Winkerk Online. Contents

Transcription

1 Contents Winkerk Online Background... 2 Introduction... 2 Where to start Upgrade existing accounts Upgrade your existing Winkerk Online Account Login to the new account using your address as username and your new password Use the dropdown next to your name to register yourself as a Member User Day to day operation Member requests... 6 Types of Winkerk Online Users... 8 i. Member User... 8 ii. Congregation User... 9 iii. Congregation Admin User... 9 Accepting the members' request... 9 Lost Password Data requests Procedures in Winkerk Online Search Options in Winkerk Online Column name filters Is Equal To: Starts With: External filters Involvement: Groups: Birthdays: i. Remove ALL filters ii. View data or request changes in WinkerkOnline Procedures in Winkerk

2 Background The Winkerk Online Module functions independent from Winkerk 7. The Winkerk Online Module is a web based application that can be accessed from any device with a browser that is connected to the internet. The website can be accessed from different browsers. Introduction When you log on to the Winkerk Online website you will see the following screen. 2

3 Where to start Upgrade existing accounts 1. Upgrade your existing Winkerk Online Account. Due to new functionality in Winkerk Online, all existing users (before Jan 2017) must re-register their accounts on the website. The process only requires the completion of additional information on the site. Users must first logon with their old Username and password for the system to identify them. As soon as you click on "Login" the following screen will be displayed. Users must now enter their own address. Please bear in mind that since the username is now replaced by an address, do not use a generic address for the congregation, but a separate address for each user. Users can also now specify their own passwords. You can then click on "Upgrade Account". 3

4 An will then be sent to the address that the user supplied. The next screen will then be displayed. The users must then open their and click on the link in the . After clicking on the link in the the following screen will be opened. 4

5 2. Login to the new account using your address as username and your new password. Once logged into your new account, the "Congregation User" features will be available, except for the synchronization between Winkerk 7 and Winkerk Online. To be able to synchronize changes on Winkerk Online to Winkerk 7, you need to be a "member user" as well. 3. Use the dropdown next to your name to register yourself as a Member User. Click on the dropdown next to your name, and then click on "Link a Winkerk 7 member". You must use this feature to link yourself as a member user on the system. For Winkerk 7 to link the requested changes from the Winkerk Online website to the Winkerk 7 offline database you need to be registered as a member in the Winkerk 7 database. Only members on the Winkerk 7 database may request changes on Winkerk Online. Click on the dropdown to choose your congregation, and complete your full names, surname, date of birth and your cellphone number. Then click on the "Request Member Link" button. 5

6 Once this is completed, you need to go to Winkerk 7. There will appear numbers next to names of the "Data Request" and "Member Request" buttons. This numbers represent the number of requests made on Winkerk Online. The two buttons in Winkerk 7 represent the two different types of requests to deal with. Day to day operation 1. Member requests The first member request that need to be dealt with, is your own member request. Only personnel that are members on the Winkerk 7 database can request changes on the Winkerk Online website. To accomplish this, the Winkerk 7 user needs to "link" themselves on the Winkerk Online website to their own record in Winkerk 7. If a person is not a member of the congregation and needs to act as a Winkerk Online user, that person first needs to be captured as a member in Winkerk 7. The membership status and certificate status can be entered as "Unknown". When you click on the member request button the following screen will appear. 6

7 A list of entries will appear. Click on the appropriate entry and then click on "Show". The next screen is divided into three sections. The entry on the left (with the yellow background) is the information as entered by the requesting member on the Winkerk Online website. At the bottom of the screen is a list of possible matches. The information of the selected member is shown on top in the area with the green background. If no direct match is found, the user may click on the "Select from all Members" button. This button will open the following screen: 7

8 This feature provides the facility to link any member on the Winkerk 7 database as the requested member to act as a Winkerk Online user. Please be aware that this might be very dangerous. It is imperative for the Winkerk user to verify the identity of requests before they authorize the request. The Winkerk 7 user must be vigilant in the authorization of members requests due to the fact that any person browsing the web can register on the site. It is furthermore very easy for members when requesting an account to choose a wrong congregation. (See the list of congregations on the left.) When congregations encourage members to register on the Winkerk Online website, they must urge members to carefully choose the correct congregation to minimize incorrect requests in other congregation's Winkerk 7 programs. Members must carefully choose the congregation with the correct name and denomination. Types of Winkerk Online Users i. Member User Any member of your congregation can register on the Winkerk Online website as a member user. This will enable the member to view his/her own data, or if the members are the head of the family he/she will also be able to view information of all the family members. Members will also be able to request changes to the data of their own family. Members will NOT be able to view or edit data from any other member that is not part of their own family. It is the responsibility of the Winkerk 7 user to authorize members' requests. When clicking on the "Accept" button, the following screen will be shown. 8

9 In almost all cases it will only be necessary to click on "Accept" which will active the selected person to become a Member. This means that this person (the head of the family) will be able to view and request updates in Winkerk Online for his/her own family. ii. Congregation User If the selected member also need to view and request updates for all members in the congregation, the "Congregation User checkbox" needs to be checked. A congregation member will be a person authorized by the church council or any other governing body of the church to view or request changes to member's data. Normally this type of user will be employed by the church such as administrative personnel or ministers or pastors. iii. Congregation Admin User If the selected member also need to assign user rights to congregation users, the "Congregation Admin User checkbox" also needs to be checked. Accepting the members' request When accepting the users request, Winkerk 7 will automatically send an to the user's address informing the user of his/her successful application. 9

10 The finalization of the process is now in the hands of the user. The user needs to open the , and click on the link supplied in the . Following the link in the , the user will be taken to the following website. The user can now log into Winkerk Online with his/her address as username and his/her own created password. Lost Password In the case that a user forgot his/her password, it can be recovered by clicking on the "Forgot Password" link on the website. This will open the following screen: Type the address that your account is registered with and also confirm the address. Then click on "Recover Account" When the user clicks on the "Recover Account" button the user will receive an in his/her inbox with instructions to recover the password. 10

11 The user can now click on the "reset" link in the . This will open the following screen on the Winkerk Online website. Please type a new password and confirm the new password and click on the "Reset Password" button. 2. Data requests Procedures in Winkerk Online When an authorized congregation user log into Winkerk Online the following screen will be displayed: 11

12 Search Options in Winkerk Online 1. Column name filters Next to the Surname, Nickname, Title, Cellphone, Street address, Neighborhood and Member status fields are filter icons. When the user click on the filter icon, a dropdown as above is displayed. Next to "Is Equal To" is also a dropdown. When clicking on this dropdown a list with four options are displayed. 12

13 Any of the four options can be used to filter records with. For instance: Is Equal To: Barnard will display the following members: Starts With: Ba will display the following members: To start all over again with a new selection, click on the "Remove ALL filters" button. 2. External filters It is important to remember that you need to click on the button "Remove ALL Filters" before trying to execute any of the external filters. 13

14 When you click on "External Filters" the following screen will be displayed. There are three tabs. The tabs are: Involvement: A list of all the involvement items are displayed. To select members with one or more involvements, check the box(es) next to the item and then click on "Filter" Only members that belongs to those activities will be displayed in the list of members. Groups: The filter for "Groups" works in the same way as the above filter for involvement. 14

15 Birthdays: There are "Quick Select" buttons for "Today" and "Tomorrow". A list of birthdays between two dates can be selected by using the Beginning and End Month and Day dropdowns. After choosing the start and end days you must click on "Filter". A list of members with birthdays between the start and end days will be displayed. i. Remove ALL filters This button will clear all previously selected filters. It is important to use this button before you want to select any other selection. ii. View data or request changes in WinkerkOnline. Locate the member by clicking on the member and then click on the button "Show Details". The following screen will then be displayed. 15

16 The information for each family member is displayed in different tabs. Each member has their own tab. If the WinkerkOnline User only have viewing rights, then the "Edit" button will not be visible. If you need to edit information on this screen, click on the "Edit" button. The background of the screen will change to light yellow. The fields now become active to change the information. Say for instance the names and initials of the member needs to be updated, you can start to change the information on the screen and then click on "Save". 16

17 The background of the screen will now change back to the default color and the requested changes will be highlighted in blue. If you hover your mouse over the blue fields the tooltip will show "Pending Approval" Procedures in Winkerk 7 To accept personal detail changes made with Winkerk Online, the request will need to be approved in Winkerk 7 17

18 When clicking on the "Data Request" button in Winkerk 7 the following screen will open. A list of pending data requests is displayed. When you click on a request and then on "Show" the following screen will open. In the top left corner of the screen the information regarding the requesting member is shown and below that the name of the member that needs to be changed. On the right-hand side appears all the proposed changes. Each request shows the current value of the field on the Winkerk database, as well as the requested value. Changes can be accepted or declined by the Winkerk 7 user. If accepted, the new vale will automatically be updated in the Winkerk database. 18

19 When the user click on the "Accept" or "Decline" buttons the background color will change according to the action. An "Accept" click will change the background color to green and a "Decline" click will change the background color to orange. If the user click on the "Done" button, accepted changes will be updated in the database and rejected changes will just be ignored. The "Data Requests" screen will then close and the previous screen with the list of requests will also be updated by deleting the member from the list. The Winkerk Online website will also be updated by changing the background color of the appropriate field. In the case of accepted changes the background color will change to green and the background color for rejected changes will change back to the default background color. 19

20 How to register new Winkerk Online users. Navigate to the Winkerk Online website. ( When anybody click on "Register" the screen on the left will open. The first step is to choose your congregation very carefully. Please bear in mind that the list of congregations that are displayed when clicking on the dropdown next to "Choose a congregation" is quite comprehensive and consists of all the churches that uses "Backup Buddy". When congregations encourage members to register on the Winkerk Online website, they must urge members to carefully choose the correct congregation to minimize incorrect requests in other congregation's Winkerk 7 programs. Members must carefully choose the congregation with the correct name and denomination. Applicants then need to complete the rest of the page with their address, that will be their username for future logins into the website. Applicants are to assign a password for themselves. They must further complete their name, surname, date of birth and cellphone number. This information is necessary to locate the correct member in the congregation's Winkerk 7 database. When the applicant clicks on "Request Account" the following screen will be displayed. The Winkerk 7 user now needs to authorize the applicants request in their Winkerk 7 program. 20

21 If the congregation is registered with Infokerk to use the Winkerk Online facility the following screen will be displayed in their Winkerk 7 program. Notice the Tab on the right-hand side of the screen. There are two buttons, present with the captions "Data request" and "Member request". Both captions will be followed by numbers. These numbers indicated the number of member of data requests. If the congregation is not yet registered for Winkerk Online the two buttons will not be visible. When the Winkerk 7 user clicks on the "Member request" button, the following screen will be opened. When the user clicks on the "Show" button, the following screen will be displayed. 21

22 The above screen is divided into three sections. At the top on the left is the request as it is received the Winkerk Online website. The screen at the bottom display all the possible matches. The closest match will be displayed at the top on the right-hand side. If the users now click on the "Accept" button, the member on the right (in the green area) will be accepted as a Winkerk Online user. As a second level of security the Winkerk 7 user must click on the "Accept" in the following screen as well to finalize the process. 22

23 If for some reason the Winkerk 7 user click on "Cancel" or just close the screen without clicking on "Accept" the screen will close and the requested person will not yet be registered as a Winkerk Online user. For all member users, you ONLY NEED TO CLICK on "Accept in the above screen. See page 9 of this document for a detailed explanation of different types of Winkerk Online Users. Thank you for using Winkerk 7 and Winkerk Online. Please contact you nearest branch for more information. Jan Venter Feb