Lessons
Welcome to the Lessons user guide. This feature is a comprehensive lesson management tool designed to enhance organisational learning and improve team performance through reflective practice. Lessons learned can be systematically captured, allowing teams to document insights and experiences from completed projects or resolved issues. This helps in identifying successful strategies and areas for improvement, solidifying knowledge that can prevent future errors and enhance efficiency.
The lesson management system is integrated into Governance, providing a central repository for all lessons. This makes it easy for teams to access and apply learned knowledge to ongoing or future projects. Each lesson can be linked to specific tasks or projects, enabling teams to see the direct impacts of their lessons learnt. When addressing new challenges, teams can refer to related lessons, using past insights to guide current decisions and strategies.
This structured approach not only helps in maintaining a clear record of organisational lessons but also supports targeted educational efforts, making it easier for teams to find relevant lessons when needed.
Lessons is seamlessly integrated with the Governance Dashboard. Lessons can be reviewed in relation to specific projects to easily generate detailed reports and gain insights into how lessons are influencing project outcomes and overall performance.
Access to Lessons is included as part of the Governance licence. For further information contact [email protected].
Accessing lessons
Upon purchasing Governance and its associated features, all users have default access to the Lessons feature. Your organisation’s administrator(s) have the option to remove access via User Management, available to administrators in the header.
User Permission
Granting individual users access to this module does not automatically provide ac
Granting individual users access, does not automatically provide access to all moduleName within your organisation, but it allows users to create a new one. You can only view items to which you are assigned or have permissions.
A moduleName permissions include:
- Owner
- Member
- Notified user
- Attachment reviewer
There can only be a single owner but there are no limits to the number of members or notified users. Each attachment can also have one reviewer. Owners can edit and delete their assigned items, while all other roles have edit rights but cannot delete. When more than two members or notified users are added, the additional user details are combined into a single pill, which can be clicked to view further details. These pills are alphabetically ordered.
Info:
- A user cannot be assigned both the roles of owner and member but there are no restrictions on the notified users field.
- Owner fields are mandatory throughout the 9ine Platform.
- If a user's account has been disabled and they held the role of owner, you will be prompted to reassign upon next edit and prior to clicking Save.
Warning:
- A lesson owner, members, notified users, and attachment reviewers are automatically granted access to associated tasks.
- If a user is assigned the role of lesson owner and their account is deleted via User Management by your account administrator(s), the administrator will be prompted to reassign any lessons that are marked as Open and not marked as Closed.
Adding and removing notified users
Mention User (@)
To add a notified user, use the mention function in either the description field ...
To add a notified user, use the mention function in either the description field on the Details tab or the notes field on the Notes tab.
- To begin, click the @ symbol on your keyboard and type the first name of the user you wish to mention.
- A user can be mentioned at the start, in the middle, or at the end of the entered text.
- To remove a user as a notified user, simply delete their name from the relevant note.
- Mentioning a user sends an in-Platform notification and an email unless the user has disabled email notifications.
- The email notification sends a complete copy of the text entered by the user in the 9ine Platform, to the user’s registered email address.
Step 1:
Step 2:
Understanding how to create and edit lessons including the details tab
Begin by clicking New Lesson in the top right hand corner, to get started. You will then be presented with five tabs, including:
- Details
- Checklist
- Notes
- Attachments
- Custom Data
The first tab allows you to capture and view key details associated with the lesson, including the title, number, description, summary of changes required or implemented, project group, project, owner, members, notified users, next review date, priority, and status.
Tip:
This tab has three mandatory fields: title, owner and status. Prior to selecting Save you must enter the details in the three mandatory fields.
Number field
The Number field helps order items sequentially in the log. You can enter up to five-digit numbers, including decimals. The sequence number is visible to all users within the organisation and is not user-specific.
Warning:
Text values are not permitted in this field.
Description Field
The Description field offers additional formatting functionality. The formatting applied in the rich text editor is retained and displayed on the moduleName log when clicking the Description icon.
If a description has not been added, the field appears as grey and disabled on the moduleName log.
Similarly, the Summary of changes required and implemented provides enhanced formatting options, enabling your organisation to clearly record and plan adjustments associated with identified lessons.
Selecting a project group and project for a lesson is optional as the lesson can be designated as standalone. If a project group and project are selected, their names will be displayed on the log. If these fields are left empty and the lesson remains standalone, the log will display a -.
Tip:
It is possible to move a lesson to a different project group or project by clicking on Edit and selecting your preferred project group and project titles.
A lesson can be assigned one of five priority levels: critical, high, medium, low, and very low. When you select one of these priority options, or if a lesson is left with a No Priority status, specific colours are assigned to represent each priority in the lesson log:
A lesson has two statuses, Open and Closed. Closing a lesson does not remove it from the log: it stays in the Lesson Log, and you can use the Status filter to show or hide closed lessons. A closed lesson can be reopened at any time.
Utilising the checklist and custom data tabs
The Checklist and Custom Data tabs are identical in functionality.
Checklist Tab
To add an item in the respective tab, enter text in the field and click ...
To add an item in the respective tab, enter text in the field and click Add.
- The checklist tab accepts alphanumeric values and has no text limit.
- Duplicate entries are not permitted.
- When you enter more than one entry, you have the option to reorder them by dragging and dropping the items into your preferred sequence.
- Individual items can be marked as closed, with the option to undo this action at any time by unchecking the item.
- To mark an individual item as closed, you can either click the checkbox or the text. When an item is marked as closed, the text will be struck through. To uncheck an item, repeat this process.
You also have the option to edit and delete individual items.
Utilising the notes tab
Notes Tab
The ...
The Notes tab allows you to maintain a single repository of information. You can add multiple notes at once using the Add Another function, but these notes are not saved until you click the primary Save button at the bottom of the popup.
When adding a new note, a record of the user's details, date, and time of entry are added, and the most recent notes will automatically appear at the top of the list. If an individual note is edited, the time and date of the note are updated, and the note reordered.
Additional formatting functionality is provided on the notes tab. If entering large volumes of data, click the Full Screen option.
Warning:
- For security purposes, the 9ine Platform will log users out of their active sessions after 45 minutes of inactivity, with a reminder triggered at 30 minutes of inactivity.
- If you are in full screen mode, the reminder may not appear unless you have browser-based notifications enabled.
- Typing in the field is not considered activity; activity is only registered when clicking Cancel or Save.
Uploading and managing attachments
Attachments
The ...
The Attachments tab allows you to upload files or images using your native file explorer.
- Maximum file size: 10MB
- A maximum of five files can be uploaded at a time
- Supported file types: jpg, jpeg, tif, tiff, png, odg, otg, txt, rtf, doc, docx, pages, odt, ott, odm, pdf, xml, xmlx, numbers, ods, ots, ppt, pptx, key, keynote, odp, otp, xls, xlsx, tsv, csv, pst, eml, emlx, ost, oft, msg
- The file name cannot contain special characters: /?<>|"\ #+&'~
Each attachment uploaded can be assigned a reviewer, allocated a review date, and further information can be included. This process ensures that attachments added remain current and do not become obsolete. When an attachment is added and a reviewer is assigned, the reviewer is automatically granted access to the moduleName, enabling them to review the attachment.
Understanding how to use lesson log
When creating a lesson, or editing an existing one, the details entered are added to the log. Each lesson is automatically assigned a unique reference number (starting with LES) that cannot be edited.
To view only the items you are responsible for, use the My Lessons toggle located in the top right-hand corner of the log. This will filter and display items where you are the owner, member or notified user.
Sorting, View and Filter for log
Default sorting is applied to the “No.” column, which can be altered by clicking
Default sorting is applied to the No. column, which can be altered by clicking on the title of any other column. Clicking a column header once sorts the log by the selected column, and clicking it a second time reverses the order.
To remove individual columns, click View and deselect the columns you do not want to display, whilst retaining a minimum of one column. After selecting your preferred columns, click Apply. You also have the option to Save View.
You can also change the sequence order of the columns by dragging and dropping them into your preferred order. Any changes are automatically saved and retained on the next login.
Info:
- The changes applied to the sequence order of the log and in the View popup are user and log specific and only applied to your profile.
- The sequence order in the View popup does not update to reflect the order created through dragging and dropping.
- The log opens using your most recently saved filter and column view. If you have not saved any preferences, the organisation default view is applied, this is why the log can appear differently per user account.
To focus on specific items, you can use the Filter or Search functions. When a filter is active, an orange icon appears next to the filter icon for easy recognition.
- To quickly clear any filters, click the Clear Filters button in the popup.
- You can also apply a temporary filter without clicking Save Filter.
- To revert back to your saved filter, click Reset.
- Similarly, you can select data points and click Apply without saving your filter options.
To access the tasks associated with a lesson, click the count under the Task column, and then select View All or the specific filtered count. For instance, clicking 6 will direct you to the Tasks log, displaying a filtered view of the 6 tasks associated with the lesson you selected.
When a lesson is associated with a form:
- Incident Management
- Records of Processing Activity
- Processing Operation Assessment
- Data Protection Impact Assessment (DPIA)
- Retention Management
- Contract Management
This field is populated with the title and reference number of the associated item. Associations must be created from the forms and cannot be created through the lesson log.
Understanding the quick actions for a lesson
The lesson log offers a suite of quick-access functions through its menu options, including:
-
Create Task
This allows you to directly creates a task associated with the lesson. -
Add a Note
Opens the lesson popup directly on the Notes tab. -
Add Checklist Item
Opens the lesson popup directly on the Checklist tab. -
Add Attachment(s)
Opens the lesson popup directly on the Attachments tab. -
Add Custom Data
Opens the lesson popup directly on the Custom Data tab. -
Add Member(s)
Opens a members popup to quickly grant users access to the lesson. -
Duplicate
Duplicates the lesson along with all associated tasks with the prefix Copy of. The copy does not include notes or attachments. -
Close
Marks the lesson and all its associated tasks as Closed. The lesson stays in the Lesson Log (use the Status filter to show or hide closed items) and can be reopened later. -
Reopen
Returns a closed lesson to Open and restores it, and its associated tasks, to their logs; associated tasks return to Not Started. -
Delete
Marks the lesson and all its associated tasks as deleted, effectively removing them from the 9ine Platform.
Info:
When closing or deleting a lesson, it is not possible to retain child tasks unless they are moved to a different lesson.
Downloading lesson
Download Governance Log Items
To download the data shown on the respective log, click the “Download” button loc
To download the data shown on the respective log, click the Download button located in the top right-hand corner. You can customise the download report to include or exclude data by using the search bar, filter, view options, or My moduleName functions. Upon clicking the Download button, an export will be saved to your local file explorer. The format of the exported moduleName is XLS.
Configuring lesson notification settings
Global Due Date Notifications Alerts
To ensure you're always informed of key moduleName milestones, users can configure their personal notification preferences within the Notification Settings area of the 9ine Platform. This enables both email and in-Platform alerts for important events in the moduleName lifecycle such as end dates, due dates, renewal reminders, termination deadlines, and next review dates.
To activate alerts:
- Navigate to your Notifications (available in the header)
- Click the Notification Settings icon
Toggle Global Lifecycle Alerts on for both In Platform and Email to receive notifications through both channels.
Under Reminder, you can select how far in advance you would like to be notified of an upcoming milestone (e.g. 7, 14, or 30 days before the due date). This ensures you receive early warnings before deadlines approach. You can choose any period from 1 to 31 days in advance.
These reminders are designed to give moduleName owners and stakeholders enough lead time to review, act, or make decisions before renewal or termination windows close.
To receive multiple reminders, you can enable Repeat notifications.
- Repeats are available in weekly intervals and are only triggered if your chosen reminder period is 7 days or more.
- The number of notifications is based on your reminder window:
For example:
- If your reminder is set to 10 days, you’ll receive 1 notification.
- If it’s set to 16 days, you’ll receive 2 notifications.
This flexible notification system helps ensure key events never go unnoticed, especially in busy school environments where planning ahead is essential.