Ohio Business Gateway Using the Gateway as a Service Provider: Requesting Service Area and Transaction Permissions

Transcription

1 Ohio Business Gateway Using the Gateway as a Service Provider: Requesting Service Area and Transaction Permissions

2 Contents Contents... 1 Introduction... 2 User Roles and Permissions... 2 Requesting Service Area and Transaction Access Access the Administration Page Navigate to the Access Requests Tab Request Service Area Request Transaction Permissions Confirm Permission Request Approval or Denial

3 Introduction Being a Service Provider in the modernized Gateway is as easy as ever. In fact, there is no functional difference between Service Provider and other business accounts. That means that there are no additional steps or designations needed to register and use the Gateway as a Service Provider. This guide describes user roles and permissions in the Gateway and demonstrates how Service Providers can request access to specific Service Area and transactions in order to complete filings on their behalf. Note: Business account and Service Area access and permissions were migrated from the previous Ohio Business Gateway system (also referred to as the OBG or Gateway 2.0) to the modernized Gateway. Service Providers who had permission/access to file transactions on behalf of client businesses in the previous Gateway system automatically retained that access. Service Providers only need to follow the instructions in this guide when requesting access to file on behalf of a business account that they were not associated with in the previous Gateway system. User Roles and Permissions Before a Service Provider can access a business Gateway account or file transactions on behalf of a business, they will need to 1) request a role on the business account and 2) request access to specific Service Areas or transactions. There are three business account roles in the Gateway: A Non-Filer is any direct contact (employee) or related contact (Service Provider) who cannot file transactions on behalf of the business or manage the business account s security. Non-Filers could potentially access other areas of the Gateway, such as Helpful Content and help cases. A Filer is any direct contact (employee) or related contact (Service Provider) who has access to view or file transactions on behalf of the business, but who does not have access to manage the account security (for example, grant other users permissions to see, create, edit or submit transactions) on behalf of the business. Transaction-level permission to file must also be granted in order for a Filer to file a transaction. A Filing Administrator is any direct contact (employee) or related contact (Service Provider) who has access to manage account security on behalf of the business. Transaction-level permission to file must also be granted in order for a Filer to file a transaction. 2

4 In addition, there are three transaction-level permissions in the Gateway: Read, Create, Edit, Delete, File permissions allow the business user to access all transaction functionality for any transaction type they have access to. Read, Create, Edit permissions allow the business user to view an in-progress or completed transaction, edit an in-progress transaction and start a new one. However, the business user with this level of permissions cannot file or pay for the transaction or delete an in-progress or completed transaction. Read-Only permission allows the business user to view an in-progress and completed transaction. However, the business user cannot file the transaction, delete an in-progress or completed transaction, edit an in-progress transaction or start a new transaction. 3

5 Requesting Service Area and Transaction Access After a Service Provider has a role on a client s business account, they must also request access to specific Service Areas and/or transactions in order to file transactions on behalf of that business. Example Scenario: Pat Smith is a CPA and works at Financial Accounting & Advisory Services. He is a Filer for his new client, Axel Corporation, and needs to request Service Area and Transaction-level permission to file their CAT transaction. How can he do this? 1. Access the Administration Page Make sure the name of the appropriate business account is selected from the business account dropdown in the top left corner of the Gateway. Navigate to your Administration button in the top right-hand corner of the Gateway. Figure 7 Administration button on the Business Dashboard 4

6 2. Navigate to the Access Requests Tab Click on the Access Requests tab to view the various Service Areas and transactions that are enabled for the business account. Figure 8 Access Requests tab on the Administration page 5

7 3. Request Service Area Locate the Service Area Access Requests table and click the + icon next to the name of the Service Area to which you would like access from the Business Filing Service Areas column. Figure 9 Service Area Access Requests table on the Access Requests tab 6

8 After you request a Service Area, it will appear in the Filing Service Areas Access Request Status column on the right under the blue Requested bar. There will also be a small clock icon next to Service Area. The business account's Filing Administrator will be notified of your request and is responsible for approving Service Area access requests. Figure 10 Filing Service Areas Access Requests Status column on the Access Requests tab You can check the status of your request at any time by locating this column in the Service Area Access Requests table on the Access Requests tab. 7

9 4. Request Transaction Permissions Once the Filing Administrator approves your request to the Service Area, you will see the available transactions on the Administration page. Figure 11 Approved Service Areas and Available Transactions 8

10 To request a specific transaction-level permission, filter or scroll to find the specific transaction for which you would like to request access and flip the toggles (they will turn blue in color) to your desired combination of permissions. After you toggle the appropriate permission levels, click the Save button to send your requests to the business account s Filing Administrator for approval. Figure 12 Request Permissions by toggling buttons to and click Save 9

11 5. Confirm Permission Request Approval or Denial Once your request is submitted, you will see a green notification box at the top of your screen confirming that your request was sent. In addition, blue Requested tags will appear under your requested levels of access. Figure 13 Permissions Requested Filing Administrators are the only individuals who can approve or deny transaction access requests. After you request access to a Service Area or transaction, a Filing Administrator on that business account will need to grant your request before you can access it. You can check the status of your request by returning to the Access Requests tab on the Administration page confirm if Requested is still listed under the transaction-level permission. This completes the process for requesting Service Area and transaction permissions on a Gateway business account. 10