User Registration. Terminology Overview CHAPTER

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1 CHAPTER 2 This chapter provides details about the user registration process of the Cisco smart portal and covers the following areas: Terminology Overview User Creation Process Overview Launch the Smart Portal Application Overview Page Functions for Different Users Legal Agreement Task Pre-Reqs Tasks Terminology Overview There are some key terms that are used in the registration process, these terms are listed below: Customer is a person working for an entitled company that is a Cisco customer. Entitled Company name of a company that has a service contract with Cisco. Customer types there are 2 available customer types in the smart portal: Administrator Only one that can create new user registrations (users or administrators) 2-1

2 User Creation Process Overview Chapter 2 User Can manage only their own personal registrations; cannot register anyone for an entitled company. Types of smart portal user roles: There are several types of smart portal users, which are noted below: Customer Admin (CA) A CA can perform the following tasks: Create and maintain other Customer Admins or Customer Users that are registered to the same entitled company as them self. Change other user's functions (Administrator / User). View the reports for of the entitled compan(ies) they are associated to. Customer User can see inventory information for only those entitled companies they are associated to. Types of contracts: A customer must have supported contracts in the user's Cisco.com profile, the contracts are a pre-requisite for registration. The registration process needs to support: Specific SMARTnet contracts. Note There will be only one registration per entitled company and each registration is associated to only one user role. User Creation Process Overview This section describes the different types of user functions and identifies who can create and maintain them. There are two types of user functions: Administrator (Cisco employee and Customer Admin) User (Customer only) The following steps explain how different types of users are created in smart portal in a customer environment: 2-2

3 Chapter 2 User Creation Process Overview Step 1 Step 2 A Cisco employee creates the first Customer Admin (CA), for a specific entitled company. The first CA can now create other CA's and customer users that belong to the same entitled company as them self. Note Newly created CA's can also create other CA's and customer users, for the same entitled company. Customer Admins cannot register additional users when there are one or more CBR contracts in the user's profile (i.e. via Cisco Branded Reseller). Additional users can be registered by a Cisco Employee. A Cisco employee can perform the following tasks: Create additional CA's for an entitled company; no Customer users for an entitled company can be created by the Cisco employee. Can maintain and delete only those CA's they created. A CA can perform the following tasks: Can maintain other CA and User accounts, for persons that are registered to the same entitled company as them self. Can delete a user. Can change the function of a User to an Administrator or User function. 2-3

4 Launch the Smart Portal Application Chapter 2 Launch the Smart Portal Application Step 1 Go to the smart portal at URL: the smart portal Log In window opens. Step 2 Step 3 Enter your Cisco.com ID user name and password. Click Log In; the smart portal s window opens and displays the Overview page. Overview Page Functions for Different Users The functions that are displayed and available for use on the Overview page are dependent upon the function associated during user registration (Administrator or User). 2-4

5 Chapter 2 Overview Page Functions for Different Users Administrator Function A customer with function of Administrator has the following functions available through the Overview page. Note A customer, who has not yet accepted the Legal Agreement, logs in and is requested to first accept the Legal Agreement. See Legal Agreement for more information. After the Legal Agreement is accepted the Overview page is displayed. 2-5

6 Overview Page Functions for Different Users Chapter 2 There are restrictions on what an administrator can do depending upon the type contract the administrator has (see table). Table 2-1 Customer Registering 1st Customer Administrator Registering additional Customer Administrators and/or Customer Users Partner Branded Cisco Employee Customer Administrator Cisco Branded Cisco Employee Customer Administrator Direct Customer Cisco Branded - CBR (Cisco Branded Resale) Customer Cisco Employee Cisco employee * * The CBR customer administrators can not create additional customer administrators or customer users; additional users (Administrator, User) must all be created by a Cisco employee. 2-6

7 Chapter 2 Legal Agreement User Function A customer with a function of User has the following functions available through the Overview page. A customer with a function of User can maintain only their personal registrations and view reports. The user function has no other privileges; they can not create user registrations, or perform any smart collector functions. Legal Agreement There are three different aspects to legal agreements: A customer must accept the Legal Agreement before they can access the smart portal functions. An administrator can view those users that have a status of Pending Legal Agr. (Pending-Legal Agreements). An administrator can send those users an to Renotify them that they need to accept the Legal Agreement. 2-7

8 Legal Agreement Chapter 2 Accepting the Legal Agreement A customer who logs in, and has not yet accepted the Legal Agreement, will automatically be prompted to accept the Legal Agreement and be requested to perform the following steps: Note All users (customer administrators and customer users) must accept the legal agreement, before any functions can be performed on the web application. Step 1 Click Legal Agreement; the Legal Agreement is displayed for viewing and acceptance. Step 2 Read the legal agreement and at the bottom click either Accept or Decline. 2-8

9 Chapter 2 Legal Agreement Note If you click Decline, then you will not be able to access the functions of the smart portal until you accept the Legal Agreement. If you do not accept the Legal Agreement, you can do so at another time. Step 3 When you click Accept, the smart portal displays a Legal Agreement Accepted message on the tab. You are now able to use the smart portal functions. Step 4 Follow the directions in the next section to view all users that have a Pending Legal Agreement status for the same entitled company. Viewing Users with Pending Legal Agreement Status An administrator can view those users who have not yet accepted the Legal Agreement. The Administrators' can view those users that have a Pending Legal Agr. status in a list with all the other users or by filtering the entries, by performing the following steps: 2-9

10 Task Pre-Reqs Chapter 2 Step 1 Step 2 Click the tab if you are not currently on that page. Choose Pending Legal Agr. in the Status drop-down. Step 3 Click Filter; only those Users that have a Pending Legal Agr. status are displayed in the Administered Registrations area. Step 4 Click the Renotify User radio button option to let the users know that they still have a Legal Agreement Pending. Task Pre-Reqs The following tasks must be performed before registering a new user: The new user must have a valid Cisco.com ID 2-10

11 Chapter 2 Tasks Note To obtain a Cisco.com ID (CCO Id) go to and in the top right corner of the web page click Register. For New, the new user must have at least one smart portal supported contract in their CCO LDAP profile. Note When retrieving the contracts that exist in the to-be registered user's Cisco.com profile, the system will check if the contract status of the contract is valid. Valid contract statuses are: 'Active', 'Overdue', 'Signed', 'QA_Hold'. Tasks The User registration task lets you do the following tasks Create new user registrations (Register User). Maintain user registrations (Maintain Registrations). Maintain your personal registration (Maintain Personal Registration). Register User There is one user registration process for customers, this four step process is used when a Customer Admin is registering another person to their entitled company, either as 'Administrator' or as 'User'. Customers who are registered as Administrator can register additional persons in their company in order to give them access to the Cisco smart portal. 2-11

12 Tasks Chapter 2 To use the Register User function, perform the following steps: Step 1 There are two different ways to start a user registration: Click Register User. Click the tab, then on the next window click New Request. 2-12

13 Chapter 2 Tasks In both cases the page appears. Customer Admin Registering Additional Persons for Entitled Company This section describes the process of a Customer Admin registering additional users to an entitled company as either an Administrator or a User. 2-13

14 Tasks Chapter 2 Note A Customer Admin cannot register someone when this person has a Cisco Branded CBR contract in their profile. Additional persons can be registered by the Cisco Employee. Step 2 Step 3 Enter the Cisco.com ID of the person you want to register. Click Next; the second of four pages appear. Step 4 Check the Inventory Services checkbox for those services you want. Note The customer admin can choose only those entitled companies for which they are an admin and have contracts for, in their user profile. 2-14

15 Chapter 2 Tasks Step 5 Click Next; the third of four pages appear. This page lets you specify what type function the new user will have. Step 6 Choose what new function you want for each service by choosing a new function from each corresponding drop-down list (i.e. Administrator, User). Note The function that you specify in the New Function section (User or Administrator) determines the functions that are displayed and available for use on the Overview page. Step 7 Click Next; the fourth of four pages appear. 2-15

16 Tasks Chapter 2 Step 8 Verify that the selections you made are correct, if not click Back to modify your previous selections. Note The function that is specified in the Function (Requesting) section (User or Administrator) determines the functions that are displayed and available for use on the Overview page. Step 9 Click Submit when the selections you made are correct; the Registered Customer page appears with a New Registration Completed Successfully message at the top (see next graphic). The new user is also in the list. 2-16

17 Chapter 2 Tasks. Note The new user registration is added to the list of Administered Registrations; the smart portal Registration Status column has the status as Pending-Legal Agr. (Pending-Legal Agreement). Tip You can use the filter options to see a more selective view of all the users in the list; for more information see Filter Registrations. 2-17

18 Tasks Chapter 2 Note A Customer who logs in but has not yet accepted the Legal Agreement is requested to accept the Legal Agreement. The customer must first accept the Legal Agreement before they can use the smart portal. Maintain Registrations The topics in this section describe how to maintain customer registrations, by performing the following tasks: Filter Registrations Save Changes Function Delete Administered Registration Renotify User View Details from Administered Registrations 2-18

19 Chapter 2 Tasks To access the Maintain Registration function, perform the following step: Step 1 On the smart portal main menu click one of the following items: Maintain Registrations tab 2-19

20 Tasks Chapter 2 Clicking either of the above options displays the Registered Customer page. By default this page displays all the registered users and all the entitled companies they are associated. Note All user registrations associated to entitled companies that you administer are displayed in a table, with one row per registration. The status for each registration is included, along with relevant actions required for each registration with the Pending status (not Completed status). 2-20

21 Chapter 2 Tasks Filter Registrations Filtering registrations allows you to see a more selective view of all the data that is listed in the default view. To filter the view of registered customers, perform the following steps: Step 1 Choose those items you want to be your filter criteria from the various drop-downs in the Filter Registrations By: area. 2-21

22 Tasks Chapter 2 Step 2 After choosing your filter criteria, click Filter; this displays all the entries that meet the specified criteria. The example in the previous figure used only the Function criteria (i.e. Administrator); the Administered Registrations table displays each entitled company and service that Administrator is associated. Note Click the hyperlink in the Administered Registrations table to access additional information about a User, Entitled Company, or Last Event (the registration history) by clicking the date in that column. Tip To select all the users in the table at one time, check the User check box at the top of the user column. 2-22

23 Chapter 2 Tasks Save Changes Function This function determines the future abilities of the user as they relate to a given service for an entitled company. You can change an assigned function for all or some of the registrations that are part of the entitled companies that you administer. To change the function for a registration, complete the following steps: Step 1 Check the check box next to each user whose assigned function is to be updated. 2-23

24 Tasks Chapter 2 Step 2 Step 3 Step 4 Choose the new function for each registration to be updated from the Function (Requesting) drop-down list, if a new option is available from the list. Click Save Changes, located below the Administered Registrations table. Click Submit when you are finished specifying the registration changes; a notification message appears to indicate whether the changes was successful or not. Note After any action is taken, the user to whom the modified registration belongs, is notified by that the registration has been modified. The system then returns to this window and displays the most current information for each registration. 2-24

25 Chapter 2 Tasks Delete Administered Registration You can delete a user s registration to a particular entitled company; the deletion does not affect the registrations for the same service with other entitled companies. To delete a user registration to an entitled company, complete the following steps: Step 1 Step 2 Check the check box next to each user whose registration to an entitled company you want to delete. Click the Delete Registration radio button. 2-25

26 Tasks Chapter 2 Step 3 Click Submit; an informational message appears that indicates the selected user(s) will be deleted. Step 4 After the user(s) have been deleted then smart portal displays another message indicating that the deletion(s) were successful. The Administered Registrations table will no longer display the deleted user(s). Renotify User Registrations that have Pending Legal Agreement Acceptance statuses require action before the owner can use the smart portal. You can send a reminder to a user to finalize the registration. 2-26

27 Chapter 2 Tasks To send a reminder to the owner of registrations that have Pending Legal Agreement Acceptance statuses, perform the following steps: Step 1 Step 2 Step 3 Check the check box next to each user who you want to remind that their pending registration requires attention. Check Renotify User. Click Submit, the selected user(s) receive an that requests them to finalize the pending registrations. 2-27

28 Tasks Chapter 2 View Details from Administered Registrations Obtain additional information on the following items in the Administered Registrations table by clicking one of the following hyperlinks in the table. A User in the User column. A company in the Entitled Company column. A date in the Last Event column, which opens the Registration Event Log. User Details The user details appear in a new window and contains the following information: 2-28

29 Chapter 2 Tasks The user details provides contact information about the user (what entitled company they belong to and related business contact information at the top. The bottom half of the user details provides information related to the smart portal, when the user accepted the legal agreement, what entitled company they are associated to, and the company s address. Entitled Company Details The entitled company details appear in a new window and contains the following information: 2-29

30 Tasks Chapter 2 The Entitled Company Details window contains the following information: Contract information Types of services being utilized Company address The entitled company details provides contract information, if available. The bottom half of the entitled company details provides the entitled company name and address. 2-30

31 Chapter 2 Tasks Registration Event Log Details The entitled company details appear in a new window and contains the following information: The Registration Event Log details provides the following information: Action - Lists the actions performed by the user. Time - Identifies when the actions were performed. Actor - Identifies who (what CCO Id) performed the actions. New Status - Indicates the resulting status of the action being taken. New Function - Identifies what function (User or Administrator) performed the action. Maintain Personal Registration The topics in this section describe how to maintain your personal registrations by doing the following tasks: View Details from Personal Registrations Delete Personal Registration Use the personal registrations option to maintain your user registrations. These registrations apply to entitled company for which you are a user or administrator. 2-31

32 Tasks Chapter 2 To access the above personal registrations options perform the following steps: Step 1 Choose one of the following options to access the Personal Registration page: If you are on the Smart Portal Overview menu click Maintain Personal Registrations. Click the tab, then on the next window click New Request. 2-32

33 Chapter 2 Tasks In both cases the Personal Registrations page appears, with a list of all your registrations in the Personal Registration table. Note All your registrations display in the Personal Registrations table, with one registration per row. The status for each registration is included, along with relevant actions required for each registration with the Pending status. View Details from Personal Registrations Obtain additional information on the following items in the Personal Registrations table, by clicking one of the following hyperlinks in the table: There are two different types of information you can view via the hyperlinks in the Personal Registrations table: Entitled Company Details Information Last Event Details Information 2-33

34 Tasks Chapter 2 In the Personal Registrations table, (displayed in the previous graphic), click a company in the Entitled Company column, which displays a new window that contains the same type Entitled Company Details information as in the Registered Customer version. The Entitled Company Details window contains the following information: Contract information Types of services being utilized Company address In the Personal Registrations table, (displayed in the second previous graphic) clicking a date in the Last Event column displays a new window and shows the following details in the Registration Event Log: Action - Lists the actions performed by the user. Time - Identifies when the actions were performed. Actor - Identifies who (what CCO Id) performed the actions. New Status - Indicates the resulting status of the action being taken. New Function - Identifies what function (User or Administrator) performed the action. 2-34

35 Chapter 2 Tasks Delete Personal Registration You can delete your registration to a particular entitled company; the deletion does not affect the registrations for the same service with other entitled companies. To delete a user registration to an entitled company, complete the following steps: Step 1 Check the check box next to each registration/service option you want to delete. Step 2 Click Delete Registration; a Confirm Deletion window appears. Step 3 Click OK to confirm the deletion, or click Cancel to cancel the registration deletion. 2-35

36 Tasks Chapter 2 Note The smart portal performs the following actions: Displays a successful deletion message stating the following information: 24/SEP/2010: Registrations deleted successfully REG-INFO-80088: The selected registrations have been deleted successfully. To view the deleted registrations, please filter the registrations on status Unregistered. Re-displays the Personal Registrations page with the deleted registration still displayed in the registration table; however, the status has changed to Declined. 2-36