Compliance

The Idea behind it

The Compliance feature displays the status of a device in terms of meeting specific criteria (e.g., compliance requirements for medical devices). By providing predefined compliance definitions, service providers assist end users in keeping their devices operational and compliant, thereby reducing the burden of managing these requirements independently.

How it works

The compliance status of devices is assessed by evaluating their digital twins against predefined criteria.

• Compliance Definitions: The compliance criteria are defined by the main organization (service provider) (picture).
• Compliance Definitions Activation: Compliance definitions are activated individually for each device by the end users (picture).
• Compliance Definitions Content: Compliance definitions may include requirements such as the absence of certain tasks/tickets/video sessions (e.g., 'No open problem reports,' 'No open maintenance tasks'), the upload of specific documents (e.g., certificates), user input such as text entries or checking a checkbox, and the verification of the warranty status.
• Compliance Status: The current compliance state is displayed on the device's home screen (mobile)(picture) and in various lists within the back office (picture).

Note:

• Multiple compliance definitions can be active simultaneously (picture)
• Certain compliance criteria, such as uploading attachments, entering text, or checking a checkbox, can only be fulfilled through the back office (customer login)

How to define compliance definitions

Compliance Definitions ("What is required for a device to be compliant?")

1. Select TEMPLATES from the side menu.
2. Select the template for which you want to set up a compliance definition.
3. Navigate to the Modules tab.
4. Select Compliance from the side menu.
5. Activate the Definitions submodule (picture)
6. Select Definitions from the side menu.
7. Click + NEW COMPLIANCE DEFINITION (picture)
8. Configure the compliance definition according to your preferences:
   • Title
   • Description
9. SAVE
10. Click + ADD ELEMENT (picture)
11. Select a type of element and add a title, then click NEXT
12. Enter your content and configure element-specific settings, then click SAVE.

Note: You can change the order of the elements by dragging and dropping them as needed.

Compliance Definition Elements

Each element in a compliance definition evaluates specific criteria:

Element	Functionality
Task	Evaluates whether there are any tasks associated with a digital twin that meet the criteria defined in the compliance definition. If such tasks are found, the device is marked as "not compliant". Example: "No unresolved Maintenance Tasks"
Ticket	Evaluates whether there are any tickets associated with a digital twin that meet the criteria defined in the compliance definition. If such tickets are found, the device is marked as "not compliant". Example: "No unresolved Problem Reports"
Video Session	Evaluates whether there are any video sessions associated with a digital twin that meet the criteria defined in the compliance definition. If such video sessions are found, the device is marked as "not compliant". Example: "No incomplete Video Sessions"
Attachments	Requires the user to upload specific attachments (e.g., certificates). If the required attachments are not uploaded, the device is marked as "not compliant". Example: "Certificate"
Text	Requires the user to enter text into a designated field to achieve compliance. If no text is provided, the device is marked as "not compliant". Example: "Security Protocol Acknowledgement"
Confirmation	Requires the user to check a checkbox to confirm specific actions or conditions (e.g., 'I have read the Terms & Conditions'). If the checkbox is not checked, the device is marked as "not compliant". Example: "Terms & Conditions accepted"
Warranty Date	Evaluates the compliance status based on the expiration date of the warranty. If the warranty has expired, the device is marked as "not compliant". Example: "Valid Warranty"
Info	Allows the service provider to add informational text. This does not affect the compliance status but provides additional context or instructions for the end users.

How to Activate Compliance Definitions

By default, compliance definitions are inactive. To activate a definition and have the system check a device's compliance:

1. Select a device
2. Access the Compliance tab
3. Click + ADD COMPLIANCE (Picture)(Picture)
4. Choose a compliance definition from the drop-down menu (Picture)

Note:

• Activating a compliance definition a second time archives the previous one (Picture).
• Archived compliance definitions can be re-activated (Picture).
• If multiple compliance definitions are active, all criteria of these definitions must be met to change the device's compliance status to "Compliant" (Picture).