---
Pentana Disclose guide and help
Table of Contents
1.0
Introduction ................................................................................................................................................................... 4
1.1 Introduction ........................................................................................................................................................................ 4
1.2 About Pentana Disclose .................................................................................................................................................. 4
1.3 Support................................................................................................................................................................................ 5
2.0
Getting started ............................................................................................................................................................. 6
2.1 Login .................................................................................................................................................................................... 6
2.2 Open a checklist ............................................................................................................................................................... 7
3.0
Handling client files ..................................................................................................................................................... 9
3.1 Client file ............................................................................................................................................................................. 9
3.2 New client file .................................................................................................................................................................. 10
3.3 Existing client file ............................................................................................................................................................ 11
3.4 Edit a client file ................................................................................................................................................................ 11
3.5 Delete a client file ........................................................................................................................................................... 13
3.6 Save a client file ............................................................................................................................................................... 13
3.7 Refresh client list .............................................................................................................................................................14
3.8 Change folder .................................................................................................................................................................. 15
4.0
Using the checklist ................................................................................................................................................... 16
4.1 Screen layout .................................................................................................................................................................... 16
4.2 Contents ............................................................................................................................................................................ 17
4.3 Navigating to questions ................................................................................................................................................ 18
4.4 Question list .................................................................................................................................................................... 20
4.5 Answer questions ............................................................................................................................................................ 21
4.6 Question types ................................................................................................................................................................ 23
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4.7 Comments ........................................................................................................................................................................ 25
4.8 Additional information ................................................................................................................................................. 26
4.8.1 Additional information ........................................................................................................................................ 26
4.8.2 Help ......................................................................................................................................................................... 27
4.8.3 Sources.................................................................................................................................................................... 27
4.8.4 Links ......................................................................................................................................................................... 28
4.8.5 Why asked .............................................................................................................................................................. 29
4.8.6 Examples................................................................................................................................................................. 30
4.8.7 Local notes ............................................................................................................................................................. 30
5.0
Reviewing the checklist .......................................................................................................................................... 31
5.1 Change login ..................................................................................................................................................................... 31
5.2 Revising questions .......................................................................................................................................................... 31
5.3 Contents icons ................................................................................................................................................................ 32
5.4 Graphical analysis .......................................................................................................................................................... 33
5.5 Checklist information .................................................................................................................................................... 37
5.6 Checklist statistics .......................................................................................................................................................... 38
5.7 Filtering questions ........................................................................................................................................................ 39
5.7.1 Filter ........................................................................................................................................................................... 39
5.7.2 Sources ..................................................................................................................................................................... 40
5.7.3 State .......................................................................................................................................................................... 40
5.8 Reports ............................................................................................................................................................................ 42
5.8.1 Reports...................................................................................................................................................................... 42
5.8.2 Report selection ..................................................................................................................................................... 43
5.8.3 Report preview ....................................................................................................................................................... 45
6.0
Roll forward .............................................................................................................................................................. 46
6.1 Roll forward a client ...................................................................................................................................................... 46
6.2 Roll forward definitions............................................................................................................................................... 48
7.0
Preferences ............................................................................................................................................................... 50
7.1 Options ............................................................................................................................................................................. 50
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7.2 Auto save ......................................................................................................................................................................... 51
7.3 Roll forward .................................................................................................................................................................... 52
7.4 Additional settings ....................................................................................................................................................... 53
7.5 Question display............................................................................................................................................................ 54
7.6 Title and section display.............................................................................................................................................. 55
7.7 Contents display ............................................................................................................................................................ 56
7.8 Comment display .......................................................................................................................................................... 57
7.9 Special questions display ............................................................................................................................................ 58
7.10 Checklist behavior ....................................................................................................................................................... 59
7.11 Additional settings ....................................................................................................................................................... 61
8.0
Checklist management .......................................................................................................................................... 62
8.1 Switch checklist ............................................................................................................................................................... 62
8.2 Close .................................................................................................................................................................................. 62
8.3 Update a checklist .......................................................................................................................................................... 63
8.4 Shortcut ............................................................................................................................................................................ 64
9.0
Reference .................................................................................................................................................................. 67
9.1 Icons ................................................................................................................................................................................... 67
9.2 Glossary ............................................................................................................................................................................ 68
9.2.1 Checklist .................................................................................................................................................................... 68
9.2.2 Problem / Alert Answers ....................................................................................................................................... 68
9.2.3 Comments ................................................................................................................................................................ 68
9.2.4 Tailoring section ..................................................................................................................................................... 68
9.2.5 Detailed sections .................................................................................................................................................... 69
9.3 What’s new in Checker 2 .............................................................................................................................................. 69
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1.0 Introduction
1.1 Introduction
Pentana Disclose
Building automated checklists
Guide and Help
1.2 About Pentana Disclose
Pentana Disclose intelligent questionnaire software provides the user with a simple interface to:
•
Answer questions using tick boxes, dates, numeric and text entries, with automatic tagging of
questions as OK, alert or problem answers;
•
Add comments to answers;
•
Navigate easily between questions and sections, both forwards and backwards, with constantly
updated statistics on unanswered questions, alerts, problems and comments;
•
Tailor the questionnaire interactively to the precise situation, removing unnecessary questions
and sections;
•
Review unanswered
questions and alert
or commented
answers;
•
View the unique graphical presentation of answers interactively by section;
•
Display question help (there is also help on using Checker);
•
Report on questions and answers, with many different views including the graphs.
For information about installing Checker, see the separate installation guide.
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1.3 Support
If you are experiencing difficulty, please check that there is no work around .
In the first instance, contact your local information services support department or your dealer. A screen
shot is always helpful, together with your version (Help, About) and checklist (View, Checklist
Information).
For advice, information, comment or support from Pentana please contact [email protected]
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2.0 Getting started
2.1 Login
When you start Pentana Disclose, you will be asked for your user name. This is attached to all questions
you answer together with the date and used in reports so that an audit trail is available:
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2.2 Open a checklist
Pentana Disclose can only open checklists that exist in the selected checklist directory. Note that Pentana
Disclose will only run if there are one or more checklist files in that directory.
There are 3 ways that a checklist may be opened.
1.
2.
3.
From a shortcut: A short cut icon can be set up to load a specified checklist.
Pentana Disclose will automatically open a checklist if it is the only one in the application
directory. When the checklist is open the select client file screen is shown. From here you
can open, create, edit and delete client files.
From the select checklist file screen: When the application is run and there is more than one
checklist file in the application directory you will be shown the select checklist screen. This screen
allows you to select and open a checklist from those available.
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The Select Checklist Screen displays all available checklists. Highlight the checklist you want to open and
then click on the 'Open Checklist' button. When the checklist is open the select client file screen will be
shown. From here you will be able to open, create, edit and delete client files.
Checklists that have expired are shown in red. If you select a checklist that has expired, you will be
prompted to update the checklist.
N.B. A checklist can be updated by highlighting it and selecting 'File' 'Update'
Title
Version
Expiry Date
Open Checklist
The name of the checklist.
Version number of checklist.
The date when the checklist expires. Once the expiry date is reached you will not
be able to use the checklist until it has been updated.
Takes you to the select client file screen, from where you can access your client
files.
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3.0 Handling client files
3.1 Client file
This screen is displayed after opening a checklist or closing the main question section
3.1 Client file
The Select client file screen allows you to create, open, edit and delete client files.
Buttons
New Client
Open Client
Edit Client
Save As
Delete Client
Refresh List
Change Folder
Switch Checklist
Creates a new client file for the current checklist.
Opens the currently selected client file. When a Client file has been opened you
are taken to the main questions screen. From there you will be able to answer
questions.
Displays a panel displaying the client file properties (see creating a client file). Use
this option to amend the details of the client file.
Saves a copy of the client file with a different file name.
Permanently deletes the currently selected Client file.
Searches the currently selected folder for client files.
Any client file shown that does not exist in the currently selected folder will be
removed, and new ones will be added.
Allows you select another folder to store client files.
Takes you to the select checklist screen from where you can open any available
Checklists.
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Hint:
Hint:
Hint:
Client files (answer files) shown in red are from a previous version of Checker (v1).
If you open one of these, it will automatically be copied to a backup and
converted to the latest version of Checker.
If you have a long list of client files, typing the first letter of a file will take you to
the first occurrence in the list of client files of that first letter. If there are no files
in the list starting with that letter, the current client file will remain selected.
If you cannot see your old answer files, try changing folder to navigate to the
directory in which they are normally stored.
3.2 New client file
To create a new client file, click on the 'New Client’ button (Select client file). This will display the client
file properties needed for a client file.
Client Name (required)
File Reference (optional)
Period End (optional)
Status (automatic)
This is a descriptive name and is used to allow you to identify the client
file e.g. company name. You can enter up to eighty characters.
This can be up to ten characters long.
The period covered by the client file. Use the built in calendar to select a
date. Alternatively enter the date DD Month YYYY i.e. 11 May 2002.
This option allows users to see easily whether the answer file is Not
Started, In Progress or Completed. Status is always set to Not Started for a
new client file.
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File Name (automatic)
Pentana Disclose uses the client name and period end date to create the
filename, but it can be amended or entered if required
When you have completed the required details click on the 'Update' button to create the client file, or on
'Cancel' to abandon changes.
3.3 Existing client file
To open an existing client file highlight the Client File you want to open and either double click
on it or click on the 'Open Client’ button.
3.4 Edit a client file
Client file details can be edited at the select client file screen.
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To edit Client file details click on the 'Edit Client' button. This will display the client file properties. Amend
the details of the client file and click on 'Update' to save the changes or 'Cancel' to continue without
saving.
3.5 Delete a client file
Client files can be deleted at the select client screen.
Highlight the client file you want to delete and then click on the 'Delete Client' button. Note that this will
permanently erase your answer file and you will not be able to recover it.
Save As can be used to create a copy of a client file.
3.6 Save a client file
When answering questions from the main question screen you can save work in one of three ways.
1.
Click on the save icon
on the toolbar (or 'File' 'Save' from the main menu). This will save all
changes made to the client file.
2.
Select 'File' 'Save As' from the main menu. This allows you to save the client file as a new file.
3.
Set the auto save option to automatically save your changes to the client file at a set interval.
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3.7 Refresh client list
To refresh the list of client files available on the select client file screen, click on the ‘Refresh List’ button.
The refresh list option updates your screen to reflect any changes (i.e. additions or deletions) made since
you last opened Pentana Disclose or refreshed the list.
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3.8 Change folder
This screen is accessed from the select client file screen by clicking on the change folder button.
Navigate to and highlight the folder you require and click on 'OK' to change folders or on 'cancel' to
continue without making changes.
You will be asked if you want to make the new folder your permanent default (on this computer for your
login). If you answer No, the folder will be selected, but when you close and re-open Checker, the
previous folder will still be the default.
Note: The default folder used to store client files is initially the folder that was specified when
Pentana Disclose was installed.
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4.0 Using the checklist
4.1 Screen layout
This screen is shown when a client file has been loaded.
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It consists of the following parts:
•
Tool Bar – Contains short cut icons to menu options.
•
Contents Items – Displays a hierarchical list of the checklist contents items.
•
Question list – Displays all the questions and additional information a checklist may have.
•
Tool tips – Extra information displayed on the tool bar (grey bar shown at bottom of screen)
4.2 Contents
The contents pane appears on the left of the screen. It is toggled on and off either from the menu 'View',
'Contents list' or using the contents list icon
.
The contents list displays the hierarchical structure of the checklist. Available sections of the checklist are
shown in black, those which are not available are shown in grey. The section currently being viewed is
shown in red. When you begin, none of the sections are available, but once you have answered all the
tailoring questions, the other sections become available. Some sections may be entirely removed by the
tailoring process - these will remain in grey.
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4.3 Navigating to questions
The principal way to navigate through the checklist is sequentially starting from the first question.
Questions become active when you move to or click on the question.
Moving forward
For most response types the Return (Enter) or Tab or down arrow keys will move on to the next question.
If the Return key does not move you on, then it is likely you are typing a comment (Return gives a new
line in the comment) or the response type, such as Text uses the Return differently (in this case Shift
Return inserts a new line).
You can also move forward by clicking on the next question or using the next question icon
Moving back
You can move backwards in the checklist by clicking on the previous question or using the previous
question icon
or by using the up arrow key or holding down the Ctrl key and pressing the Return key.
Special moves
Clicking on an item in the contents will move you to that item. In some checklists, you will not be allowed
to move to any contents item in the detailed sections until all tailoring questions are answered. Other
reasons for lack of movement are: You may be trying to click on the very first contents item - try clicking
on the first sub-section; You may be trying to click on a greyed out section; You may have the question
state filter set to, for example, unanswered.
You can move the slider bar at the side of the questions, and click on the question you wish to move to.
You will not be able to see questions outside the current section (unless you select the very first contents
item), so click on a section in the contents first to go to that section.
You can use the other movement icons to:
go to the first question
go to the last question
go to the first unanswered question
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find a particular piece of text
NB if you have selected the single question interface some of these options will not be available to you.
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4.4 Question list
The Question list consists of two sections: Questions and Responses.
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In most Pentana Disclose checklists you must answer a series of tailoring questions before you can
complete the rest of the checklist. The answers you give to these questions tailor the checklist to your
particular circumstances and eliminate irrelevant questions (often complete sections) from the detailed
checklist.
The default colour of question text is black. All unanswered questions have a Question mark icon
displayed next to them in the Responses column.
Questions that are tailored out are displayed in grey. Note that these questions are only shown if
the question list state filter is set to 'Full Untailored'.
Some questions do not require a response. They are for information only. By default these are shown in
blue but the colour can be redefined in the options. Information items are also recognisable by the icon
displayed next to them in the Responses Column.
The currently selected question has a box around it and also has a blue bar behind the question
title. In the example above, the question has two possible answers that can be selected.
4.5 Answer questions
•
•
Questions can only be answered at the main question screen.
Unanswered questions have a blue question mark
in the response column.
•
Information items are displayed in blue and have an
icon in the response column.
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To start answering a questionnaire, click on a question. When you select a question a blue (default colour)
box will surround it.
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You can answer most questions by clicking on the button or typing the first letter of the answer. Where
one of the answers is N/A, there is a special feature which allows you to select N/A by typing X (to leave N
available for answering No).
When a question has been answered, the answer or answers will be displayed in the blue bar of the
response column.
The red cross to the right of the response allows you to unanswer the question. You can also
use the unanswer icon
on the toolbar. Unanswering a question will remove any answers entered
and set the state of the question to unanswered. A blue question mark will be shown instead of the red
cross.
4.6 Question types
There are five types of questions that require a response:
•
Text
A text type question requires you to type your answer into an answer box.
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• Date
A date question requires you to select a date from a calendar or to type it in DD Month YYYY format e.g.
25 May 2002.
• Number
A numeric question will ask you to enter a number only.
• Tick one
A tick one question requires you to select one answer from a list. Each answer has a round selection
button against it. Click on the answer required. Alternatively you can answer the question by typing the
first character of the answer. If there is more than one answer with the same initial character, repeated
pressing of the character will scroll through the answers.
• Tick many
A tick many question requires you to select one or more answers from a list. Each Answer has a square
selection button against it. Click on those answers that are applicable.
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Once you have entered your answer press the enter key to move on to the next available question.
Some question answers may have additional flags against them on the left which indicate exceptions:
Problem Alert
Login
4.7 Comments
Comments are items of text that can be added against any question. These can be notes about why a
question was answered the way it was or a reminder to investigate a matter relating to the question. To
add a comment to a question or to view the panel, navigate to the required question, select 'View,
Comments' from the menus, or set the option to have comments displayed.
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Once a comment has been added the comments icon
has a comment attached.
will appear against the question to signify that is
Items in the comments panel can be copied and pasted into text based applications. Text can also be
pasted into the comments panel from the clipboard. Highlight the text you wish to copy and right click to
display a pop up menu. Select 'copy' from the menu. Text can be pasted in from the clipboard by
accessing 'paste' from the right click menu.
4.8 Additional information
4.8.1 Additional information
This panel contains extra information for the current question. It contains six tabs Help, Sources, Links,
Why Asked, Examples and Local Notes.
To view the additional information panel, click on the additional information
'View' 'Additional Information' from the main menu.
on the toolbar or select
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4.8.2 Help
The help tab displays items of help for the current question. This help is included by the checklist author
as an aid to answering the question.
The text shown in the help tab can be copied and pasted into other text based applications. Highlight the
text you wish to copy and right click to display a pop up menu. Select copy from the menu. The text is
copied on to the clipboard.
Hint: If you want help with Pentana Disclose (as opposed to questions in the checklist), there are extensive
help facilities which can be accessed by selecting 'Help' 'Contents' to access the Pentana Disclose software
help file. This contains information on the Pentana Disclose features. Help information is context sensitive
and can be obtained by pressing <F1> on most screens.
Question help is available by selecting the 'View', 'Additional information' menu items and selecting the
'Help' tab. This question help relates to the question currently highlighted. This help text is provided by
the checklist author.
4.8.3 Sources
Sources are the legislation, or organisational rules and regulations, or standard, or other primary
information relevant to the current question. The sources tab displays a list of the source material.
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Each source has two parts:
•
Source - Name of the source document (e.g. Companies Act)
•
Description – for example, paragraph numbers, section headers.
For example, typical sources in an accounts disclosure checklist might include Companies Act 85, FRSSE
and FRS's. The sources filter can be used to restrict the questions displayed on screen or printed in
reports.
4.8.4 Links
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A question link is a link to a file or document that may help in answering the question. The document
could be a word document for example or a web site page. The tab displays a list of all the links that a
question may have.
Each link has three parts.
•
Application Icon
•
•
- The icon of the application that the link relates to. For example a link to a
word document will have an icon that looks like:
If the file for the link does not exist then the
icon will be
:
Section – The actual name of the link.
Description - This will be a short textual description of the link.
Double click on the link for it to be opened
4.8.5 Why asked
The text on this tab lists reasons (tailoring assumptions) why the current question is being asked.
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The items shown are read only and cannot be copied onto the clipboard.
4.8.6 Examples
These are additional items, as defined by the author, to clarify the question or help text. They could be
accounts formats, or an example wording for a particular disclosure requirement etc
4.8.7 Local notes
Local notes are text items provided by your organisation, to supplement the question and help text
provided by the author.
Local notes are additional information items to supplement the question text and help supplied by the
author. The text will have been entered by someone in your organisation. Local notes could be your
organisation's own interpretation of a disclosure requirement, an extract from an internal manual or
suggested tests etc. The text displayed is read only.
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5.0 Reviewing the checklist
5.1 Change login
When another person is answering questions or reviewing a checklist, the changes made can be recorded
correctly with their name using the 'edit, change login'. This command is only available when the answer
file is closed ('file, close').
5.2 Revising questions
To revise the answers to questions, navigate to the questions you want to re-answer and either enter the
correct answer or click on the red cross
to unanswer the question.
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When you change the answer to a tailoring question, note that other questions may become unanswered'.
Your answer to a tailoring question may determine the relevance of other tailoring questions as well as
the detailed checklist questions.
For example, if you answered 'No' to a question 'Are there any fixed assets?' and you now change that
answer to 'Yes'. Any subsidiary questions relating to fixed assets such as 'Have there been any
evaluation's to fixed assets during the period?' will now become relevant and need to be answered.
A quick way to look for unanswered questions is to set the questions state filter to unanswered
questions only. You can also use the contents list display to see where unanswered questions exist.
5.3 Contents icons
The contents list can display values or icons showing the status of questions in the sections:
Unanswered
Problem
Alert
Comment
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In the example above, section 13 contains 23 unanswered questions, 3 of which are flagged as problem, 2
as alert, and 6 with comments. Section 12 contains 13 unanswered questions. If the section is expanded,
then you can see which subsection contains the unanswered questions as below:
If you have icons, rather than values, displayed, you can hover over an icon to display the value:
5.4 Graphical analysis
The graphical analysis function and associated reports analyse the responses (answers) and present the
analysis in the form of graphs or tables.
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To display the response set analysis, click the bar chart button
or select the menu option 'View',
'Graphical analysis'. This will display bar charts of all the answer sets:
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Note that the contents item selected for this graph is the whole checklist (the first contents item,
Information Security Checklist, is highlighted in red). To look at the responses for a different section,
simply click on the contents item for that section. This graph is of the answer sets.
To examine all answers (i.e. not grouped into answer sets), click the toggle view button
or select the
menu option 'View', 'Show response analysis...'. Note that the section being examined this time (in red) is
9 Access control.
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To move back to response set analysis, either use the toggle button again
‘View’, Show response set analysis’.
or use the menu option
5.5 Checklist information
The checklist information pane is displayed using the menu option 'View', 'Checklist information...' or the
checklist information button.
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5.6 Checklist statistics
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The checklist information pane is displayed using the menu option 'View', 'Checklist information' or the
checklist information button.
5.7 Filtering questions
5.7.1 Filter
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You can filter the questions in different ways depending on your objectives.
•
•
•
•
If you are tailoring the checklist or are completing the detailed questions section then use the 'All
applicable questions' filter.
While completing the checklist you may have left some answers blank, because you didn't have
enough information to answer them. The 'unanswered' filter will show only those questions that
are unanswered.
If you are reviewing the checklist, then you may wish to use the 'unanswered', 'problem answers'
and 'exceptions and comments' filters.
If you want to see questions grouped by where they came from, you can select from the sources
filters.
5.7.2 Sources
To filter the questions by a selected source, expand the source list in the tool bar to see all the sources
used by questions.
Select the source you wish to filter by.
5.7.3 State
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To filter the questions by the state filter expand the state list and select one of the following states:
 Full Untailored - All questions (i.e. including those not tailored out via the tailoring
process). Although you will be able to see all questions in the detail sections of the
checklists, you will only be able to navigate in those sections using the slider bar until all
applicable tailoring questions have been answered.
 All applicable questions - All relevant questions (i.e. all those that are not tailored out
via the tailoring process). This is the default setting.
 Unanswered questions - All questions for which an answer is required but no answer has
been recorded.
 Problem answers only - Questions whose answers indicate the possibility of a problem
answer (as determined by the checklist logic) only.
 Alert Answers - All Questions that have alert answer.
 Comments only - Questions with comments attached.
 Exceptions and Comments - All Unanswered questions or questions that have problem
answers, alert answers or comments attached.
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5.8 Reports
5.8.1 Reports
Pentana Disclose allows you to create a report containing any or all of the checklist tailoring or
detailed questions at any time. There are six types of reports:
Checklist report
The 'Checklist report' provides a print of questions and answers in the checklist according to the
criteria selected. It can also include additional information fields.
Example text report
The 'Example text report' prints the example text for all applicable questions.
Response analysis reports
•
The 'Response set analysis report' provides a graphical analysis of answers that are in an answer
set by answer set.
•
The 'Response analysis report' provides a graphical analysis of all answers, whether in answer sets
or not. Note that these reports can be produced for any section. If you want the graph for the
whole checklist, select the top level contents item in 'Report scope', otherwise select the subsection that you want. Note also that you can view these reports interactively using the graphical
analysis function.
•
The 'Response summary report' provides tabulated answers by section.
Tailoring Assumptions report
The 'Tailoring assumptions report' provides the reviewer with a summary report listing the assumptions
used in order to restrict the checklist questions applicable to this assignment. This is critically important
since it helps the reviewer to identify where relevant questions may have been tailored out, as well as
irrelevant questions that may have been answered.
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5.8.2 Report selection
This screen is accessed by the 'File' 'Reports' or from the reports icon
various reports that can be viewed on screen or printed.
•
. It allows you to produce
Report Type – Allows you to select the type of report to create. There are six types of reports:
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The checklist, example and tailoring reports are textual. The response analysis reports are bar charts. The
response summary report tabulates the answers by the section.
•
Report Filters – For checklist reports only. Allows the reports to be filtered according to the
checklist state filters.
•
Report Scope – Allows reports to be filtered by content items. Use the drop down menu to select
the Contents item. Any contents items that are tailored out will be greyed out and you will not be
able to select them.
•
Also Include – you can choose whether to include extra information (not applicable to response
reports). Note that adding in additional options can significantly increase the size of the report. It
is a good idea to review the report on screen to check that you have selected the required options
and that they have the effect you are expecting, including the number of pages generated.
Source References –includes the sources referenced by each question.
Help Text – includes help text for each question.
Local Notes – Includes any local notes. This option greyed out if the checklist doesn't have any
local notes.
Example Text –Any example text will be shown in the report.
Why Asked Information – lists the tailoring assumptions made, if any, in order to reach that
question.
Additional Options – There are two extra options a Checklist report can have.
•
•
•
•
•
•
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•
•
•
•
•
•
Suppress Statistics from Report – If ticked then the statistics panel shown on the first page of the
report will not be shown.
Suppress Unanswered from Report – If ticked then questions that have not been answered will
have the 'unanswered' flag in the answer column suppressed. The report can then be used for
manual completion.
Print –Generates and sends the report to the printer.
Preview – Displays the report on screen.
Print Setup – Allows you to alter the printer setup.
Cancel – Returns you to Pentana Disclose.
5.8.3 Report preview
The preview screen has the following options:
Print – sends the report to the printer. You can select the range of pages and number of
copies. If you wish to send to a different printer, you will need to exist this screen and use
the print setup option.
Export – exports the report to various digital formats such as RTF, Word and PDF
Magnify – View the report at different levels of magnification
First page – Displays the first page Previous page – Displays the previous page
Previous page – Displays the previous page
New page – Displays the next
Last page – Displays the last page
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6.0 Roll forward
6.1 Roll forward a client
You may want to roll forward your data from one year to the next, so as to save set-up effort in future
years. Roll-forward creates a new file based on the currently selected file; existing answers and comments
will be retained/erased depending on the options selected.
Whether it is appropriate to do this at all, and what data to roll forward if you do, may depend on the
checklist you are using and your organisation's approach to updating files from one year to the next.
There may be a stated policy on roll-forward of Pentana Disclose checklist data in your organisation.
Familiarise yourself with that policy before proceeding further.
To roll forward your client file you must either be at the select client file screen or at the main questions
screen. If you are at the select client file screen ensure that you have highlighted the file first. From either
location select 'File' 'Roll Forward' from the main menu.
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You will be shown the roll forward screen. For further details of the items on the screen see: Roll forward
definitions.
To roll forward:
•
Edit the client name, if required. This name is used as part of the filename created by the roll
forward.
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•
•
•
•
•
•
•
The new period end date will be automatically filled in a year forward from the prior period end. If
necessary, select a new period end date for the client file (once this has been selected the file
name will be updated using the client name and new period end date).
Edit the client reference, if required.
Select the status from the list.
The file name will be generated automatically. Edit the file name if desired.
Select one of the options from the 'Erase Which Answers' section. When the client file is
rolled forward this decides which answers will be kept/deleted when the file is duplicated.
Select whether comments for the deleted answers will be kept after rolling forward.
Select whether the user initials will be retained after rolling forward.
Once you are satisfied with the roll-forward settings you have chosen, click 'OK'. The new file will be
created and saved to the default folder. When you open the rolled forward client file, questions where
answers have been rolled forward from a previous year will be shown in green (default). Once a question
has been selected in the rolled forward file, they return to black (default).
You can customise the default values for roll forward by selecting 'Tools', 'Options' from the menus and
choosing the 'Roll forward' tab.
6.2 Roll forward definitions
Client details
Client Name
Client Reference
New Period End
Status
New File Name
The name of the new Client file to be created when roll-forward occurs.
The Client reference of the new client file to be created.
The Period end date of the new client file to be created.
Set the status of the new Client file to be created. Settings are: Not Started, In
progress, and Completed.
The default new file name is the combination of the client name and the New
Period End. The default path is equal to the folder used by Pentana Disclose to
save and load answer files. Clicking on the
button can also set the filename
and path.
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Erase which answers
All (Tailoring & Detailed) All answers will be deleted when a roll forward is made.
Tailoring Answers
All answers in the tailoring section will be deleted when a Roll forward
is made, but answers to the detailed questions will be kept.
Detailed Answers
All answers in the detailed section will be deleted when a Roll forward
is made, but answers to the tailoring questions will be kept.
No Answers Deleted
Keeps all answers
For erased answers Keep
User Name
If selected then the user name forward will be kept.
Comments
If selected then the comments forward will be kept.
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7.0 Preferences
7.1 Options
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This screen is shown by selecting the 'Tools' 'Options' from the main menu and is used to alter various
settings of Pentana Disclose. This screen contains an area on the left with a tree view diagram of the
setting groups. On the right the settings for the current group are displayed.
The buttons are:
•
Restore factory defaults – Resets all the settings back to their default value.
•
Ok – Accepts any changes made.
•
Cancel – No changes made are kept.
7.2 Auto save
Enable Auto Save – If ticked then Pentana Disclose will automatically save any changes made at set
intervals.
Auto Save Duration – The length of the interval between Auto saves.
Save your answers frequently (e.g. every 5 minutes) to safeguard against loss through problems such as
power failure. If auto save is not enabled, any changes will only be saved when the client file is closed or
saved manually through 'File, Save'.
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7.3 Roll forward
This option allows the user to set which answers are to be erased and which details are to be kept at roll
forward.
•
•
•
•
•
•
Erase All – All answers will be deleted when a roll forward is made.
Erase Tailoring Section – All answers in the tailoring section forward is made.
Erase Detailed Section – All answers in the detailed section will be deleted when a Roll will be
deleted when a roll forward is made.
Erase None – No answers will be deleted when a roll forward is made. (these options may be
forced to re-set to a system default)
Keep User Initials – If ticked then the user name for answers not being deleted in the Roll for
answers not being deleted in the roll forward will be kept.
Keep Comments - If ticked then the comments for answers not being deleted in the roll forward
will be kept.
(these options may be changed, but will re-set to the default)
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7.4 Additional settings
Show Hintlines – If ticked then Hintlines will be displayed. Hintlines are displayed in the bottom left hand
corner of the screen and display various pieces of information.
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7.5 Question display
This setting group sets the fonts and colour of questions in the main question screen.
•
•
•
•
•
•
•
Questionnaire back colour – Sets the background colour of the questionnaire.
Header font – Sets the font of question headings.
Header fore colour – Sets the colour of the question heading text (except for the current
question).
Body font – Sets the font of question body text.
Body fore colour – Sets the question body text colour.
Selected Fore Colour – The colour of the selected question title text.
Selected Back Colour – The background colour of the selected question title.
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7.6 Title and section display
This setting group allows you to select the fonts and colours of Title bars and sections. File section
•
Sections Font – Sets the font of the text used to display any section headings which appear on the
main question screen.
•
Section Font Colour – Sets colour of the text used to display any section headings shown on the
main question screen.
•
Title Bar Font – Sets the font of the text used on the title bar.
•
Title Bar Back Colour – Sets the colour of the title bar.
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7.7 Contents display
This group setting allows you to set the fonts and colours of content items in the content list.
•
•
•
•
Contents Font – Set the font used to display the contents items.
Contents Fore Colour – Sets the colour of the text used to display the content items.
Selected Item Fore Colour – Sets the colour of the select contents item.
Selected Item Back Colour – Sets the background colour of the selected contents item.
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7.8 Comment display
This group setting allows you to set the fonts and colours used on the comments panel and on
the additional information panel.
•
•
•
•
•
Comments Font – This sets the font used in the comments panel.
Comments Fore Colour – Sets the colour of the font used in the comments panel.
Comments Back Colour – Sets the background colour of the comments panel.
Additional Information Font – Sets the font used in tabs of the additional information panel.
Additional Information Fore Colour – Sets the colour of the font used in the tabs of the additional
information panel.
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•
Additional Information Back Colour – Sets the background colour of the tabs shown on the
additional information panel.
7.9 Special questions display
This group setting allows you to edit the colour of the three special questions that can be shown:
Information, Overlay and Roll Forward.
•
•
•
Information Colour – Sets the colour of all Information type special questions.
Overlay Colour – Sets the colour of all overlay type special questions.
Roll Forward Colour – Sets the colour of all Roll forward special questions.
Information screens - default blue text. These questions do not require any response; they have been
included to provide additional information when required - for example, the first screen in most checklists
will provide some information about the objectives of the checklist and what it covers.
Overlays - default mauve text. To improve the presentation of multi-part questions, the parent question is
shown in mauve (and cannot be answered), with each individual, answerable part appearing immediately
afterwards.
Roll forward - default green text. Questions which have been rolled forward from an existing answer file
re shown, initially, in green. Once they have become active in the current file, the colour changes to black.
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7.10 Checklist behavior
•
•
•
Use Single Question Interface – The default interface for Pentana Disclose is to display multiple
questions on the screen and to move questions up the screen as the checklist is completed. An
optional interface is available, both for compatibility with Pentana Disclose v1 and for users who
prefer it, which only displays one question at a time.
Show Comments When Problem – If ticked then when an answer is selected that is indicated as
being a problem answer the comments panel will be shown (this option may be forced, in which
case it will be greyed out).
Keep Current Question at Top – When navigating through questions using the return or arrow
keys, questions* will always appear at the top of the question window.
Note that this option has no effect when navigating using the mouse.
* For overlay questions, the parent will stay at the top and the children will be added underneath
(this may cause scrolling for small screen sizes or overlay questions with many parts). When the
overlay question is complete, the next question will appear at the top of the screen again.
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•
•
•
•
Show Comments when Comments exist – If ticked then when a question is selected that has a
comment the comments panel will be shown.
Show/Hide Help automatically – If ticked then when a question is selected that has help the
help panel will be shown.
Show/Hide Local Notes automatically – If ticked then when a question is selected that has local
notes the local notes panel will be shown.
Hide Comments if not an exception – If ticked then when a question is selected that has no
comment the comments panel will be hidden.
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7.11 Additional settings
This group setting allows you to manage Start up and Display settings.
Startup settings
•
Jump to last opened question – If ticked then the last question selected when the application
was previously used will be displayed.
•
Show Comments panel –If ticked then when Pentana Disclose is run the comments panel will
be shown as default.
•
Show Additional Info Panel – If ticked then when Pentana Disclose is run the additional
information panel will be shown as default.
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Display settings
•
Show Contents – If ticked then the Contents List will be shown.
•
Show Nothing – If selected then there will be no additional information shown in the contents list.
•
Show Values – If selected then there will be extra information against each contents list item
showing how many unanswered questions, problem answers, alert answers and comments exist.
•
Show Icons - If selected then there will be extra information against each contents list item
showing icons if unanswered questions, problem answers, alert answers and comments exist. If
you hover over an icon, it will display the number of items in that category.
8.0 Checklist management
8.1 Switch checklist
Once a checklist has been opened it is possible to open another checklist providing there is more than
one checklist in the application folder and switching is allowed.
If you are at the select client file screen then click on the 'switch checklist' button to be returned to the
select checklist screen.
To switch checklists from the main question screen save your changes and then select 'File' 'Close' from
the main menu. You will be shown the select client file screen. Click on the 'switch checklist' button to be
taken to the select checklist screen.
8.2 Close
There are two ways to close Pentana Disclose. The first way is to click on the close button
the top right hand corner of the application.
that is on
The second method is to select 'File' 'Exit' from the main menu.
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8.3 Update a checklist
Each checklist has an expiry date to prevent out of date checklists from being used. How often a checklist
needs to be updated depends upon the environment in which it is used, for example, accounts disclosure
checklists should be updated 3 or 4 times a year, while computer security checklists might be updated
annually.
When the expiry date is reached the checklist will have to be updated either manually or from your
internal network before it can be used again. A checklist can also be updated before the expiry
date has been reached (the expiry date of a checklist is shown in view checklist and when opening a
checklist).
A checklist can be updated, at any time, from the select checklist screen or the select client file screen by
selecting 'File' 'Update' from the main menu. Pentana Disclose will try to access a site where checklist files
are stored. Ensure that your machine is connected to a network that can access these checklist files (your
organisation may not have set up automatic updates (for information on how this is done, see the
separate installation guide), in which case you will need to contact your support department or dealer).
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Click on 'Yes' to let Pentana Disclose search for a later version of the checklist file you are using or 'No' to
return you to the previous screen. If Pentana Disclose finds a more recent checklist you may be prompted
for an installation key. Contact your dealer for an installation key if you do not have one.
Enter the key and press 'Ok' to install the new checklist or 'Cancel' to return to the automatic update
screen.
8.4 Shortcut
To create a Short cut icon for Pentana Disclose that will automatically load a checklist with or with out a
client file, you must find the folder where Pentana Disclose is installed. There should be a file called
chkrun2.exe.
Right click on the file and select Create Short Cut from the pop up menu. This will create an icon called
Shortcut to chkrun2.exe. Right click on this file and select Properties from the right click menu.
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Target – Specifies the path of the Pentana Disclose executable file along with the (optional) name of a
checklist and a (optional) path of a client file. If there is only a checklist path specified then when the
short cut is run you will be shown the select client file screen. If the checklist name and client file path is
specified or just the client file path you will be shown the main question screen when the short cut is run.
The structure of the target is:
<Path of Pentana Disclose.exe file> <Checklist Name.pcq> <path of Client File.ans>
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The checklist name parameter and client file path parameters are optional with each one being separated
by a space. The checklist file and client file parameters must be in quotes. An example of a target path is:
"c:\Pentana Disclose\chkrun2.exe" "Trust.pcq" "c:\Pentana Disclose\data\John Smith
Trust_05_11_2002.ans"
The effect of this target would be to:
•
•
Set the checklist that will be opened when the application starts to be 'Trust'. If the checklist has
expired you will be prompted to update the checklist.
Open the client file 'John Smith Trust_05_11_2002.ans' if it exists, or ask if the client file should be
created.
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9.0 Reference
9.1 Icons
This appendix lists the icons available at various points in Pentana Disclose and the functions which each
icon performs:
Navigate to the first available question in the selected contents item
Navigate to the last available question in the selected contents item
Navigate to the next available question in the selected contents item
Navigate to the previous available question in the selected contents item
Navigate to the first unanswered question in the selected contents item
Unanswer the current question
Hide / show the contents pane
Hide/show the comments pane
Hide/show the additional information pane
Show response analysis bar charts
Toggle between response set analysis and response analysis
Display the reports selection dialogue
Display the checklist information dialogue
Find text within the currently loaded checklist
Copy the current question to the clipboard
Saves the currently opened answer file
Cuts the selected text to the clipboard
Copies the selected text to the clipboard
Pastes the selected text from the clipboard to the location of the cursor
Displays the help contents
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9.2 Glossary
9.2.1 Checklist
Pentana Disclose is a software tool designed to automate any structured questionnaire. The application
comprises:
•
•
the Pentana Disclose software
a checklist
The software interprets the checklist logic and allows you to navigate through the checklist, respond to
questions, view the help text, add comments, filter the questions, generate reports etc.
The checklist includes the question and help text, the allowable responses and the question logic.
9.2.2 Problem / Alert Answers
Problem answers are those answers which indicate the possibility of a 'problem' as defined by the
checklist logic. For example, in an accounts disclosure checklist, a 'No' answer (meaning that a relevant
disclosure has not been made) is flagged as a problem.
Alert answers are those answers which the author has decided do not constitute a 'problem' but which
need to be separately identifiable.
9.2.3 Comments
Comments can be added to any question (tailoring or detailed) at any time. These can be used to justify
the answers you have given, to provide additional information, to note down additional work required, to
make review notes etc
9.2.4 Tailoring section
Most Pentana Disclose checklists require you to complete a series of Tailoring Questions before you can
move on to the detailed questions. The answers you give to these questions tailor the checklist to your
particular circumstances and eliminate irrelevant questions from the detailed checklist.
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9.2.5 Detailed sections
The detailed questions make up the bulk of the checklist. For an accounts disclosure checklist, the detailed
questions are the individual disclosure requirements. They have been divided up into logical groupings
within each of the sections of the checklist. The tailoring process eliminates irrelevant questions, only
those that are relevant remain to be answered.
9.3 What’s new in Checker 2
In version 2.4 checklist behaviour settings have been added to control display of additional information
and Checker now makes a backup of a v1 answer file before converting.
Pentana Disclose 2 is the new version of the popular Pentana Disclose software. Whilst Pentana Disclose 2
retains much of the original Pentana Disclose functionality, it also includes many enhancements. These
are outlined below.
Multiple questions
Users are no longer restricted to viewing one question at a time. Pentana Disclose 2 allows multiple
questions to be visible at once so that the user can see how previous questions have been answered, as
well as being able to see what the subsequent questions are. There is still a single question view for those
who prefer to view one question at a time.
Additional response types
Pentana Disclose 2 has six response types, allowing for more flexibility in checklist design and
presentation.
•
No response - used for information screens. The user can view the question but is not required to
enter a response.
•
Text - gives the checklist flexibility by allowing users to add free-form text. For example, a list of
branches visited or details of work carried out etc.
•
Date - the user can be asked to supply details such as period end date, stock take date, when
computer systems were installed etc.
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•
Number - allows the user to enter exact numbers rather than being restricted to selecting from a
preset range.
•
Tick one - the standard checker v1 answer type - asks the user to select one option from a list.
•
Tick many - tick many type questions can cut down the number of tailoring questions required by
combining several similar questions into one.
Visual aids to reviewing checklists
Users have the option to set up visual prompts in the contents tree. Users can see at a glance which
sections contain comments, problems etc. or can choose to have this displayed as statistics.
The indicators help you trace:
Unanswered questions
Questions with problem answers
Questions with alert answers
Questions with comments
There are also graphical displays and reports of answers. Users can see bar charts section by section or for
the whole checklist.
Examples
As well as having help text attached to questions where relevant, Pentana Disclose 2 also allows example
text to be attached to questions. This is text which is additional to the help text, and may be example
wording for a report, accounts layout etc.
Links
A link connects Pentana Disclose 2 to a file or document that may provide reference material etc in
answering a question. The document could be a word document, database, web page etc. These links can
be set up either remotely by the author for general use, or locally for more specific usage.
Use of colours in questions
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Different types of question can be displayed in different colours, making it easier for the user to
distinguish between information type questions, multi-part questions, and questions rolled forward from
previous years.
User defined fonts
Users can customise the fonts/colours used in question text, comments etc.
Enhanced reporting
Pentana Disclose 2 makes reporting easier by allowing users to select the relevant report sections and
filters from within the reports set up box.
Compatibility with v1
Pentana Disclose 1 answer files can be used in Pentana Disclose 2. Similarly v1 checklists can be converted
to v2. (If changes are made to the checklist using the new question and response types, it may be
necessary to re-answer some of the questions once the answer file has been updated).
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