watson contacts. Alerts can also be created to be notified if anything changes.
■ Ability for Willis Towers Watson users to update Client and Third party information.
Create meeting pack
Ability to create and download a meeting pack, containing information to be discussed.
■ Meeting packs
OnePlace Enhancements
Application/Tile Description Enhancements
Knowledge Central This app provides easy access to latest research and articles available within insurance and other related industry news.
■ Willis Towers Watson Wire ■ Insights ■ Publications ■ Knowledge Central – Articles,
Case Studies, Infographics, Research, Surveys and Videos
Willis Towers Watson Website links
Easy access links to Willis Towers Watson websites
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1. Accessing your Collaboration site
To access Risk Intelligence Link, users first need to log in to the OnePlace portal. From OnePlace, you
will be able to access Risk Intelligence Link and in the future, other Willis Towers Watson applications.
To access OnePlace, copy and paste the link below into your web browser:
http://willistowerswatson.com/oneplace
Clients & Third Parties:
Clients and Third Parties users use their corporate email
address to gain access to OnePlace. Click on the ‘Enable
Account’ link.
The following screen will ask you to type in your company
email address and then click on the ‘Submit’ button.
Willis Towers Watson will then email you
with a link to allow you to set your own
password.
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Once you have opened the email click on the ‘Complete your password request’ link.
The link will take you back to the One Place site and allow you to set your password. Click on ‘Submit’ when you have finished. You will be provided with the Terms and Conditions of use for the website. Please review and click on ‘Accept’ if you wish to continue. You will receive an email confirming you have access to the One Place portal.
Please navigate back to the URL below and log in. For ease of use
please save this URL as a favourite site in your web browser
http://willistowerswatson.com/oneplace
Willis Towers Watson Associates:
Log in to OnePlace using your Network ID and associated
password below.
If you tick the ‘Keep me signed in’ box, Risk Intelligence
Link / OnePlace will remember who you are until you sign
out of any of the applications, or after ten hours of inactivity
have passed.
If you forget your password, or your password expires, use
the ‘Forgot Password’ link and follow the instructions.
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Once you have successfully logged in you will see the OnePlace home page above. The page is dynamic
so the image and the banners change daily. At the top right hand side of the screen is a button called ‘My
App List’. This is the application launcher section of OnePlace.
If you can see the ‘Risk Intelligence Link’ icon above in the ‘My App List’ dropdown box, please scroll
to Section 2. titled “Navigation”.
If the ‘Risk Intelligence Link’ icon above does not appear in the ‘My App List’ dropdown box, please
continue to the next page.
If the Risk Intelligence Link icon above appears on the
My App List on the homepage please go to Section 2, titled
“Navigation”
Go to Page 7
If the Risk Intelligence Link icon above does not appear
on the My App List in the homepage please continue to
the next page
Go to Page 5
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If the ‘Risk Intelligence Link’ icon does not
appear in the ‘My App List’ click on the ‘Open
App Catalogue’ button at the bottom of the
OnePlace homepage.
The App Catalogue provides you access to a
wide range of Willis Towers Watson applications.
These are purpose-built applications specially
designed for our various clients’ business needs.
To access, scroll down and click on the ‘Risk Intelligence Link’ icon. From here, you can read a
description of this application and add Risk Intelligence Link to the ’My App List’.
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Click the blue ‘Open’ button. The application will now open in a separate tab, titled ‘Risk Intelligence Link’.
The OnePlace homepage, Apps Catalogue and the Risk Intelligence Link application will open in three
separate tabs on your browser. Click on the “OnePlace” tab and you can see the Risk Intelligence Link
application now appears on your homepage under the “My App List” the application launcher.
Click on the Risk Intelligence Link to open up the application and you will see a list of sites which you
have permission to access. Select the site you want to open and click on it.
An important feature is the Support option. It can be found on the banner at the foot of every page in
the application. If you need help or have questions regarding OnePlace, Risk Intelligence Link or any
other application available on OnePlace. Clicking on the link will allow you to send an email to the support
team.
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2. Navigation
Every Risk Intelligence Link site has its own ‘Home’ page that lists the latest documents (up to ten of
them) that have been uploaded. The black navigation bar allows you to navigate to the site’s various
workspaces. In the bar there are up to 6 navigation workspaces that provide access to different parts of
the site.
Click on the top right hand corner where symbol
appears, you will find a drop down menu. This provides
several useful features; the main one allows you to edit
your time zone.
Clicking on the “Edit Time Zone” option
will take you to a settings screen
allowing you to customize your time
zone and the display of dates, times and
numbers. Note that the display of dates
and times is customized to each user’s
settings. Therefore, when working with
others in different time zones, the
information displayed for them will be
based on their region and time zone
settings.
Every user independently sets their own time zone in each separate client site they can access. For
example, if a document is uploaded at 1.00pm in the London time zone (UTC), the document upload time
will be displayed as 8.00am for a user in New York who has selected the Eastern Time zone in the USA
(UTC-5:00).
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Every workspace shows which people can access the information stored on that workspace. Access groups are divided into 3 types of groups. ‘Client’ and ‘Willis Towers Watson’ groups are self-explanatory. The ‘Other’ group is for third party suppliers and partners. Click on the triangle next to the group to see who has access.
Clicking into a list or library will bring up context-specific ribbons. These ribbons will allow you to interact with documents and data stored in the workspace. In the Documents workspace the context specific ribbons are ‘File’ and ‘Library’.
Each workspace also has an additional navigation links on the left hand side of the page. By clicking, for example the “Documents” link under the dark grey box, you are able to view more information about the documents stored on that workspace. This also activates the context specific ribbons.
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3. Viewing and updating documents
A site can have either a single or multiple workspaces for documents, Hover the mouse pointer over
Documents on the black toolbar, when multiple documents workspaces are available they will appear in
a dropdown box for selection by clicking on the one of your choice.
If there is only one documents workspace available, clicking on Documents will open the workspace.
Once in the workspace, clicking on the
Documents link below the blue rectangle
on the top left hand corner will provide you
more information about the documents
available in this workspace.
Each library has multiple views. To change the view of the library, click on the three dots (ellipses) above
the grey header bar of the library, next to Current View. The ‘Group By’ views show different ways the
documents can be grouped and displayed, this is similar to how folders operate within Windows Explorer.
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There are a number of ways to upload documents into the library.
Firstly, you can click on the ‘new document’ button and then click on ‘Upload Existing File’.
This screenshot below shows the ‘Add a document’ window which opens for this option.
Using the browse capability you can find the document in Windows Explorer to upload it.
Once you have uploaded your document, you will then be able to update the properties of the document by filling out a quick form.
Unlike folders in Windows Explorer, Risk Intelligence Link organises documents through tagging. To ensure documents are easily found it is important to select a ‘Document Type’ tag when you are updating the properties of the document.
You can sort or filter documents based on this tagging to make searching easier.
The above form has some fields that are compulsory (denoted by an *). These fields have a default value
that should be reviewed prior to clicking the Save button. If you are unsure of the required information,
you can click the ‘Cancel’ button and fill this information in later. This will upload the document to the
library, but will not allow anyone but the person who uploaded the document to see it. A downward
pointing white arrow in a green box is placed on the file’s icon denoting that the file is ‘Checked
Out.’ The document will not be visible to others users of that workspace until the required properties are
updated and the save button is clicked. The document will then need to be checked into the library (see
page 13).
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An alternative way to upload a single document is via the Files ribbon on the top left hand corner of the screen. Click ‘Upload Document’.
The ‘Add a document’ window will appear and using the browse capability you can find the document in Windows Explorer to upload it. You will then need to ‘tag’ the document as explained above.
To upload multiple or large documents, go to the Files ribbon and select ‘Bulk and Large File Upload’.
There is a limit of 1GB total for all files being uploaded at one time. Users can zip files before uploading to compress them first. If you are uploading multiple files that exceed 1 GB in total size, you will need to add the files in separate, successive uploads.
You can either browse through Windows Explorer to the file or drag the files to the ‘Drag files here’ space.
Whether you browse and upload or drag and drop the files, you will subsequently need to update the documents’ properties. This can be done using the Quick Edit function which can be found on the Library ribbon.
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This function allows you to view and manage the list in a spreadsheet format. You can bulk edit item properties while using this view, by selecting a tag from the dropdown box when you click on any particular cell. Then place your cursor over the bottom right hand corner of the cell until the black cross appears and drag the cell contents to the cell or cells below.
Once you have finished editing the document properties click on ‘Stop editing this list’ which will save the
changes you have made.
A downward pointing white arrow in a green box is placed on the file’s icon denoting that the file is
Checked Out. If you see this icon immediately after uploading your file, it is likely that this document is
not yet visible to other users. If you see a green arrow in your file’s icon please continue to the following
page to add the additional information.
Did you add all the mandatory properties information about the document? If so, please now scroll to section 4, titled
“Tasks”
Go to Page 15
Do you see a downward pointing white arrow in a
green box next to the icon of your file? If so, please scroll
to the following page.
Go to Page 13
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If the document is missing the properties information it will not be visible to the
users of the Documents workspace. The document will appear in your documents
library with a green arrow next to the name.
Step 1: Identify the document that is missing the properties information by the green arrow next to its
name and click on the ellipses (three dots next to its name) – see screen shot below.
Step 2: When the below window appears
click again on the ellipses at the bottom of
the screen next to the ‘Open’ button.
Step 3: Another window will appear and
select ‘Edit Properties’. This will take
you back to the screen that allows you
to enter the document properties. To
avoid any further administration please
ensure you have entered information in
all the fields and click on ‘Save’.
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Step 4: Once the properties have been
saved to the document you will be
returned back to the full list of documents.
Repeat Steps 1 & 2 above but on the third
step select ‘Check In’.
Step 5: Decide if this is a major or a minor
update. If the document is ready to share
select ‘No’ in the ‘Retain Check Out’ field as
this will allow other users to see the
document. If you wish you can also enter any
further information in the ‘Comments’ field.
Finally, click on the ‘OK’ button to close the
save your information.
Once you have completed all five steps above the document will no longer have a green arrow next to
its name and will be visible to all the users of the site.
Lastly, the person moving the files from the WOL site to the new Risk Intelligence Link site will have
their name appearing on the ‘Modified By’ column in the workspace. If the documents are moved by
an automated process or through a Wills Towers Watson team then the names that appear may be
unfamiliar. This does not mean the person named has amended the document, only that they have
downloaded the document from WOL and uploaded it to Risk Intelligence Link.
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4. Tasks
Task information can be added to the site to allow users to share important activities that may require co-
ordination between different teams or companies. Information such as task description, when it is due,
who owns it and the current status are all easily displayed and available to monitor.
To add a new task, click on the ‘new task’ button and complete the screen below. The ‘Assigned To’
field requires the email address for an external user (client or third party) or the network ID for WTW team
members. However if you type the surname of a WTW associate, the application will find them.
To assign a task to a Willis Towers Watson team member, enter the last name into the ‘Assigned To’
field. Risk Intelligence Link will identify the Willis Towers Watson team members network ID. To ensure
the correct person has been identified move the cursor over the field and it will show you their full email
address.
If any of the mandatory fields are left blank an error message will appear.
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Tasks can only be assigned individuals who have been set up with access to the tasks workspace. A
list of people who have access to the Tasks workspace is available on the bottom left hand corner of
the screen under the title, “Who Has Access”.
If you want to copy the list of tasks out to Excel, go to ‘List’ ribbon and then select ‘Quick Edit’. From
here, you can copy the information in the list and paste it into Excel or other application.
Now press ‘Control’ and ‘C’ simultaneously on your keyboard. When you have opened Microsoft Excel
press ‘Control’ and ‘V’ simultaneously and the information will now appear in Excel.
Task information can also be displayed in a variety of formats, by clicking on the ellipses. One of the
options available is ‘Gantt Chart’ that displays the tasks in a plan layout – see below.
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You can set up “Alerts” for individual tasks or the whole list by selecting ‘Alert Me’ in either the ‘Tasks’ or ‘List’ ribbons at the top of the tasks workspace.
You can set an ‘Alert’ to notify you or other users of the Tasks workspace by email when the whole list or a single task within the list is updated, in some way by another user. The email notification can be immediate, daily or weekly, on a day and time of your choosing.
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5. Calendar
The calendar enables Willis Towers Watson teams and client teams to share important dates on the
site.
To add a new entry into the calendar click on the ‘Calendar’ button below the blue box on the left hand
side of the page. Then click on the ‘Events’ ribbon on the top left hand corner above the black navigation
bar. When the new menu bar opens click on the ‘New Event’ button.
Alternatively, click on the individual day you wish to create an entry and
then click on the ‘Add’ button. The same window below will appear
whichever of the above two options you use.
Enter the details required and click on ‘Save’ in the bottom right hand
corner. This window will now close and the new task will be visible in the
calendar view.
As in Outlook, there are various views of the
calendar available and these can be
accessed by clicking on the top left hand
ribbon and selecting ‘Calendar’. The alert
setting in Outlook can also be set up from
the ‘Events’ ribbon.
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6. Contacts
Contact information for both Willis Towers Watson and client team members can also be stored on the
site. This provides a quick and easy way to find contact details in a single location. The information
can be easily updated and new members to the site can be easily added by any user.
To add a new contact click on the ‘new item’ button, the screen below will appear. Complete the fields
and click on the save button.
Once saved, the contact details will appear on the dashboard screen of the Contacts page. To edit the
information, simply click on the ‘edit’ button on the Contacts dashboard page. To set up alerts for this
workspace click on the “Contacts” button below the grey Contacts rectangle and then click on the ‘List’
button. Click on the ‘Alerts’ button and decide the frequency of the alert.
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If the company you are looking for is not shown in the ‘Company’ drop down menu then click on the
‘Companies’ button under the grey Contacts rectangle, then select ‘new item’ and the following screen
will appear.
Now enter the new company name in the ‘Title’ field and click on ‘Save’. The new company name will
now appear in the drop down menu when adding new contacts.
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7. Meetings
This functionality allows you to manage and organize meetings. Information such as dates, meeting type,
title and notes can be stored on the site. This keeps a record of all meetings and allows all users to refer
back to previous discussions.
By clicking on the ‘Title’ of the meeting (e.g. Risk and Analytics Training) the below screen provides
additional information about the meeting including the Agenda, the attachments and any Meeting Packs.
The agenda and attachments can be updated by clicking on the ‘Add new item’ buttons below each
section.
The ‘Meeting Pack’ is a useful function
that takes some or all of the meeting’s
attachments and creates a single PDF
that can be emailed. Before creating the
Meeting Pack it is important to set up the
agenda. When uploading the document,
name each document to which the
agenda item relates. For example, in the
screen to the right the name of the
document starts with the prefix ‘Item 1’as
it relates to the first agenda item.
To create the meeting pack, click on the
‘Create Meeting Pack’ button.
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The below screen allows you to decide which attachments you wish to have included. This can be
selected by using the purple arrows between the two boxes in the diagram below.
Once you have completed your
selection click on the ‘Create’ button
the following screen will appear.
This may take a few minutes once the
screen appears but you can close the
window and the meeting pack will be
created in the background.
Once the meeting back is created the button to the left
will appear stating ‘Meeting Pack Completed’. The
new meeting pack will also appear under the meeting
pack heading on the right of the full page.
Rather than using the ‘Follow up Items’ in this workspace, it is recommended to use the Task
workspace available on the black navigation bar at the top of the page. This allows all tasks to be
managed on a single workspace rather than a variety of workspaces.
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8. My Sites
If you have access to more than one Risk Intelligence Link site you can easily navigate between them
using the ‘My Risk Intelligence Link Sites’ button. You can also access all your Risk Intelligence Link
sites once you have clicked onto the Risk Intelligence Link button in the My App List on the OnePlace
homepage. The list of sites will then appear in a separate tab in your browser as in the below
screenshot.
Users can add a tile to their OnePlace homepage that links to their Risk Intelligence Link sites. This tile
displays the last few documents that have been uploaded to the site. Use the check boxes under “Link
site to tile” to add the Risk Intelligence Link tile to your OnePlace home page. You can add up to five
Risk Intelligence Link tiles.
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If you are within a particular site and wish to navigate to a different site, select ‘My Risk Intelligence
Central Link Sites’ on the black navigation bar. Click on the site’s title which you would like to access.
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9. Using Search
The search function is powerful and can be found on the top of every page. This function will search for
text on the site as well as text inside documents. The search results can be limited to a single site or be
as wide as all of your sites.
The search scope will allow you to determine
what pages you would like to search.
■ To search a site use the search on the top of any page
■ To search all your sites, you can change ‘This Site’ to ‘Everything’ in the drop down menu.
Note: You must enter the search term first and
then choose ‘Everything’ to search additional
sites.
On the ‘Search results’ page you can view each of the search results by moving the cursor next to the
result. This will open a separate window that will provide further information about the search result.
You can filter the results by document type (word, excel etc.), by Author and by the date it was
modified.
It is important to note that once a document is uploaded it may take up to 2 hours for the item to appear
in the search results. The document will however, be accessible in the document library through a
manual navigation immediately.
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10. Knowledge Central
Upon logging in to OnePlace, you will be able to access the Knowledge Central application. You can
access it from the app launcher section of OnePlace (left hand column) or from the Knowledge Central
tile in the middle of the OnePlace home page. If Knowledge Central is not in your app launcher, you
can add it from the ‘App Catalogue’.
Access to Knowledge Central’s library of research and industry specific articles is available at no extra
cost. It provides access to a number of proprietary articles either written by Willis Towers Watson
experts or commissioned by external agencies exclusively for Willis Towers Watson. Sources of
information include Insights, Press, Willis Publications, Willis Towers Watson Wire and Knowledge
Central.
Knowledge Central is a separate application from Risk Intelligence Link; both are available in the App
Catalogue.
If you are already in the ‘Risk Intelligence Link’ application you can navigate to Knowledge Central by
clicking on your browsers tab showing the ‘OnePlace’ logo.
Clicking on an article of interest will launch a separate tab allowing you to navigate between locations
easily. Many articles will share a similar layout such as;
■ A summary of the content
■ Body of the text
■ Authors contact details
■ Ability to start a discussion about the content
■ Related research and articles
■ Related business issues, events, business solutions and links
Key Tips
If you encounter any issues please reach out to your Willis Towers Watson contact or e-mail the support team at [email protected]. Make sure to include the app and site name, and include a description of the steps taken prior to the issue in your inquiry.
The combined file upload size limit is 1 GB per upload.
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The Willis Building 51 Lime Street London EC3M 7DQ Tel: +44 (0)20 3124 6000 Fax: +44 (0)20 3124 8223
