LCC Document Portal – Participant User Guide
Contents
1. Surname Job Title Organisation Email Address Confirm Email Address Contact Telephone Number PIN Code This is for accessing to the Secure Remote Access Must be 4 digits long Must not have sequential numbers 0123 1234 9876 8765 Must not have a digit repeating 4 times 0000 1111 Confirm PIN Code Password This is for accessing to the LCC Document Portal Must be at least 9 characters and maximum of 20 long Must contain at least one uppercase letter A to Z one lowercase letter a to z one number 0 to 9 and one of the following special characters Gei No other special characters should be used Cont Password o Please read the Lancashire County Council Document Portal Confidentiality Agreement before completing the following declaration Declaration have read and agree to Lancashire County Council Document Portal Confidentiality Agreement About our website Cookies Feedback The email address you provide will be used as your Login ID Username and will be used to access the LCC Document Portal You should always provide your professional email address e g xxxx lancashirecare nhs uk Only in exceptional circumstances e g small independent agencies like child minders etc will a non professional email address be accepted You will use this PIN each time you authenticate to gain access to LCC Document Portal Therefore2. Answer 1 Please ensure you have an active network account and can access the internet You can test this by trying to access another internet site e g http www bbc co uk If you cannot access either site please contact your internet service provider s ICT Support Desk Answer 2 If you can access other Internet sites as per Answer 1 but still cannot access the Registration Link please contact the Conference Administration Team contact details can be found at the end of this document 3 2 Question How do I know if I am already registered for the LCC Document Portal e 35 o Participant User Guide External Users LCC Document Portal Answer You will already be registered to use the LCC Document Portal if 1 You have already accessed the LCC Document Portal in the past 2 You have a username email address a unique 4 digit PIN and a password which you will have selected yourself 3 You have an active Conference in progress 4 You have previously completed a Registration eform lf you are still unsure please navigate to the Registration eform which is included in the invitation email and enter your email address please refer to Section 4 LCC Document Portal Registration The eform will check whether you have an existing user account lf your account has expired you will need to re register 3 3 Question What if my email address has changed Answer If you no longer use the email address you ori
3. LCC Document Portal Parti Guide External User Version V1 9 Lancashire County Gow Council GEN www lancashire gov uk Participant User Guide External Users LCC Document Portal Contents 1 AC OU Le E 3 2 CODO EE 4 3 Invitation to LCC Document Portal 5 4 LCC Document Portal Registration ccccccseseceseeeeseeeeesaeeeesaees 6 5 LCC Document Portal Login Process a nnnennnennnnnnennnennnnennnnnne 10 6 LCC Document Portal Activities cece ceececeeeeeeeeseeeeteeeeseeeeees 13 6 1 Navigating through LCC Document Portal 00a000a000aa0aaaaaane 13 6 2 TO Download a Document 1 scccecccneecseeccnseceeessnessnseseeesans 16 6 3 TO Upload a Reg 18 6 4 Setting Preferences and Watching Content 20 6 0 CANTI NET eege eege 23 OO OG sakes ph te ac ce Seas ssn ss ae san aan ese 26 6 AS SW OVO FICC ee 27 Re Ia leie le ME 30 1 Secure Webmail nannnannnannnnnnnnnnnnnennnnrrnnrrsnrrenrrnnrrnrrsnrrenrrerrnen 30 2 Sun ER 3 Invitation Registration ccccecccsececeeeceeeeeeeeneeeseeeeeeeeseeeseeeeaeeens 35 4 Passcodes PINs and Haeeworde 36 4 EGG DOCUMEN el EE 39 Supported Browsers cccccceecccceececeeeeceeeeeeeueesseeessuusesseueesseeesseeeeseaes 41 Sale Xe B UE 42 Participant User Guide External Users LCC Document Portal 1 Background The LCC Document Portal acts as a document repository for all child protection reports to child
4. fields Click Submit 6 7 7 You will be directed to a screen that confirms your request and asks you to check if you have received an email confirming that your Password has been changed password for user bils testuser gmail com Inbox x Minute Taking ServiceA lancashire gov uk to me Your LCC Document Portal password has been changed You will now be able to use your new Password when logging into the LCC Document Portal see step 5 8 e 29 o Participant User Guide External Users LCC Document Portal Troubleshooting 1 Secure Webmail Step 1 1 Action You will receive an email notifying you that you have a new email stored within your Secure Web Mail account The first time you receive an email you will receive a welcome message Follow the instructions to create your new account You must set up your access to McAfee Secure Web Mail Client in order to log on when you want to receive encrypted email Log on to Secure Web Mail for the first time If you have already activated your account go to Step 5 2 You must have received a notice that you have an encrypted message waiting Outlook com View All Discover more Secure Web Mail Child Protection Portal Regi Audi A4 Secure Web Mail WELCOME Welcome to your new Outlook com inbox Messaging Add friends to chat call and video with BI Start now The first time you log on to the Secure Web Client you must create
5. conference space Prior to the conference professionals may find the conference report templates useful to download Documents providing information about completing reports conference agendas abuse categories the appeals process etc are also available to view and or download Professionals are able to view and download other agency reports and also the minutes and outcome form produced after the conference There is the option to download templates from space conferences for reading and storing To download a document first locate and open the folder where the document is held Select the document you want to download by highlighting the document Then select Download File 3 My Community Test vi su2502819 X U2502819 gt Content gt j Share Folder We Folder Actions e New Preview and Comment P Download File i test x1 5u2502819 SS ge C ICPC 20150520 20th May 2015 Garstang Jeanette ra ICPC 20150520 20th EI Refe renced Docume vent 2007 14 05 2015 14 14 vent 2007 06 05 2015 11 25 ent 2007 20 04 2015 11 04 Displaying 1 4 of 4 zs Comments 0 t add Comment L The File Download prompt will appear ER see ef cance Select Save to save a copy of the document to the My Downloads folder on your computer 16 Participant User Guide External Users LCC Document Portal P ae ef LCC Document Port Be B pareve connect A reamine B st wks Suggered sse
6. are using a different browser tab than the one where you started the access policy initially Please continue to finish your access policy in the previous browser tab and close this current window immediately If you have reached to this message due to some other error click here for creating a new session Answer Please ensure that you continue to use the original browser session to complete Authentication Close this window and resume the original browsing session 4 9 Question How often do need to change my Password Answer Passwords will expire after 90 days 5 LCC Document Portal 5 1 Question I ve logged into the Portal how do I find the right Conference space Answer Please refer to the Section 6 1 Navigating through LCC Document Portal for details of how to navigate to the correct conference 5 2 Question cannot upload my report to the Portal Answer 1 Please ensure you are following the correct instructions for how to upload a document to the LCC Document Portal please refer to Section 6 3 To Upload a Document Answer 2 If you are still unable to upload a document to the LCC Document Portal please contact the Conference Administration Team contact details can be found at the end of this document 5 3 Question cannot view download a report from the Portal Answer 1 Please ensure you are following the correct instructions for how to download view a document from the LCC Document Portal ple
7. email BT Lancashire Services reasonable steps to ensure that outgoing communications do not contain malicious software and it is your responsibility to carry out any checks on this email befor pting the email and ng attachments BT Lancashire Services County Hall Fishergate Preston Lancashire PR1 SX Company Number 07444626 2 Emails 2 1 Question have not received an invitation to attend a Child Protection Conference Answer 1 If you believe you have been sent an invitation to attend a Child Protection Conference however you have not received the invitation in the first instance you should check you Junk Mail Settings Outlook Account gt Select the Junk Mail Folder g LS al 4 Favorites s L 3 inbox 4 A Sent Ren al Deleted Items 573 d Racthel Hoyg connectimme ed co uk 4 Inbox 3 F cre C Customer Feedback aj Pensions LA Drafts 6 Sent tems a Deleted Items 573 Search Folders gt Select the Junk option from the Home Menu gt Select the Safe Senders Tab from the Menu Participant User Guide External Users LCC Document Portal gt Click Add and specify the email address Other email Accounts We are unable to provide specific instructions for every mailbox provider The following is a general set of instructions which may prove helpful for non outlook accounis gt Select the Junk Mail Folder gt Locate the invitation email gt Right click gt Ma
8. located select it then click on Open where you will return to the Import File dialog with your choosen document in the File text box Import File File Browse Gel Cancel e 18 Participant User Guide External Users LCC Document Portal 6 3 4 Check you are uploading the correct document into the conference space then open the drop down menu beside Please confirm Service User ID is correct and select Confirmed Import File File C Users DocTest004 Downloads Final Core Group Report for BCHCH Browse Please confirm Service Fonfirmed User ID is correct Cancel select Ok A prompt will be displayed asking if you want to import another file Select No to close but if you wish to upload another choose Yes and repeat steps 6 3 1 6 3 4 6 3 5 Your document s will have been added into the location a share Folder Se Folder Actions Q New C ICPC 20150421 21 April 2015 p McNaul Crystal het This is a test for the CP portal doox MS Word Document 20 04 2015 12 22 Mages Nicola E Year 2012 Calendar United Kingdom Single File Web Page 21 04 2015 14 15 Magee Nicola Page 1 of 1 ae Displaying 1 3 of 3 19 Participant User Guide External Users LCC Document Portal 6 4 Setting Preferences and Watching Content Setting your preferences and watching content will ensure that
9. me Dear Document Portal User You are receiving this email either because you have requested password reset or your password is expired Please follow the link below to reset your password Create a new password on Document Portal Thank you for your assistance LCC Conference Administration Team Tel 01282 471253 Select the Create a new password on Document Portal link Please Note You will also receive this email when your password expires after 90 days e 28B o Participant User Guide External Users LCC Document Portal 6 7 6 The LCC Document Portal Password Reset Form will display Home A to Z Contact Us W Lancashire St your Lancashire LCC Document Portal Password Reset Form Username email address otis testuser gmail com Email Address otis festuser gmail com New Password Must be at least 9 characters and maximum of 20 long Must contain at least one uppercase letter A to Z one lowercase letter a to z one number 0 to 9 and one of the following special characters No other special characters should be Confirm New Password f Submit Cancel About our website Cookies Feedback 8 Top of page 2012 Lancashire County Council Phone 08450530000 email enquiries lancashire gov uk Follow us E f g Enter your email address into both the Username and Email Address fields Enter your new Password into both the New Password and Confirm Password
10. please pick a memorable PIN The PIN e Must be 4 digits long e Must not have sequential numbers 0123 1234 and 9876 e Must not have a digit repeating 4 times 0000 1117 Participant User Guide External Users LCC Document Portal The Password will be used once you have successfully authenticated and need to login to the LCC Document Portal Therefore please pick a memorable Password Password Must be a least 9 characters and maximum of 20 charters long Must contain at least one uppercase letter A TO Z Must contain lowercase letters a to z Must contain at least one number 0 to 9 Must contain one of these following special characters Before you are able to submit your Registration form you will need to read and accept the Lancashire County Council Document Portal Confidentiality Agreement by ticking the tick box Home A to Z Contact us ECH Lancashire er GE your Lancashire LCC Document Portal Registration Form Forename fest sid Surname User Job Title Tester Organisation Bis Email Address btis testuser gmail com Confirm Email Address btis testuser gmail com Contact Telephone Number PIN Code This is for accessing to the Secure Remote eeee Access Must be 4 digits long Must not have sequential numbers 0123 1234 9876 8765 Must not have a digit repeating 4 times 0000 1111 Confirm PIN Code ccce Password This
11. protection conferences and core group meetings from professionals within both Children s Social Care and from external agencies It is also the mechanism by which child protection conference outcome forms and minutes are distributed replacing the need for hard copy email distribution to professionals Professionals are also able to access report templates and supporting documentation via the portal Prior to attending the initial child protection conference and core group meetings professionals will upload their report onto the portal for review or downloading by other attendees Administration of the LCC Document Portal The LCC Document Portal is administered by a small team of conference administrators within Lancashire County Council For each child protection conference this team is responsible for e Creating a conference space on the LCC Document Portal e Adding all the invitees to the conference space so they have access to the space e Copying relevant Children s Social Care documents into the conference space prior to the conference This includes the social worker s report to the conference which must be completed using LCS at least 24 hours in advance of the conference e Making a conference space read only 24 hours prior to the child protection conference or core group meeting e Copying outcome forms and minutes into the conference space after the conference e Closing the conference space a short time after a child protec
12. spaces that they are involved in ensuring that users only see the data they need to External users i e users who do not work for organisations that share a trusted network with Lancashire County Council will need to login using 2 factor authentication All reports loaded into the LCC Document Portal are read only to maintain the integrity of the reports If a report subsequently requires amendment a new version has to be loaded to replace the original version to ensure that only the latest versions of reports can be viewed by conference invitees Conference invitees can receive email alerts when a new report is loaded into the conference space What happens when the child protection plan ceases When a child protection plan is ceased all the reports and documentation for the conference series are available on the LCC Document Portal for two months before being removed This provides agencies with the opportunity to read download relevant reports and documentation Once a conference series is removed from the LCC Document Portal a user will lose their access to the LCC Document Portal if they are not a member of another conference space 2 Scope This user guide provides external users with guidance for e Registering to use the LCC Document Portal e Logging in to the LCC Document Portal e Using the LCC Document Portal including Navigating round the LCC Document Portal Accessing the relevant conference space Downloadin
13. 3 If you are still experiencing problems please contact the Conference Administration Team details can be found at the end of this document 4 7 Question What if I ve forgotten my Password to the LCC Document Portal Answer 1 If you have forgotten your password you can request for a new Password to be generated for you via the Self Service facility on the LCC Document Portal login page Please navigate to the LCC Document Portal login You will be presented with the following screen Please click on the Forgotten your Password link You will be presented with an eform where you can enter your user details gt Forename the one when you completed the registration form gt Surname the one when you completed the registration form gt Username this is your registered email address Please click on Submit tame A con ERN Lancashir County Ge C ts S your Lancashire LCC Documeft Portal Password Request Form You will then be sent an email with your new password and instructions Please note that you will need to go through the authentication process to log back into LCC Document Portal using your new password e 38 o Participant User Guide External Users LCC Document Portal 4 8 Question have received the following message Lancashire County ei Council Coy Access policy evaluation ts already in progress for your current session You may see this message if you
14. NAME DATE OF BIRTH bd LA Agency Guidance for Completing Conference Reports pdf Acrobet PDF 13 02 2015 15 55 McNaul Crystal ANCASHIRE SAFEGUARDING CHILDREN BOARD PROFESSIONAL OR INDIVIDUAL AGENCY GUIDANCE FOR COMPLETING INITIAL F Initial Child Protection Cc e 25 o Participant User Guide External Users LCC Document Portal 6 6 Sign Out Step Action 6 6 1 To sign out of LCC Document Portal hover towards the top right corner of the screen and click on Sign Out Portal User 1213 sl Sign Out E Share Space Page Actions You will receive notification that you have successfully signed out Sion Out SCC You have successfully signed out SignIn If you wish to Sign back in Click Sign In and you will be presented with the LCC Secure Login Page see Section 5 LCC Document Portal Login Process 226 Participant User Guide External Users LCC Document Portal 6 7 Password Reset Step Action 6 7 2 A forgotten Password can be reset by selecting the Forgotten your Password link on the LCC Document Portal Sign In page Sign In User Mame Password Forgotten your password The LCC Document Portal Password Request Form will then display Home A to Z Contact us e Lancashire SC GE your Lancashire Ts LCC Document Portal Password Request Form Forename Test Sumame User Email Address btis testuser gmail com About our
15. an account Open up your WELCOME email and click the link in your notification message The log on the window appears Checks the box dont ask me again and Select Proceed to skip the e 30 Participant User Guide External Users LCC Document Portal warning and proceed to the activation Gi LCC Secure Web Mail D You are using a web browser that is not supported by the Secure Web Mail Client You may proceed but the Secure Web Mail Client may not perform as expected Si Don t ask me again Proceed 1 Enter your chosen password then enter it again to confirm 2 Click Save ay LCC Secure Web Mail Please set up your Seat conce Tee Email address bts _extennaliq outlook com Create pessveord Confirm passweord enee el You will receive an email to notify you that your account has been activated You can use the link in the email to access the secure web mail client in future You can also create a bookmark or add the link to your favourites The LCC Secure Web Mail will then open within your preferred Web Browser KI y LCC Secure Web Mail Mailbox 1 C Delete Compose Status Any Search mailbox IW do_not_reply btlancashire co uk Child Protection Portal Register for Child Protection Portal Ref No 176 mailencrypt 14 22 Display sis per page Click on the email to open it Click Show content to make links available Details jister using the Go to Section 3 Invi
16. ance about logging in to the LCC Document Portal Participant User Guide External Users LCC Document Portal 4 LCC Document Portal Registration Step 4 1 4 2 Action lf you are not currently registered for the LCC Document Portal you will receive a LCC Document Portal registration email shortly after receiving your conference invitation Please Note If this email is sent to a group mailbox it must be forwarded to the professional who will be dealing with the conference and the LCC Conference Administration Team should be notified of the name of this professional using the following email address Minute TakingServiceA lancashire gov uk The registration form attached to the registration email can only be used one time lf more than one professional needs to be invited to a conference the LCC Conference Administration Team should be notified of the name s of any additional professional s via the following email address Minute TakingServiceA lancashire qov uk Open email and click the link to click here to register on the LCC Document Portal LCC Document Portal Register for LCC Document Portal Ref No 1213 Inbox x P MinuteTaking ServiceA lancashire gov uk 10 50 AM 7 minutes ago ke to me Dear Colleague You should have received an email inviting you to a Child Protection Conference In order to enable you to access the LCC Docunjent Portal where you will be able to submit your written conferenc
17. ase see Section 6 2 To Download a Document e 30 Participant User Guide External Users LCC Document Portal Answer 2 If you are still unable to download view a document from LCC Document Portal please contact the Conference Administration Team contact details can be found at the end of this document 5 4 Question need to make changes to a document I ve already uploaded Answer Once you have uploaded a document to the LCC Document Portal you lose the permission to edit that document Please ensure that the document you upload is the finalised document which you would like the other conference attendees to review In the exceptional circumstance where you do need to edit a document please contact the Conference Administration Team who will issue a new version of the document on your behalf If you are still unable to upload a document to the LCC Document Portal please contact the Conference Administration Team contact details can be found at the end of this document 5 5 Question have received the following error when trying to upload a document to the LCC Document Portal rror writing to content file Se ba txt File size 68 bytes Answer The Confidentiality Statement you are required to read when registering to use LCC Document Portal states that It is your responsibility to make sure your equipment has adequate security protection installed including latest anti virus and operating system up
18. dates Please contact your ICT Support Team e A e Participant User Guide External Users LCC Document Portal Supported Browsers Browser version Internet Explorer 8 Internet Explorer 9 Internet Explorer 10 Mozilla Firefox 17 0 x Google Chrome 26 Safari 5 1 7 Safari 6 0 2 The list above is not exhaustive and other versions of the browsers listed above may work although they are not supported e 41 Support level Supported Supported Supported Supported Supported Supported Supported Participant User Guide External Users LCC Document Portal Contact Details If you are still experiencing problems despite following the User Guide Instructions and Troubleshooting guidance please contact the Conference Administration Team on Minute TakingServiceA lancashire gov uk The team will endeavour to answer your email as soon as possible within standard Office Hours The Conference Administration Team can also be contacted on 01282 471253 e 42 o
19. e conference space you wish to watch from your My Community tab Then select Space Actions a drop down menu will display ka Space cns en Print Subscribe to Space ESA Start Watching Space SI Show History Show Attachments e 21 Participant User Guide External Users LCC Document Portal 6 4 4 6 4 5 6 4 6 Select Start Watching Space and a prompt will appear at the bottom right of the screen informing you that you are now watching the space E Dumny successtulhy added to email notifications E Saved item changes You ll then receive emails informing you when an file has been added into the conference space Reply Reply All Delete Print Within the LCC Document Portal you requested to watch the following space folders of Meeting 1 from SECURE EMAIL TEST mailencrypt From CenterStage Digest lt DoNotReply btlancashire co uk gt To btls testuser gmail com Images and links have been blocked for additional security Show content Within the LCC Document Portal you requested to watch the following space folders Monday Apr 27 2015 11 48 AM LCC Brand pdf Ashton Clint Version 1 0 Change how often you receive these digest emails To stop receiving notifications on a particular item go to that item in CenterStage and select the Stop Watching command on that item s menu To stop watching a space open the conference space you have started watching Selec
20. e end of this document 4 3 Question What is my Passcode Answer Your passcode is a unique One Time Passcode that is provided to you each time you wish to login to the LCC Document Portal For more information on how to request your Passcode please refer to Section 5 LCC Document Portal Login Process 4 4 Question have received this error when requesting my Passcode Lot Denmat Parta Pytam Error Fall Answer Check that you have entered your correct username email address and try again 4 5 Question have pasted my Passcode from the email received however am still unable to login LCC Document Portal System Error Auth Answer Please ensure all of your other details are correct including your username full email address that you registered with and unique 4 digits PIN Please ensure that you manually enter the Passcode 4 6 Question haven t received my Passcode Answer 1 Please ensure that you have followed the instructions for Registration and Authentication Please refer to Section 4 LCC Document Portal Registration and Section 5 LCC Document Portal Login Process Please ensure that you are using the same email address that you used during the registration process Answer 2 Please ensure that the Passcode email has not been sent to your Junk Mail folder Please see Question 1 of the Troubleshooting Guide e 376 Participant User Guide External Users LCC Document Portal Answer
21. e report and read the reports from other professionals you will need to register using the online registration form Which can be accessed via the following link Please click here to register on LCC Document Portal Guidance on registering for the LCC Document Portal is available at link to website containing information about the portal If this email has been sent to a group mailbox please forward this to the professional who will be writing the report and attending the conference Please note The registration form displayed from the link above can only be used once If more than one professional from your agency needs access to the LCC Document Portal for this conference please contact the LCC conference administration team at ACS Minute Taking CP Administration to notify them of the name of the professional Group mailboxes MUST NOT be registered on the LCC Document Portal Thank you for your assistance LCC Conference Administration Team The link will take you to a LCC Document Portal Registration Form see Step 4 3 Participant User Guide External Users LCC Document Portal Please complete the Registration Form with all necessary information Note Fields with the red beside them means it is a mandatory field and you will not be able to submit the eform unless all these fields are filled in H Ato Z Contact Us W Lancashire sary Ge your Lancashire CT LCC Document Portal Registration Form Forename
22. eshooting 1 When your application to the LCC Document Portal has been reviewed and accepted you will receive an email welcoming you to the LCC Document Portal 4 Favorites A Inbox 113 3 Sent tems al Deleted Items 1 _j MinuteTakingServiceASlancashire gov uk LCC Document Portal Welcome Ref No 1213 4 Test_User 4 bdtlancashire co ub 2 Inbox 113 L i Drafts Monday Open your new mail item chome Raf Na tits ent Portal You will now be able to login to the LCC Document Portal using the link see Section 5 LCC Document Portal Login Process for guidance about logging in Participant User Guide External Users LCC Document Portal 5 LCC Document Portal Login Process Step Action To access LCC Document Portal via the external user link Click on the Link to LCC Document Portal link shown in the email LCC Document Portal Welcome Ref No 1213 Inbox x MinuteT aking ServiceA lancashire gov uk to me Dear Colleague You email address ils testuser gmail com are fnvited to a conference Please use the link below to access the LCC Document Portal Link to LCC Document Portal Please refer to your invite letter for guidance on submission of reports Guidance on accessing and using the LCC Document Portal is available at link to website containing information about the portal Thank you for your assistance LCC Conference Administration Team Tel 01282 471253 5 2 Step 1 Request Pas
23. for RCPC docx MS Word Document 200 18 05 2015 09 44 Portal User 1213 53 KB Dummy Final Core FINAL CORE FINAL CORE T wl Final Core Group Report for RCPC docx MS Word Document 200 13 02 2015 15 57 McNaul Crystal 53 KB Dummy Final Core FINAL CORE FINAL CORE SI Lancashire assessment and planning framewor MS PowerPoint Presentat 13 02 2015 15 56 McNaul Crystal 410 KB Dummy Final CORE core Core Core Page 1 of 1 Ze Displaying 1 3 of 3 e J4 e Participant User Guide External Users LCC Document Portal 6 5 3 A search can also be performed against the contents of a specific Space To perform this search open a Space then select the Search and Filter Content tab represented by the Magnifying Glass Icon RM carstans KI su4esass S arcn for Filter Results by Last Changed E 4 3 6 5 4 Enter a word into the Search for text box and the results will return documents with the term either being in the name or in the contents of the document Dummy gt Search for chid The returned results will often highlight the searched word 12 results More ES sa lp Name Format Last changed Changed by ei Final Core Group Report for RCPC dome MS Word Document 2007 2010 18 05 2015 09 44 Portal User 1213 2014 GoBeck LANCASHIRE SAFEGUARDING CHILDREN BOARD CONFIDENTIAL FINAL CORE GROUP REPORT FOR REVIEW CHILD PROTECTION CONFERENCE SECTION to Conference The CHILD SERVICE USER NUMBER SURNAME FIRST
24. g report templates Uploading written reports e Troubleshooting Participant User Guide External Users LCC Document Portal 3 Invitation to LCC Document Portal Action All professionals who are invited to a child protection conference will receive an email via LCC Secure Web Mail Access the email see guidance in rouble Shooting 1 Secure Emails The subject of the emails will include the type date and location of the conference The email will contain a link to the Conference Space For security reasons no personal information will be displayed within the email Do you need to register lf you are not currently registered for the LCC Document Portal you will also receive a registration email and will be required to register before you are able to access the LCC Document Portal see guidance in Section 4 LCC Document Portal Registration Are you already registered lf you are already registered for the LCC Document Portal you will be able to access the LCC Document Portal by following the relevant link which is included in the invitation email see guidance in Section 5 LCC Document Portal Portal Login Process It is important that you use the correct link to access the LCC Document Portal If you are unsure about which link to follow guidance about the links can be found on the LSCB Website http www lancashiresafequarding org uk Please see Section 5 LCC Document Portal Login Process for guid
25. ginally registered with you will need to re register with your new email address Your previous account will be removed Please contact the Conference Administration Team contact details can be found at the end of this document 3 4 Question What if want to invite a colleague Answer You must never share your Registration login details with any other person If you believe that a colleague should also attend the conference please contact the Conference Administration Team contact details can be found at the end of this document 3 5 Question What if I cannot attend the conference Answer If you cannot attend the conference please contact the Conference Administration Team contact details can be found at the end of this document 4 Passcodes PINs and Passwords Please refer to the User Guide for how to Authenticate Section 5 LCC Document Portal Login Process 4 1 Question What is my PIN Answer Your PIN is the personal 4 digit number you chose upon Registration to the LCC Document Portal You need this in order to gain access through the first level of Authentication to the LCC Document Portal 4 2 Question What if I ve forgotten my PIN e 36 e Participant User Guide External Users LCC Document Portal Answer If you have forgotten your PIN and you have one or more active Conference Spaces in session you will need to contact the Conference Administration Team contact details can be found at th
26. ill be presented with the following screen In the My Community tab you will have a list of the conference spaces you have been invited to and to which you have access GR My Community a My Spaces Comce A My Community Show gaa of My Spaces e LEI My Spaces iccdocportals_ppd 4 Soe nee 63 My Spaces New in LCC Document Portal Items 1 am Editing Name a QI All Recent Activity Y TEST X1 SU2502819 Recent Pages Page 1 Displaying 1 1 of 1 Li Recent Posts Recent Topics Zi Recent Files Recent Data Table Entries For professionals who are invited to many conferences the list of conference spaces will be long It is possible to search for spaces see Section 6 5 Search in the Portal It is also possible to add spaces to a favourites list by highlighting the conference space and clicking on the Add to Favourites tab Show Ba ai of My Spaces View HE Add to Favorites G3 My Spaces e 13 Participant User Guide External Users LCC Document Portal The list of conference spaces that are displayed can be restricted to conference spaces on the favourite list by clicking on the All of My Spaces tab and then clicking on the Only my Favourite Spaces option vi LE All of My Spaces Bt Remove from Favorites a4 All of My Spaces i k Only My Favorite Spaces Dumny McNaull Crystal Dummy for MASH users Page 1 of 1 To navigate to the conference space
27. is for accessing to the LCC Document Portal Must be at least 9 characters and maximum of 20 long Must contain at least one uppercase letter A to Z one lowercase letter a to z one number 0 to 9 and one of the following special characters No other special characters should be Confirm Password Please read the Lancashire County Council Document Portal Confidentiality Agreement before completing the following declaration Declaration About our website Cookies Feedbad D Top of page WM I have read and agree to Lancashire County Council Document Portal Confidentiality Agreement Once all of the required information has been entered click Submit Please Note Please do not click on any other links on the registration form as these will take you to unrelated websites Participant User Guide External Users LCC Document Portal Once completed you will be provided with a Registration Reference Number Registration for LCC Document Portal The form has been submitted Authorisation will be within office hours If you need to contact us in relation to this registration please use your registration reference Registration reference 755 Please make a note of the Registration reference in case there are any delays in receiving confirmation that your registration has been accepted You will be able to refer to your registration reference if you contact the appropriate person See Troubl
28. ode and it does not work please type the new passcode into the field Step 2 Enter Username and PIN Passcode Enter your Username this is your registered email address in the Username field Enter the PIN then Passcode into the PIN Passcode field Secure Login LCC Document Portal Username btls testuser gmiail com Please note Both the PIN and Passcode are typed into the same box Do not leave any spaces Then select Submit to proceed e II e Participant User Guide External Users LCC Document Portal Step 3 Log in to the LCC Document Portal The LCC Document Portal homepage will be brought up automatically this may take up to 10 seconds You now have access to the LCC Document Portal and you can now begin to login to the LCC Document Portal Sign In User Name Password Forgotten your password Enter your username in User Name username is the registered email address and Password password you have set during the eform registration process Step 4 6 Then select Sign In which will un grey itself once you type into the password text box Sien In User Name bts testuser gmail com Password eererereeeel Forgotten your password Sign In e 12 Participant User Guide External Users LCC Document Portal 6 LCC Document Portal Activities 6 1 Navigating through LCC Document Portal Step Action 6 1 1 6 1 2 Once you have logged in successfully you w
29. or relevant services In exceptional cases where a child has not nad relevant contact with three agencies Le Children s Social Care and two others this minimum quorum may be breached This is at the discretion of the conference chairperson Those attending conferences should be there because they have a significant contribution to make arising from professional expertise knowledge of the child their parents or carers or both The decison at conference about whether a child has suffered significant Or select Open to view the document 217 Participant User Guide External Users LCC Document Portal 6 3 To Upload a Document Step Action Locate navigate and open a conference space Once in the conference space select the Browse Content tab Gi My Community Lal 1 6 3 2 Navigate to the folder you want to upload your document into Select New then Import Files My Community v LEI My Spaces v zs Portal User 1213 e Sign Ou 9 Share Folder Eg Folder Actions e S m a Dummy ER Folder ICPC 20150421 21 April 2015 ES J import Files a EI Referen ced Documents ida Wiki d Kai Blog Yelp Discussion for the CP portal docx nen Data table Sender United Kingdom Single File Web Page Displaying 1 2 of 2 6 3 3 The Import File dialog will appear select Browse then navigate and locate the document from your computer Once the document is
30. r on Child Protection Portal Guidance on registering for the LCC Document Portal is available at link to website containing information about the portal If this email has been sent to a group mailbox please forward this to the professional who will be writing the report and attending the conference Please note The registration form displayed from the link above can only be used once If more than one professional from your agency needs access to the LOC Document Portal for this conference please contact the LCC conference administration team at ACS Minute Taking CP Administration to notify them of the name of the professional Group mailboxes MUST NOT be registered on the LOC Document Portal Thank you for your assistance LCC Conference Administration Team This e mail and its attachments if any contains information intended for the addressee only It may be confidential and may be the subject of legal and or professional privilege If you are not the addressee you are not authorised to disseminate distribute copy or use this e mail or any attachment to it The content may be personal or contain personal opinions and unless specifically stated or followed up in w annot be taken to form a contract or to be an expression of BT Lancashire Services position If you receive an email in error from BT Lancashire Services ple the sender and di the email from your system BT Lancashire Services reserves the fight to monitor all incoming and outgoing
31. rk as Not Junk Answer 2 If the invitation is not in your Junk Mail folder please contact the Conference Administration Team Contact details can be found at the end of this document 2 2 Question am not receiving notifications when a new document is uploaded to a conference space have been invited to Answer Please log into the LCC Document Portal tool For more information on how to log into LCC Document Portal please refer to Section 5 LCC Document Portal Login Process Please navigate to the Conference Space you would like to receive notifications from by selecting the Space from the My Space menu within the My Community Window You will be presented with the Conference Space details and contents e 34 Participant User Guide External Users LCC Document Portal Select the Space Actions menu CRABTREE HOY X3 SU2037604 al Welcome to your space d C 10 Select Start Watching Space EE 2 3 SE Question am receiving the following email Posted Event Transformation in docbase Iccdocportal Answer This is a system generated message that is of no concern to you Please ignore this email Contact the Conference Administration Team if you continue to receive these emails contact details can be found at the end of this document 3 Invitation Registration 3 1 Question have received an email requesting that complete a Registration form but cannot open the link
32. s EZ Terng rage ak Documenss E web Sice Guten E Zombie ipm D Goeteegg peni ns p a Oy Community Fy Speos F Bounmy E hare Folder Op Foider Actions e wes d Preview and Comment P Download Fie ICPC 20190421 21 Apri 2015 Ge Referenced Documents Peterenced Documents Metiaul Crystal The Referenced Documents folder contains reference information about the child protection process agenda template and conference report templates br Agency Guidance for Completing Conference Reports pdf Adobe Reader File Edit View Window Help L ent ERR IP LANCASHIRE SAFEGUARDING CHILDREN BOARD PROFESSIONAL OR INDIVIDUAL AGENCY GUIDANCE FOR COMPLETING INITIALIREVIEW CHILD PROTECTION CONFERENCE REPORTS Professionals and agencies who are invited to attend conference should make every effort to do so but if are unable to they should provide wherever possible a well bnefed agency representative to speak to the report Al professionais agencies wil be expected to submit a written report using the standard agency professional templates for an Inmal Chiid Protection Conference AS a minimum at every conference there should be attendance by local authorty chikiren s socal care and at least two offer professional groups or agencies who have had direct contact with the chiki who is the subject of the conference Attendees may also include those whose contnbutton relates to their professional expertise or responsiiity f
33. scode The login screen for logging onto the Lancashire County Council network will be displayed see below Each time you log in to LCC Document Portal you will need to request a Passcode via this screen below Enter your Username this is your registered email address in the Username text box and Click on the Request Passcode button to request a passcode Lancashire WW Passcode Request for LCC Document Portal Please note At this stage you are only requesting a passcode to log in through the LCC Secure Portal You won t actually login at this point until you enter both your PIN and Passcode e 10 Participant User Guide External Users LCC Document Portal The message below will be displayed informing you that you have requested a new passcode and that you will be receiving a new passcode via email NB This message may take up to 4 seconds to be displayed Lancashire County Gay Council EH LCC Document Portal System You have requested a new passcode Please check your registered email address for the new credentials Click here to continue Click here to continue will take you the the next login step Open the email to access your passcode Passcode from Lancashire County Council Document Portal inbox y Minute TakingServiceA lancashire gov uk 2 17 PM 0 minutes ago to me e Your new passcode from Lancashire County Council Document Portal Syste you copy and paste the new passc
34. t Space Actions then Stop watching space and you will get a prompt informing you of the change amp Saved item changes e 22 o Participant User Guide External Users LCC Document Portal 6 5 Searching in the Portal Step Action 6 5 1 To Search enter a value within the Search Bar making sure that the Entre Gite option is selected and then click the Magnifying Glass icon Du minry Search in all my Spaces G4 my Spaces e lccdocportals_prd Entire site New in LOC Document Portal 5 Ttems I am Editing Search in LOC Document My favorite spaces Search in my extra sources Ch Mine Community a3 My Spaces E Templates Fi M dean Spere A new tab will open with the searched term as the tab name and a list of results including folders and documents will be displayed below My Community A Dummy X Search for Dummy Filter Results by Location 7 Last Changed lecdocportals_prd Acrobat PDF This Month Microsoft Word Last Month Wee This Year SS 10 results More szea Name Format Last changed 5 Dummy 13 02 2015 15 54 D b D b i Page 1 of 1 Topic Place in text 7 ZUNKNOWN Report A None Changed by Size McNaul Crystal 1 tem ei Choose Filters e Organization in text None Location Score v Displaying 1 10 of 10 Immediately you will be presented with a list of all the current objects wi
35. tation to LCC Document Portal e 31 Participant User Guide External Users LCC Document Portal 1 3 Already registered Sign in to the Secure Web Mail Client To receive secure messages sign in to Secure Web Mail ee mmm EIER 1 Enter your password 2 Click Sign In U LCC secure web Mail Email address Password Forgotten your password Sign In The Secure Web Mail Client mailbox is displayed a EE LC kam Tih Biet lf you are signed in but allow Secure Web Mail to remain idle a timeout warning message appears and your session expires You must sign in again 2306 Participant User Guide External Users LCC Document Portal Click on the email to open it Click Show content to make links available ZS LCC Secure Web Mail Back to mailbox Reply Reply All Delete Print Child Protection Portal Register for Child Protection Portal Rg From do_not_reply btlancashire co uk To btls_externali outlook com Images and links have been blocked for additional secumfy Show content Dear Colleague You should have received an email inviting you to a Child Protection Conference In order to enable you to access the LCC Document Portal where you will be able to submit your written conference report and read the reports from other professionals you will need to register using the online registration form which can be accessed via the following link Please click here to registe
36. thin the Conference Space and the results can be filtered by using any of the options above e 27 e Participant User Guide External Users LCC Document Portal 6 5 2 You can also use wildcards whilst searching for a word regardless of what method of search you are using A wildcard is a special character that can represent one or more characters For example you enter child into the search You would receive documents with the word child but with a wildcard you would enter child and the results would return documents with children Child childcare etc To use a wildcard enter to represent any characters Wildcards can be used in the middle at the end at the beginning of a word or use only a wildcard to find all the objects in the location Note Wildcards can also be used in numbers and searches can also find folders so it is possible to search for folders and numbers using wildcards Examples Search for Confernce Space Name hj k Search for Dummy a 10 results More v Si 22 ob Name Format Last changed Changed by Size Location Score H Dummy 13 02 2015 15 54 McNaul Crysta Search for a Report Search for pes cord Filter Results by Location 7 Reset Dunin lecdocportals_prd Filter applied to show only results from within the 12 documents saved against the Dummy Conference Space 3 results More E i lle Name Format Last changed Changed by Size Location Score vil Final Core Group Report
37. tion plan has ceased Professionals from external agencies are responsible for e Loading their agency report into the conference space at least 24 hours prior to the child protection conference or core group meeting e Reading the outcome reports conference and core group minutes once they have been loaded into the conference space after the meeting e Downloading all relevant reports and documentation in the conference space for storage in line with their agency retention policy Benefits of the LCC Document Portal The portal provides a number of benefits as follows e Making the administration of child protection conferences more efficient e Providing a secure facility to share all conference reports and documentation Participant User Guide External Users LCC Document Portal e Providing professionals attending a child protection conference or core group meeting with the opportunity to read all the reports in advance of the meeting so they are better informed and prepared This should result in the discussion in the meeting being more focused allowing more time to discuss the child protection plan and steps being taken to safeguard the child ren Access to the LCC Document Portal Access to the LCC Document Portal is secure New users of the LCC Document Portal require authorisation from the conference administrator before gaining access to the portal LCC Document Portal users are only given access to the conference
38. website Cookies Feedback 053 0000 email enquiries lancashire gov uk Enter your Forename Surname and Email Address username All details must match those entered during registration in step A LCC Document Portal Registration Click Submit e 27 Participant User Guide External Users LCC Document Portal 6 7 3 Home A to Z Contact Us ECH Lancashire or C your Lancashire ee LCC Document Portal Password Request If you have provided the correct details you will receive an email requesting you to reset your password If you don t receive an email within 15 minutes please try again Please close this browser window and check your emails About our website Cookies Feedback 2012 Lancashire County Council Phone 08450530000 email enquiries lancashire gov uk A message will be displayed to notify that your request is being processed 6 7 4 You will receive an email notifying you that your details have been used to request a new Password Gmail Q 1 50 of 158 M MinuteTakingServiceA New password reset for LCC Document Portal Dear Document Portal User New Password Request You receive this email either because you have Inbox 84 MinuteTakingServiceA PIN from Lancashire County Council Document Portal Your new PIN from Lancashire County Council Document Portal System is 5136 If you copy and 6 7 5 Open your mail item Password reset inbox x Minute Taking ServiceA lancashire gov uk to
39. you require click on the conference space name that was included in your conference invite The screen below will be displayed and will show all the folders and documents that are currently in the conference space Click on the Browse content tab to display the Conference Space 5 Dummy All professionals are reminded that son of each agency to share their report wi relating to a third party which should n e 14 Participant User Guide External Users LCC Document Portal The screen below will be displayed Each conference space will have the same folder structure which is Space name ICPC 20141120 20 November 2014 Core 20141130 30 November 2014 RCPC 20141218 18 December 2014 The folders are named by meeting type followed by the date in YYYYMMDD format and then date again in a more descriptive format The Referenced Documents folder contains reference information about the child protection process agenda template and conference report templates The templates should be downloaded for use when writing a conference report see Section 6 2 Download a Document Completed reports should be uploaded into the folder that relates to the conference core group the report is for see Section 6 3 Upload a Document 15 Participant User Guide External Users LCC Document Portal 6 2 To Download a Document This section provides information about downloading documents from the
40. you will be alerted when new reports are loaded into the conference space This will need to be done for each conference space to which you have been invited Step Action 6 4 1 Setting your preferences and watching content will ensure that you will be alerted when new reports are loaded into the conference space This will need to be done for each conference space to which you have been invited Hover towards your Username in the top right corner of the screen ka Share Space 4 Page Actions e Click on the Username and a drop down menu to appear and select My Preferences F U T 2 Je CO D l E ap m Lr d LS a Portal User 1213 Pi My Preferences gg Share Space Page Actions e 220 Participant User Guide External Users LCC Document Portal From the Preferences prompt it will have the following tabs which allows the user to customise their settings e This image cannot currently be displayed Setting your Subscriptions allows you to change how quickly you want to receive email notifications This will inform you when any new content is added to the Conference Space Watching a conference space means you are kept up to date if any documents objects or files are uploaded into a conference space You will be sent an email informing you of the changes the time of when the email is sent to you depend on your Subscription Settings Step 6 4 2 To watch a space open th
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