How-To...¶

This page holds all how-to items.

Use the search tool, table of contents (right) or Ctrl-F in your browser.

Active Steward Dashboard¶

Dashboard shows major area and the last few items you visited or worked on helping to navigate around the system
Click on the item or the "view all" Example - Products
List of all the products is displayed

Tip

To return to the Dashboard from anywhere in AS click on the Dashboard Chevron
Click "View all 55 constituents"
Click "Dashboard"

Dashboard Calendar¶

View upcoming activities - personal or group view
Adding a calendar entry Select the start and end date Add a description Type name of the items and submit

User Management¶

Click "List All Users"
👆Select user
👆Edit Make your changes 👆SAVE

Change partition¶

The partition you are working in is displayed next to your company logo in the top left of the browser window. To navigate to a different Partition:

Hover over the partition name to show a drop-down menu of the available partitions.
Select the desired partition from the drop-down menu.
The page will reload displaying the selected partition name in the top left of the window.

Search and find everywhere¶

Navigate to the search box at top-centre of any page.
Enter your search term and select “Search”.
Your search results are displayed on a separate browser tab.

Administration¶

Add a new user¶

Hover over the cogs in the top-right of your screen.
Hover over “Users” in the drop-down.
Select “Add New User”.
This takes you to a form to complete to add the user.

You can view all users in the system by selecting “List All Users” instead of “Add New User”. Note: Some users may not have permission to add new users.

Set up notifications¶

Click the notifications button in the top-right of your screen.
Select "Preferences" and then "Advanced".
This opens "Notification Preferences" where you can customise the notifications you receive for the partition.

Support¶

Get help¶

Navigate to question mark symbol in the top right-hand corner of your screen.
This opens the Active Steward Help page.

Send feedback or report a bug/issue¶

Navigate to the “Feedback” button which is in the bottom right hand corner of every Active Steward™ window.
This opens an email message to our support team – support@activesteward.com.

Products and Constituents¶

Manually add a constituent¶

Navigate to the homepage and select “Add new” in the Constituents box or select “Add New Constituent” from the “Constituent” drop-down menu.
Fill in the name of your Constituent and select the Type.
If you enter a CAS number, EC number, EC name or TSCA Name, a list of available suggestions will be shown. Click on the correct suggestion and the fields will automatically populate.
Click the “Update Constituent Name” button to copy the entry of that field into the Constituent Name field.
Click “Save” and you will be taken to the Constituent record for your new Constituent.

Manually add a product¶

Navigate to the homepage and select “Add new” in the products box or select “Add New Product” from the “Products” drop-down menu.
Fill in the fields with the information for your Product and click “Save”.
You will be taken to the Edit Blend Screen, where you can add the constituents of your product by selecting the “+” button. If you choose an incorrect constituent, click the “-” button to remove it.
You can add a percentage for each constituent and the pie chart to the right will be automatically updated.
Click “Save” and you will be taken to the Product record for your new Product.

Add the first Product Version¶

Navigate to the Product record.
Ensure the initial formulation is correct by selecting the "Identity" tab, and then the "Constituents" subtab.
Navigate to the Versioning tab and select “Create New Version”.
Fill in the start date and select “Save”.

Add subsequent Product Versions¶

Navigate to the Product record.
Select the sandbox Version of the Product. The Version field is located underneath the Product name.
Navigate to the Constituents tab by selecting the "Identity" tab, and then the "Constituents" subtab. Select the “Update and/or add constituents” button.
Use the “±” buttons to update the formulation and select “Save”.
Navigate to the Versioning tab and select “Create New Version”.
Fill in the start date and select “Save”.

If you have many version changes to make, please contact support@activesteward.com as we will be able to automate the process.

Documents¶

Find a document¶

Navigate to the homepage and select “View all documents” in the Documents box or select “Search Documents” from the “Documents” drop-down menu.
Enter your “Search Term” and Active Steward will automatically refine the search results.
You can also refine your search by expanding the “Dates, Tagging and Groups” section and by filtering the columns.

Please note that there are three tick boxes that are automatically selected on the search screen, refining your results (“Exclude Sent Emails”; “Exclude Received Emails”; “Exclude SIEF XML”). If you want to find stored Emails or SIEF XMLs, you will need to unselect the relevant tick box.

Add a new document¶

Navigate to the “Documents” tab and select “Add New Document” from the drop-down menu.
Select the file(s) you are uploading.
Complete the “Document name".
Select the “Document type”. Each Document type has a specific set of attribute fields. By completing this step before filling in specific attribute fields, you will ensure you only complete relevant information.
Select the “Creation date”. This does not have to be the upload date of the document, as this will be stored automatically.
Under the “Document Links” section, associate the document with any relevant Constituents, Products, Entities and Documents.
Complete as many specific attributes as possible. Mandatory fields are marked with a red asterisk (*).
Select the “Save and Return” button.

Edit a document¶

Locate the document on the “Document Search” screen.
Click on the chevron in the “±” column, expanding additional information and attributes.
Click “Edit Document Attributes” on the right-hand side.
Select “Save and Return” or the “Archive” button.

Add a new folder¶

Navigate to the document search screen.
Click the "New Folder" button in the top right of the screen.
Enter the name of the folder and click "Save".

Creating a Document Version¶

👆 Click "Documents"
Edit the document you want to add a new version of.
Click "Versioning"
Click "Create New Version"
Select the "File".

Tip

You can use 'External Link' to specify that your file lies elsewhere, just like all Active Steward documents
Specify when the version was created.

Info

If the date is older than the current document, the file will be automatically set as an older version
Click "Save"

Contacts and Communication¶

Add an Entity¶

Navigate to the “Entities” tab and select “Add New Entity” from the drop-down menu.
Enter the Entity name, primary address and other information, such as Vat No. and Tax Ref.
Click “Save” and you will be taken to the Entity record for your new Entity.

Add a Business Unit/Site¶

Open an Entity Record.
Select the "Addresses tab" and then choose either the "Business Units" or "Sites" subtab.
Choose the “Add Business Unit” or “Add Site” button, depending on the subtab chosen.
You will be taken to a screen where you can enter the address for this unit/site.

Add a Contact¶

Either select “Add New Contact” from the “Contacts” drop-down menu or view a specific Entity, select the "Contacts" tab, and then choose the “Add New Contact” button.
Complete the mandatory fields and select “Save”.

Link an Entity and Contact to a Product or Constituent¶

Navigate to the Product or Constituent record and navigate to the “Contacts” tab.
Here you can link contacts, business units and external entities to your product/constituent.

You can see which products and constituents an Entity is linked to by navigating to the Entity record and selecting the tabs “Products” and “Constituents”.

Save an email from the Email Inbox¶

Navigate to “Email” in the navigation bar and select “Inbox - View/Manage”.
Click on the email and then select “Email & Attachments”, “Only Email”, or “Only Attachments”. You can also manually select which attachments will be saved.
By selecting “Email & Attachments” or “Only Email” you will be taken to the document upload screen to store the email.
Any documents stored through the Email Inbox are automatically stored as “General Documentation”. These are marked as “Unprocessed” until the document type is changed, or the “Unprocessed” box is unticked.

Send a General Email¶

Navigate to “Email” and select “New General Email”.
Select the desired email template.
Select attachments (if required) and select “Next”.
Select the recipients of your email and select “Next”.
Note: This only includes recipients under the “Contacts” section.
Use the email editor to edit the text and add CC/BCC addresses.
Select “Send” and the email will be sent and saved in the Active Steward™ document system.
Alternatively, the email can be saved as a draft by checking the draft checkbox and clicking “Save”.
You can find drafts by searching for them in the Document Search. (Note: Make sure the “Exclude Sent Emails” checkbox is not checked).

Navigate to the email Outbox¶

Navigate to the “Email” menu in the navigation bar and select “Outbox – List unsent emails” from the drop-down menu.

Campaigns¶

Create a new Campaign¶

Navigate to the “Campaigns” menu and select “Add New Campaign” from the drop-down menu.
Input the campaign information and select “Save”.

Add a role¶

Navigate to the Campaign you have created.
From the "Contacts" tab, navigate to the "Viewing Roles" subtab and select “Edit”.
Add the Role name and Description and select “Save”.

Add a Contact Group¶

Navigate to the Campaign you have created.
From the "Contacts" tab, navigate to the “Contact Groups” subtab and select “Add Contact Group”.
Complete the Contact Group name, and associate with a “Constituent” if required.

Add Contacts to a Contact Group¶

Navigate to the Campaign you have created.
From the "Contacts" tab, navigate to the "Contacts" subtab and then select the "Add Contact" button.
Select the Contact Group from the dropdown, complete the mandatory fields and select a role.
Select “Save”.

If there are many Contacts to upload in a Contact Group, please contact support@activesteward.com.

Add a Campaign Tab¶

Navigate to the Campaign you have created.
Navigate to the "Tabs” tab and select “Add Campaign Tab”.
Complete the “Name” and “Index” and "Allowed Roles". The index determines the order of the tab bar under the campaign header. The index numbers are sorted from smallest to largest and represent the order of the tabs from left to right. "Allowed Roles" determines which campaign roles can see the tab.
Use the Editor box under “Tab Content” to design the page.

Add a Contact Group Tab¶

Navigate to the Campaign you have created.
Navigate to the "Contacts" tab and then the “Contact Groups” subtab. Edit the Contact Group by selecting the pencil icon.
Select the "Tabs" tab and then the “Add Group Tab” button.
Complete the name, index and allowed roles.
Use the Editor box under “Tab Content” to design the page.

Create a Campaign Task¶

Navigate to the Campaign you have created.
Navigate to the Tasks tab and select “Add Campaign Task”.
Complete the “Name” and select a document.
Select “Save” or “Save & Return”.

Create a Group Task¶

Navigate to the Campaign you have created.
Navigate to the "Contacts" tab and then the “Contact Groups” sub-tab. Edit the Contact Group by selecting the pencil icon.
Select the "Tasks" tab and then the “Add Group Task” button.
Complete the “Name” and select a document.
Select “Save” or “Save & Return”.

Add a Task to a tab¶

Navigate to the Campaign you have created.
Navigate to either the “Campaign Tab” or “Contact Group Tab” and select edit.
In the editor, select "Insert" and then “Tasks” and select the document from the drop-down menus.
This inserts a hyperlink to the document that the user will be able to download.

Add Terms and Conditions¶

Navigate to the Campaign you have created.
Navigate to the "Web Portal" tab and then the “Terms and Conditions” sub-tab.
Click "Edit" and then use the editor to insert Terms and Conditions for the user to accept.
Once complete, select “Save”.

Upload an Image¶

Navigate to the Campaign you have created.
Navigate to the "Web Portal" tab and then the “Images” sub-tab.
Select the image using the “Upload” button. Once selected, the image will automatically upload.
To add the image into a page, navigate to either the “Campaign Tab” or “Contact Group Tab” and select edit. In the tab content editor, select "Insert" and then "Images". Select an image and it will be added to the page.

Add a Header or Footer¶

Navigate to the Campaign you have created.
Navigate to the "Web Portal" tab and then the “Header & Footer” sub-tab.
Click "Edit", fill in the fields and select logos for the headers.
Once complete, select “Save”.

Send a communication through Campaigns¶

Navigate to the Campaign you have created.
Navigate to the “Communications” tab and select “Send Email”.
Select the type of email and add attachments (if applicable).
Choose the contacts to send the email to – you can select these via Role type, Campaign Contact Group or by selecting individual contacts.
Add an Email subject and check the “Use this subject for all emails” checkbox if required.
Add CC and BCC recipients if required.
Use the Email editor to change the wording or format of the emails and select “Send”.

View a Campaign as an existing user¶

Navigate to the Campaign you have created.
Navigate to the "Contacts" tab and the "Contacts" subtab.
Select the eye symbol next to a contact.
This opens a new tab with the campaign view for this contact.

Inventories¶

View and search an Inventory¶

Select “List Inventories” from the “Inventories & Lists” drop-down menu.
Search for your desired Inventory and view by clicking the name.
Search for a specific term in the Inventory using the “Search Terms” field under the “Listing and Search” section.

Search all Inventories¶

Select “Search Inventories” from the “Inventories & Lists” drop-down menu.
Enter search terms and select “Search”.
Only results that include the search term are returned.
If desired, download results by selecting “Export to Excel” at the bottom of the page.

Search Inventories for a Product¶

Navigate to the Product record and select the “Lists” tab.
Select “Filter”. You can also refine the search using List Fields.
There are four types of search results in the “Inclusion” column:
1. Yes – All constituents of this product are included in the list.
2. No – None of the constituents of this products are included in the list or some components are incomplete.
3. Partial – Some of the constituents in this product are included, but not all.
4. Incomplete – A constituent does not have all relevant fields completed.

Search Inventories for a Constituent¶

Navigate to the Constituent record and select the “Lists” tab.
Select “Filter”. You can also refine the search using List fields.
There are two types of search results:
Lists That Include This Constituent.
Lists This Constituent is Not In.

Upload evidence of inclusion¶

Navigate to the Constituent record, and select the “Lists” tab.
Filter the search results and scroll to “Lists This Constituent is Not In”.
Locate the correct list and select the “+” icon.
This allows you to upload or associate the documented evidence, resulting in the constituent being included in that list.

Manually add a List¶

Select “Add New Inventory or List” from the “Inventories and Lists” drop-down menu.
Upload the Excel file and complete the relevant attributes.
Select “Update”. This may take some time to upload.
After the Inventory is uploaded, edit the Inventory record from the “List Inventories” page
Identify the CAS and EC number fields from the drop-down menus.
Once identified select “Save” at the top of the screen.

Tonnage¶

Add tonnage manually¶

Navigate to the Product record and select the regulatory tab.
Select the “Tonnage” subtab and then “Add tonnage data”.
Here you can link to the site that imported the material (Note: This is only possible if the Entity is linked to that Product).
Complete any other relevant fields and select “Save”.

Send a tonnage enquiry¶

Select "Email" in the main navigation bar and then "Wizards". Select “Tonnage/Tonnage and Use Enquiry”.
Select “Next” on the “Template Chooser” screen.
Select the Year the enquiry is for – typically the previous year.
Select “Next” on the “Distributor” screen.
Select the Entity to send the report to, select “Next” and chose the contact(s).
Select the Product(s) you wish to enquire about.
Select the documents (if required for evidence) to attach to the email.
Finally, edit the email to send to the recipient.
A copy of the sent email will automatically be stored in Active Steward™.

Review and accept a tonnage enquiry¶

Upon completion by the recipient, the sender will receive an email notification that there is tonnage to review and accept.
Navigate to the Product that the enquiry was sent for, select the regulatory tab, and select “Tonnage”.
Expand the year that the tonnage enquiry was for, which will display the received responses.
Select the Response “Link” to view the information they submitted.
If acceptable, return to the previous screen and select the tick box under “Accepted” to accept the tonnage.

Statements and Reports¶

Add an Issue/Statement¶

Select "Statements" in the main navigation bar and then "Add Issue & Statement".
Follow the instructions on the screen and click “Save”.
Your new issue will now be visible in the "Statements" section.

Send an Issue/Statement¶

Select "Email" in the main navigation bar and then "Wizards". Select “Issue Statement(s) Report”.
Follow the wizard and choose the template.
Select the Issue and Statement you wish to send out.
Add any attachments and select “Next”.
Choose the recipients you wish to send to.
Make any final changes on the “Compose Email” screen and then click “Send”.

Create a Constituent Proportions Report¶

Select "Documents" in the main navigation bar and then “Wizards”. Select “Constituent Proportions Report” from the drop-down menu.
Rename the Title if required and select “Save”.
Navigate to the “Documents” section and open the document.

Create a Constituents Presence Report¶

Select "Documents" in the main navigation bar and then "Wizards". Select “Constituents Presence Report” from the drop-down menu.
Select the Products to include in the report.
Select the Constituents to include in the report.
Rename the Title if required and select “Save”.
Complete the document attributes and select “Save” or “Save & Return”.
Navigate to the “Documents” section and open the document.

Generate and Send a DRC¶

Navigate to the desired Product and select the “Regulatory” tab.
Expand the “Declarations of Reach Conformity” section.
Find the correct Legal Entity and select “Prepare” under “Prepare DRC”.
Select “Download” to view the DRC.
Select “Send”.
Select the Contact.
Use the email editor to alter the wording and select “Send”.

Generate a Formulation Report¶

1. Select "Documents" in the main navigation bar and then "Wizards". Select “Formulation Report” from the drop-down menu.
Rename the Title if required and select “Save”.
Complete the document attributes and select “Save”.
Navigate to the “Documents” section and open the document.

Create Inventory and List Report (email)¶

Select "Email" in the main navigation bar and then "Wizards". Select “Inventory and List Report” from the drop-down menu.
Select “Email” and select a template.
Select the Product(s).
Select the Inventories.
Add attachment(s) if required.
Select the Recipient(s).
Use the email editor to alter the wording and select “Send”.

Create Inventory and List Report (Excel)¶

Hover over “Wizards” on the main navigation bar and select “Inventory and List Reporter” from the drop-down menu.
Select “Email” and select the template:
1. Assurance Report – Produces a similar report to the “Formal Email” which is only saved in the system.
2. Inventory and List Spreadsheet Advanced Report – Excel report showing Product Inclusion, with colour coding.
3. Spread Sheet Report – Excel report showing Product Inclusion, without colour coding.
Select the Product(s).
Select the Inventories.
Rename the Title if required and select “Save”.
Complete the document attributes and select “Save” or “Save & Return”.

Send a Document Link¶

Hover over “Documents” on the main navigation bar and select “Send Document Link(s)” from the drop-down menu.
Select “Next” and select the document(s) using the search bar and “Add” button.
Select the Recipient(s).
Use the email editor to alter the wording and select “Send”.

Generate a Tonnage by Constituents and Years Report¶

Select "Documents" in the main navigation bar and then "Wizards". Select “Tonnage by Constituents and Years Report” from the drop-down menu.
Select the report type and choose years to include in the report.
Select the Constituents.
Rename the Title if required and select “Save”.
Complete the document attributes and select “Save” or “Save & Return”.

Study Projects¶

Add a Study Project¶

Navigate to “Study Projects” in the main navigation bar. Select “Add New Study Project”.
Enter the Study Project Code and Status, as well as any other fields required.
Select "Save".