Please find below our frequently asked questions, that you may find helpful. You can access our bitesize training videos and the User Guide via our webpage.
Registration
How do I register? Access the IG Toolkit on the Caforb platform here. Once on the home page click the blue register button on the right-hand side of the box and complete details as required.
How do I set up other users to access the toolkit? Organisation Administrators can create other users within the platform. After logging in click organisation management on the left-hand side of the page. Under the user’s tab click the green create user button, fill in details and click the create button. The user will then receive an email with a link to access and set their password.
Can a read only account be changed to a user at a later date? Yes, under Organisation Management you are able to click on the user and under role you can change to user or read only access using the drop-down box. Only the Organisation Administrator can complete this.
Passwords
How do I reset my password? If you have forgotten your password, you can click the forgotten password link under the log in box. This will then prompt an email to be sent where you can then reset it. Please check your junk inbox folder in case it is received there. Please be aware that you can only change your password once every 24 hours.
How do I change a users password? Changing a password for example for security reasons can only be requested by the organisation administrator. To do this you will need to click portal management on the left-hand side of the page and find the user. On the right-hand side there will be a blue edit button. Click the little drop-down box and choose reset password.
Navigating around the dashboard section:
How do I review my progress ? You can review your progress from the dashboard page. This will show you each section that has either been completed or is in progress to be completed. You can also see your progress after you have logged in. On the page where you launch your form you will see a progress bar which highlights what % you are currently at for completion.
Can I download and print the report as a PDF? On the launch button, click the drop-down arrow and click view. Your report will then appear in the window giving you the option at the bottom to either download or print your report. You can also print the form from the dashboard on the left-hand side. Click the reports button and either print or download your report.
How do I view unread alerts? Unread alerts will be highlighted with a red circle displayed on the alerts button on the left-hand side. Click on to the alerts button and this will show the unread alerts listed.
How can I read an alert if I accidentally missed it? If you accidentally click the cross on the alert, you can still access this. On the left-hand side click the blue alerts button.
How do I start completing the Toolkit? To begin the Toolkit submission, on the forms section you will see the form named Welsh Information Governance Toolkit, alongside that will be your practice details. Click the blue launch button on the right-hand side. This will prompt the form to appear with each section to completed.
Working through the sections:
Does it bring across previous answers? The previous answers from your 2023/24 submission will be carried over into your 2024/25 Toolkit. It is the responsibility of the Organisation Administrator to review these answers and evidence previously uploaded to ensure these are still correct and the documents do not need changing or reviewing. You will then be required to complete each section by clicking the declaration control at the bottom of the page to confirm you have received your answers and evidence for that section.
Do I need to upload evidence, or can I state where this is kept in the alternative description box? We encourage organisations to upload evidence where possible, however this is not mandatory. If you choose not to or where this is not possible, for example if the evidence exists only in physical form and it is not possible to scan it, you can use the alternative description box to state where the evidence can be found. Other appropriate uses of the alternative description box include links to the evidence on the organisation’s website or intranet page.
How do I delete or edit the alternative description box from the IG Toolkit? To delete text in the alternative description box simply click in the box and delete the text written. You can also edit your text within these boxes.
How do I delete evidence that has been previously uploaded? Click on the choose file button. The document you have uploaded will have a red de-select button by it. Please click de-select and this will remove the file.
How do I choose a file that I have previously uploaded as evidence? Click on choose file. Click choose existing on the left hand side. This will then present up to five previous documents you have uploaded for other evidence. Choose which file you require and click the green select button. If the document is not in the previous five you have uploaded, you can search for the document. Click the search bar above the list of documents and type in the document title you are looking for or a key word.
Can more than one user access and update the assessments? Yes, more than one person can be in the toolkit at one time. You just can’t work on the same section at the same time.
How do I know if another user is completing a specific section? If more than one user is logged in, you can complete different sections each. If another user is in a specific section, the button will show a padlock icon on it and will not allow you to go in and work on that section.
How do I make my own action plan on the toolkit? On the bottom of each section is the IG Action Plan arrow. Once opened there are tiles broken down into quarters and priorities. This gives you the opportunity to make notes for things you feel you need to improve on. For example, making notes on documents you hold that may need reviewing before uploading. You can access your action plan from the dashboard. On the left-hand side there is an Action Plan Report tab. This will open your report showing each section you have made notes on. You can also download this as a PDF. We recommend you utilise the action plan as it helps you manage your submission, make future improvements within the organisation, and helps with accountability.
Submission
Can the Toolkit be submitted incrementally, or does it have to be submitted once it’s fully completed? You can go in at your own leisure and complete as much of the form as you wish. Once logged on, before you launch your form, a progress bar is presented showing you how much of the submission has been completed. You can only submit the toolkit once in the submission year.
How do I submit the toolkit and when is the submission date? After completion, click on the blue submit button on the left hand side of the page.
The IG Toolkit must be submitted no later than the 31st March 2025. To note once the closing date is reached, we are unable to re-open the IG toolkit for any late submissions.