MODULE - Access Rights Admin Portal file2 Admin Portal Module: Access Rights Date Created: Jun 2011 Date Updated: July 2014 Version 2 To add a new Admin User to the Admin portal, you

Admin Portal

Module: Access Rights Date Created: Jun 2011

Date Updated: July 2014 Version 2

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MODULE - Access Rights Overview This guide provides you with step by step instructions on how to set up and maintain your Admin Portal Administrator’s, create and maintain End Client and Supplier Portals and controling the Candidate Portal view and edit rights.

This guide is split into the following sections:

Section 1 Adding a New Admin Portal User

Section 2 Editing an Existing Admin Portal User

Section 3 Creating and Managing End Client Portals

Section 4 Creating and Managing Supplier Portals

Section 5 Controling Candidate Portal View and Edit Rights

Section 1 – Adding a New Admin User You can add new Admin Users or edit existing Admin Users at any time. You can also suspend User’s access, resend User ID or change passwords. New Admin Users will receive an email on creation advising them to set up their own login details. Existing Users will need to re-login to the Admin Portal for any changes to access to take effect.

Workflow

Login to Admin portal

Select

Administration

tab

Select

Manage

Admin Portal

Users

Click Add

Enter user details

Tick all

required

access boxes

Click Save

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To add a new Admin User to the Admin portal, you will need to log onto the Admin Portal and follow these steps:

Select ‘Administration’ tab

Select ‘Manage Admin Portal Users’ sub tab

Select the ‘Add User’ button

Enter the Users First Name, Last Name and their email address (must be unique)

Tick all the boxes for the required access areas

Click the ‘Save’ button to finish Manage Admin Portal Users screen example:

Once an Admin Account has been created an email will be sent to the Admin User’s registered email address. The details within this email should be used by the User to create a unique ‘Username and Password’ so that they can access the portal.

Section 2 - Editing an Existing Admin User To edit an existing Admin User’s access, resend User ID, change password or un-suspend a User, you will need to log onto the Admin Portal and follow these steps:


Select ‘Manage Admin Portal Users’ sub tab

Locate the required User from the Admin User List

Click the ‘View’ button

Tick / Un-tick the relevant access boxes as required to amend the access

Click the ‘Update’ button when finished

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Manage Admin Portal Users screen example:

Resending User ID Resending the Admin User ID will enable the User to set up their login details again. To resend the Admin User ID click the ‘Resend User ID’ button on the access screen. User Access screen example:

This will resend the User ID & User Ref to will be resent to the Admin User’s registered email address.

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Changing Passwords To change your own password, you will need to log onto the Admin Portal and follow these steps:

Click the ‘Change Password’ button on the Access screen

Complete the required details

Click the ‘Update Password’ button to finish Update Password screen example

Suspended Admin Users If an Administrator Users Login has been suspended, follow the below steps to un-suspend the User:

Select Administration

Click Manage Admin Portal Users

Select Suspended from the View user status dropdown list

Click View

Un-tick the Suspend box

Click Update

Suspended tick box screen example

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Section 3 – Creating & Managing End Client Portals You can create and manage End Client Portals (ECPs) via the Administration section of the Admin Portal. You can add new Users to existing End Client Portal, and merge portals. Merging portals will give Users associated with one portal the same access to the merged portal.

Workflow

Login to Admin Portal

Select

Administration

tab

Select

Manage End

Client Portals

Click Add

Enter End Client

Portal name

Assign Sales

Ledger

Accounts to

ECP

Click Save

Click Add

User

Enter ECP User

Details and Set

Access Rights

Click Save

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Creating a New End Client Portal To create a new End Client Portal, you will need to log onto the Admin portal and follow these steps:

Select the ‘Administration’ tab

Select ‘Manage End Client Portals’ sub tab

Click the ‘Add’ button

In the Description box, enter the End Client Portal name (this is a free text field so can be called anything you want)

Assign any required Sales Ledger Accounts to the portal (to do this, highlight the required account from the unassigned section and click the > arrow button to move this to the assigned section)

Click the ‘Save’ button to finish You can now add Users who can access the End Client Portal Assigning Sales Ledger Account screen example:

Adding a New User to End Client Portal Once you have set up the End Client Portal you can add new User’s so that they can access the End Client Portal. To add a new User, click on the ‘Add User’ button.

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Add User screen example:

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To give a new User access rights, you will need to follow these steps:

Enter the First Name, Last Name and Email address of the new User

Tick the View Related Sales Ledger Record box, if required (this allows the User to view Timecards related to all Sales Ledgers link to the ECP in addition to those the user can authorize).

Tick the Timecard Authorize box, if required (this allows the User to authorize Timecards assigned to them)

Review all access rights and tick the required access boxes

Click the ‘Save’ button to finish After saving two emails will then be sent to the End Client Portal User to set up their login details.

Adding Timecard Delegated Authorizer Once the End Client Portal User has been set up you can also edit the User’s access to add a Timecard Delegated Authorizer. This allows a User to nominate another User to authorize Timecards on their behalf for a chosen period of time. There is also the option to remove the Timecard Delegated Authorizer at any time. To set up a Timecard Delegated Authorizer, you will need to log onto the Admin portal and follow these steps:



Select the End Client Portal from the End Client Portal drop down list

Select the User from the User drop down list

Click the ‘Add Timecards Delegated Authorizer’ button

Select the User to delegate to from the Delegate Authority To drop down list

Enter the Start Date and End Date for the period to be delegated

Click the ‘Save’ button to finish

Add Timecard Delegated Authorizer screen example:

Merge with another Portal You can also merge an End Client Portal with other End Client Portals. This allows Users to have access to the additional End Client Portal without the need for an additional login. When merged, the Users will have the same access rights on each portal. To merge an End Client Portal, you will need to log onto the Admin Portal and follow these steps:



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Select the End Client Portal from the End Client Portal drop down list

Click the ‘Merge with Another Portal’ button

Select the End Client Portal to merge with from the Portal to Merge With drop down list

Click the ‘Merge’ button

Click the ‘Confirm Merge’ button to finish To add additional End Client Portals, repeat the steps above. Merge End Client Portal screen example:

Note: Once an End Client Portal has been merged to another End Client Portal it will no longer appear in the End Client Portal drop down list in the Manage End Client Portal screen. Only the End Client Portal it was merged to will appear in the list. To un-assign a merged End Client Portal, follow these steps:



Select the End Client Portal

Click Edit

Select the End Client Portal that you wish to un-assign from the Assigned box

Click the arrow button pointing towards the Unassigned box

Click Save

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Un-assign End Client Portal screen example:

Note: End Client Portals that have been unassigned from the Portal it was previously merged with will become inactive, meaning it will no longer be able to view the data of the previously merged End Client Portal and will not be reinstated to the End Client Portal dropdown list. Always ensure that you no longer have use for an End Client Portal before you un-assign it from the Portal it was previously merged with.

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Section 4 - Manage Supplier Portals Overview Once a Purchase Ledger company has been added, you can create a portal for the company to allow a user to view and accept documents online such as contract documents & invoices. For example you may wish for the company to choose to opt in or opt out of the Employment Agencies and Employment Businesses Regulations (EAA) or to view and accept an Assignment Schedule.

Manage Supplier Portals – Process of adding a user for a Supplier Portal

This is how you can add a user to a Supplier Portal: Example – Flow Diagram:

Log In to Portal

Select

Administration

Select Manage Supplier

Portals

Locate via Supplier Portal Dropdown

Select Add User

Add Name and Email Address

Assign Admin Rights

Save

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How to add a user to a Supplier Portal

Step-by-Step Instructions - Add User: Select Administration Tab

Select Manage Supplier Portals

Locate Purchase Ledger Name via Supplier Portal Dropdown

Select Add User

Add Forename, Surname and Email Address

Tick which Access Rights the user will require

Click Save Manage supplier portal screen example:

Manage Supplier Portal access rights set up screen example:

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Once user details have been saved, 2 emails will be sent to the user to confirm a User ID and Unique Ref. The user can then create a unique User Name and Password and access the portal.

Access Rights The following Access Rights can be selected for the user:

Help

Placement Data - Other Documents

Reports - Documents Not Accepted, Documents Accepted & Invoice Tracker

Administration - Add Supplier Portal Users

Candidate - Candidate Details - Enter Timecard - Enter Expense Timecard & Other Documents

Once a user has been added Access Rights can be edited, and updated.

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Step by Step Instructions – Edit Access Rights:

Select Administration Tab


Locate Purchase Ledger Name via Supplier Portal dropdown list

Select Supplier Portal User

Amend Access Rights

Select Update .

Suspended Admin Users If an Administrator Users Login has been suspended, follow the below steps to un-suspend the User:

Select Administration

Select Manage Admin Portal Users

Select Suspended from the View user status dropdown list

Select View

Un-tick the Suspend box

Select Update

Suspended tick box screen example:

Resend User ID Should a user forget their unique User Name and Password they have created, it is possible to re-send their User ID & User Ref. The User can then re-visit Get Login to create a new unique User Name and Password.

Step by Step Instructions – Resend User ID

Select Administration Tab


Locate Purchase Ledger Name via Supplier Portal dropdown list

Select Supplier Portal User

Resend User ID

Resend User ID screen example:

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Section 5– Controlling Candidate Portal View and Edit Rights You can control what you let your Candidate’s see and do within their Candidate Portal. To set Candidate’s portal access, you will need to log onto the Admin Portal and follow these steps:

Select the ‘Administration’ tab

Select ‘Candidate Portal Administration’ sub tab

Then select Company and click the ‘View’ button

Tick all the access boxes for all required access areas

Once finished click the ‘Save’ button

Candidate Portal Administration screen example:

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Helpful Tips:

You can only grant access to areas/functions that you have access too.

If you give access to a User that has something you don’t then they will lose this access as well.

Existing Users will need to re-login to the Admin Portal for any changes to their access to take effect.

To encourage users to follow best practices for password protection, we recommend that a strong password is used when creating login credentials. A strong password contains at least 1 upper case character, 1 lower case character and 1 number.

If the access box is greyed out, it means you do not have access and therefore can not grant access. If access is needed you will need to speak to the System Administrator to grant this access to you.

Email addresses must be unique so cannot be duplicated or used for multiple users.

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You can use * as wild card searches in any search field if you do not know the correct search criteria.

You can only delegate Timecard Authorization to another user of the End Client Portal.

If you require an End Client User to search data via the Timecard List, where the user is not a Timecard authorizer associated to an assignment or hasn’t been delegated authority for a Timecard authorizer associated to an assignment, you would be required to assign the access right: View Related Sales Ledger Record via the Manage End Client Portals section.

End Client Portals that have been unassigned from the Portal it was previously merged with will become inactive, meaning it will no longer be able to view the data of the previously merged End Client Portal and will not be reinstated to the End Client Portal dropdown list. Always ensure that you no longer have use for an End Client Portal before you un-assign it from the Portal it was previously merged with.

Terminology:

Placement = Assignment = Post = Contract

Candidate = Worker = Contractor = Employee = Locum

Supplier = Purchase Ledger Company = LTD Company / Umbrella Company

End Client = Sales Ledger Company = Client

Terminology is controled by the Admin User by updating Data Dictionary within System Configuration, which is located under Administration tab.