Financial Center Administration Console USER GUIDE

Transcription

1 Financial Center Administration Console USER GUIDE For Client Use Only Effective April 2018

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3 Table of contents Introduction 3 Communicating securely with Union Bank 3 Change Security Settings 4 Manage User Access 5 Access the Administration Console 5 Create a new user 6 Create a new user and copy another user s profile 7 Edit user profiles and reset passwords 8 Delete users permanently 9 Control User Access to Services and Accounts 10 Add a user to a service 10 Copy user entitlements for fast enrollment 11 Add or remove account access and edit user entitlements 12 Delete a user s access to a service 13 View service change requests 14 Online Enrollment 15 Sign up for services through the Financial Center 15 Exchange Confidential Information 16 Exchange confidential information securely with Union Bank 16

4 Table of contents Financial Center Token Management Overview 17 Token Management 18 Token Transaction Log 20 Request Additional Security Tokens 21 Assigning Security Tokens 22 Editing Security Token Entitlements 24 Deleting User with Token Entitlements 26 Issuing a Wire Service Request Requiring a Token 27 Activating Dual Control 30 Initiating change request with dual control 31 Approving change request with dual control 33 Financial Center IP Address Restriction Overview 36 IP Address Restriction 37 Accessing the User Entitlement Report 41 Sign on to the Financial Center 41

5 Introduction Managing users and services has become easier than ever for your organization s Contracting Officers (such as the owner, CFO, or individual with primary responsibility for banking services) and Web Administrators. Union Bank Financial Center features streamlined everyday user access, administration, and account management tasks, giving you the power to make decisions and expedite changes quickly online. Enroll users for new services online. Make decisions about who has access to which services. Set up new users and/or delete users to accommodate changes in staff. Lock out or reset passwords/tokens and manage user security settings. Quickly access a 90-day history of service requests. All of these tasks can be accomplished easily through the Administration Console, which is available to both Contracting Officers and Web Administrators. Contracting Officers can also enroll in new services online. Using the administrative and management features of the Financial Center may entail assigning the role of Web Administrator to one or more individuals on your staff. The chart below provides examples of key stakeholder roles and responsibilities. Contracting Officers Web Administrators Users Decision-makers empowered to Designated employees who can Employees of the company. manage the company s access manage employee access to to banking services. online services and perform the day-to-day activities. Enroll in new services Manage user accounts Granted access to use specific Identify Web Administrators Create new users access and online services with Perform all of the activities of assign to services entitlements as defined by Web Administrators Contracting Officers or Web Change user entitlements Administrators. within online services Communicating securely with Union Bank The Message Center is the fast, convenient way to receive, send, and view confidential messages online. It is the only secure method for sending messages and documents directly to your banker, customer service, or other Union Bank contacts. FOR MORE INFORMATION If you have questions, please contact customer service at: , Monday through Friday, excluding federal holidays, 7:00 a.m. to 6:00 p.m. PT. Financial Center Wire Administration & Internal Transfers Console User Guide 3

6 Change Security Settings The user security settings feature allows you to easily manage the automatic expiration of user passwords and lock inactive users. These settings can be modified at any time, and changes will take effect immediately. On the Administration Console, select User Security Settings from the Maintain Security drop-down. Enter the required information: The Password Expiration Limit and Password Warning Threshold can be set between 0 and 365 days. The Password Warning Threshold must be less than the Password Expiration Limit. The inactive user lock can be set between 0 and 999 days. Enter a 0 for any parameter that you wish to turn off. Click Submit to complete the change. 4 Financial Wire & Internal Center Transfers Administration User Guide Console User Guide

7 Manage User Access It s easy to manage user access to the Financial Center day or night, seven days a week, in a safe, secure* environment. Access the Administration Console Sign on to the Union Bank Financial Center at unionbank.com. Click Administration Console. This will take you to the Administration Console Welcome page. Click Continue to proceed to the Administration Console, where you can manage user access to services. (To bypass the Welcome page in the future, click the box indicated prior to clicking Continue.) *To enhance security for your accounts, the Financial Center requires 128-bit encryption, a feature of Microsoft Internet Explorer 10 and higher browsers. Financial Center Wire Administration & Internal Transfers Console User Guide 5

8 Manage User Access From the Administration Console page, you can create new users, manage users access, edit profiles, delete users, and reset passwords. Create a new user On the Administration Console page, click Create a New User. Enter the required information. Designate the user as either a Web User or Web Admin. (Web Admins have the authority to add/delete/edit user profiles and to issue temporary passwords.) Click Submit to complete the request. A temporary password will be ed to the new user and you will be brought back to the Administration Console page. Note: We highly recommend selecting the check box for high risk transactions to receive notifications. 6 Financial Wire & Internal Center Transfers Administration User Guide Console User Guide

9 Manage User Access Create a new user and copy another user s profile On the Administration Console page, click Create a New User. Enter the required information. Designate the user as either a Web user or Web Admin. (Web Admins have the authority to add/delete/edit user profiles and to issue temporary passwords.) Click Yes (next to Copy another User s entitlements ). Click Submit. Select the user s profile you want to copy. Note: Wires and Internal Transfers cannot be copied to a user from this page. Please enroll this user separately from the Administration Console. Click Submit to complete the request. Note: You will receive a confirmation, with an accompanying number(s), for this request. Creating a new user by copying another user s profile may help you streamline changes for staff turn-over, promotions, and adding new employees to your user list. Financial Center Wire Administration & Internal Transfers Console User Guide 7

10 Manage User Access Edit user profiles and reset passwords From the Manage Users section of the Administration Console page, click the Last, FirstName of the user whose profile and/or password you want to change. This will bring you to the Edit User Profile page. Click Edit User Info. Update the user s profile by entering new information where needed. Use the Security Maintenance section to manage password requests. Select the appropriate button to issue a temporary password, to lock or unlock the user s access, or to reset the user s challenge questions. You can also manage user phones, assign security tokens, and permanently delete users. A user s access and password can also be disabled or enabled from the Administration Console by respectively removing or adding a check mark under the Active column. 8 Financial Wire & Internal Center Transfers Administration User Guide Console User Guide

11 Manage User Access Delete users permanently Deleting users permanently is appropriate if individuals leave the organization and you no longer need to use their profile to create new users. On the Administration Console page, under the Manage Users section, click the name of the user you want to delete. On the Edit User Profile page, in the Security Maintenance section, select Permanently Delete User. Note: Once a user is permanently deleted, that user s entitlements cannot be copied to another user. A prompt will appear, asking you to confirm this request. Click Delete, and you will receive a confirmation. Note: Once you permanently delete a user, that user will be removed from the system and cannot be automatically reinstated. Financial Center Wire Administration & Internal Transfers Console User Guide 9

12 Control User Access to Services and Accounts Controlling user access to services and accounts can be accomplished quickly, easily and securely. Requests can be submitted 24 hours a day, seven days a week. Add a user to a service In the Manage Services section of the Administration Console page, click Enroll for the service and user you want to enroll. On the Enroll User in Service page, select the appropriate entitlements for the user or copy another user. Click Submit to complete the request. Note: Repeat this process for each service you want to make available to the user. You can quickly grant access to all accounts in a service by clicking Select All. To find out how to copy another user s entitlements for fast enrollment, turn to the next page. 10 Financial Wire & Internal Center Transfers Administration User Guide Console User Guide

13 Control User Access to Services and Accounts A quick way to add services to a user is to copy another user s entitlements. Copy user entitlements for fast enrollment On the Enroll User in Service page, click Copy Another User. Select the user whose assigned accounts and entitlements you want to copy. Click Continue. You will be taken back to the Enroll User in Service page, where you can add or delete user entitlements as appropriate. Click Submit to complete the request. Note: You will receive a confirmation number. Financial Center Wire Administration & Internal Transfers Console User Guide 11

14 Control User Access to Services and Accounts Add or remove account access and edit user entitlements In the Manage Services section of the Administration Console page, Click Edit for the service and user you want to modify. You can view all users for a service by clicking the service name. Select (or deselect) the account(s) or entitlement(s) you want the user to access. You can easily assign user access to that account. Click Submit to complete the request. Note: You will receive a confirmation number. 12 Financial Wire & Internal Center Transfers Administration User Guide Console User Guide

15 Control User Access to Services and Accounts Delete a user s access to a service In the Manage Services section of the Administration Console page, remove the check mark next to the service you wish to delete from the user. Click OK to confirm each request. You will receive a confirmation. Financial Center Wire Administration & Internal Transfers Console User Guide 13

16 Control User Access to Services and Accounts It s easy to view a 90-day history of all submitted service change requests. View service change requests On the Administration Console page, click View Change Request Status. On the Change Request Status page, click the arrow next to the column header, Submission Date, User Last Name, Service, Status, or Confirmation Number to sort the view. Click Confirmation Number to view the details for each change request. Select a record to see what was requested; the date the changes were submitted; and the status of the request. Service Change Request Status Types: Completed Delayed Deleted Implemented Requires approval Submitted 14 Financial Wire & Internal Center Transfers Administration User Guide Console User Guide

17 Online Enrollment Contracting Officers can now conveniently enroll in selected online banking services through the Financial Center. Sign up for services through the Financial Center Sign on to the Financial Center. In the Other Products and Services section, click View All. Locate the service and click Sign Up. On the Sign Up page, you will find pricing information, related services, and Terms and Conditions. Select the button next to I agree to the Pricing and Terms and Conditions. Click Continue. On the Instructions for Enrolling Users page, you can Return to the Administration Console page to enroll users or Delegate that task to a Web Administrator. Financial Center Wire Administration & Internal Transfers Console User Guide 15

18 Exchange Confidential Information Exchange confidential information securely with Union Bank Sign on to the Financial Center to access Message Center. Here you can send and view confidential messages with the security of 128-bit encryption, a level of protection not available with applications. You can set up notifications of new, incoming secure messages to any address you choose. Confidential documents such as financial statements can be attached to your outgoing secure messages. Your messages will go directly to your banker, customer service, or other Union Bank contact. For your protection, you should not use your personal or business to send confidential financial information. 16 Financial Wire & Internal Center Transfers Administration User Guide Console User Guide

19 Financial Center Token Management Overview A token is a device that is assigned to a specific user in order to provide additional security for authenticating user access to the Financial Center. A token passcode is used in place of a static password to sign onto the Financial Center, access a specific service, and approve ACH and wire transfers. The token passcode consists of two components: A password, plus The random 6 digit number displayed on the token, which changes every minute. Tokens add an additional level of security for: Sign-on to the Financial Center Access to specific online services Wire transfer and ACH approval Contracting Officers and Web Administrators* have the ability to manage user entitlements and tokens easily using the Administration Console within the Financial Center. Entitlements include: Assigning tokens Re-assigning tokens Enrolling for tokens for Financial Center sign on Removing a tokens requirement for Financial Center sign on Locking a user s token Unlocking a user s token Resetting a user s token Ordering tokens *These features are only available to Contracting Officers and Web Administrators who are currently using tokens in the Financial Center. Financial Center Wire Administration & Internal Transfers Console User Guide 17

20 Token Management The Token Management page provides a consolidated status of user entitlements for tokens as well as detailed log information. To access Token Management*: Sign On to the Financial Center Go to the Administration Console Click Maintain Security from the drop down box Select Security Tokens * This will only be shown if you are a Contracting Officer or Web Administrator currently using a token in the Financial Center 18 Financial Wire & Internal Center Transfers Administration User Guide Console User Guide

21 The Token Management page lists your organization s users and provides the following statistics for each token: Token Expiration Token serial number User Name User ID User Type Token Status Use Token at Login Note: When a user activates a new token to replace an existing expiring token, the new token will be displayed in Token Management the next day. You can also use the Token Management page for convenient access to: User Profile by clicking either the user name or user ID. Administration Console with the command button at the bottom of the page. Token Transaction Log with the command button at the bottom of the page. Request Additional Tokens with the command button at the bottom of the page. Financial Center Wire Administration & Internal Transfers Console User Guide 19

22 Token Transaction Log The Token Transaction Log provides all token maintenance actions taken in the past 90 days listed by user. Use the Token Transaction Log to understand the status of your organization s tokens. To view activity for a specified time period, simply changing the dates in the search criteria. 20 Financial Wire & Internal Center Transfers Administration User Guide Console User Guide

23 Request Additional Security Tokens Order additional tokens for your organization quickly and easily from the Request Additional Security Tokens page: Complete the form. Click Submit. Union Bank will process and fulfill your request. Financial Center Wire Administration & Internal Transfers Console User Guide 21

24 Assigning Security Tokens To assign a security token to a user: Sign On to the Financial Center. Go to the Administration Console. Select user profile from the Manage Users section. Click on Assign Security Token. 22 Financial Wire & Internal Center Transfers Administration User Guide Console User Guide

25 Select a token serial number from the drop down menu in the pop-up window The list of token serial numbers is based on the number of tokens that the Bank has sent to your company that have not been assigned to any users. If there are no token serial numbers in the drop down, contact Union Bank to order additional tokens. Click Assign and a confirmation message will display. The user is now assigned a token. Financial Center Wire Administration & Internal Transfers Console User Guide 23

26 Editing Security Token Entitlements To edit security token entitlements: Sign On to the Financial Center. Go to the Administration Console. Select user profile from the Manage User section. 24 Financial Wire & Internal Center Transfers Administration User Guide Console User Guide

27 Click Edit Security Token. Select the entitlements to edit: Use Token for Login Authentication Unassign Token Reset Token Lock Token Disable Token for Login Until a Specified Date Click Update and a confirmation message will display. Financial Center Wire Administration & Internal Transfers Console User Guide 25

28 Deleting User with Token Entitlements Your users that have a token assigned can easily be identified by looking for the token icon in front of the user s name on the Administration Console. If you need to delete a user with a security token from the Financial Center, the token must first be removed or unassigned. This requires a two-step process in order to ensure that the token can be reassigned, and your token inventory is correct. Step 1: Un-assign security token from a user Sign on to the Financial Center. Go to the Administration Console. Select user profile from the Manage User section. Click Edit Security Token. Select Un-assign token. Click Update and a confirmation message will display. Step 2: Delete User Profile Go to the Administration Console. Click on the user name to be deleted. On the Edit User Profile page, click on Permanently Delete User. 26 Financial Wire & Internal Center Transfers Administration User Guide Console User Guide

29 Issuing a Wire Service Request Requiring a Token When you are either enrolling a user or changing a user s entitlements for wires, additional information will be requested from you for managing the token. If you have a token assigned and did not enter your token passcode at login, the system will prompt you for the token passcode when you enroll or edit a user for wires.* * If you do not have a token assigned, you will not be prompted for a token passcode The system will also request additional information when you add or remove the following wires entitlements. Approve Wire Submit Repetitive Transfers without Additional Approval When you are adding a user to these wire entitlements, you will be presented with the following page that requests how you want the user to get a token.* * If you do not have a token assigned, you will not see this screen and will enter special instructions instead. Financial Center Wire Administration & Internal Transfers Console User Guide 27

30 Three options are available and indicated by the three radio buttons on the following page: Request a new token. Assign an available token from inventory. Reassign a token from another user. If you select the 1 st option, Request a New Token, then a new token will be mailed directly to the address specified. If you select either the 2 nd or 3 rd remaining options, then the token assignment occurs immediately. (Please ensure that the actual token is in the hands of the user.) 28 Financial Wire & Internal Center Transfers Administration User Guide Console User Guide

31 When you are removing a user from wire entitlements or removing the user from the wire service, you will be presented with a page that requests how you want to handle the user s existing token.* * If you do not have a token assigned, you will enter special instructions instead. The two options are available, and indicated by the two radio buttons on the following page: Leave the token assigned to the user. Un-assign the token from the user. If you select either one of these options, then the token assignment occurs immediately. (If you un-assign the token, please ensure that the actual token is removed from the user s possession and is in your hands.) Financial Center Wire Administration & Internal Transfers Console User Guide 29

32 Activating Dual Control Sign on to the Financial Center from unionbank.com. Enter your User ID. Click Sign On. Enter your password. Click Submit. Click Administration Console on the Financial Center. Select Allow Dual Control of Work Orders from the Maintain Security drop down menu on the Administration Console. On the Allow Dual Control of Work Orders screen, click the checkbox next to Turn- On Dual Control for Work Orders. Click Submit. The Administration Console Confirmation screen will indicate that Dual Control has been activated. 30 Financial Wire & Internal Center Transfers Administration User Guide Console User Guide

33 Initiating change request with dual control Select a service from the Administration Console to enroll users or edit entitlements. Make desired changes to user entitlements. Click Submit. Confirmation screen will indicate that the request was submitted and that a secondary approval is required. Financial Center Wire Administration & Internal Transfers Console User Guide 31

34 Initiating change request with dual control The Change Request Status screen will show Requires Approval as the status for any requests that are pending secondary review and approval. A secondary approver is required for all change requests submitted when dual control is activated. Approval will be denied if a change request cannot be approved by the person that submitted it. 32 Financial Wire & Internal Center Transfers Administration User Guide Console User Guide

35 Approving change request with dual control Contracting Officers or Web Administrators will receive a notification on the Financial Center that there is a change request which requires approval. The Change Request Status screen will show Requires Approval as the status for any requests that are pending secondary review and approval. To approve the change request Click on the Approve Change Request in the ACTION ITEMS widget. You will be navigated to the Administration Console Change Request Pending Approval page. Click on the item that you want to approve the change request. Financial Center Wire Administration & Internal Transfers Console User Guide 33

36 Approving change request with dual control If the change request is still being processed by the systems and not yet ready for approval, the Automated Processing page will be displayed. On the Record of Your Change Request screen, click Delete or Approve to reject or approve the change. Click Submit to confirm your deletion or approval of the change request. 34 Financial Wire & Internal Center Transfers Administration User Guide Console User Guide

37 Approving change request with dual control Confirmation screen will indicate that the request submitted for processing with an Estimated Implementation Date. After a change request has been approved or deleted, the system will automatically populate the Authorized by and Authorization Date fields. Financial Center Wire Administration & Internal Transfers Console User Guide 35

38 Financial Center IP Address Restriction Overview The Financial Center can be configured or restricted to accept log-ins from your users only if they originate from an IP address that is on an approved list of addresses. This feature is called IP Address Restriction. If your company utilizes known IP addresses to access the Internet, then IP Address Restriction can be utilized as an additional security feature that will prevent any user from logging into the Financial Center from any IP address other than your own. This guide contains easy to follow instructions, and also informs you on how to exempt specific users from this restriction (due to traveling and other needs). 36 Financial Wire & Internal Center Transfers Administration User Guide Console User Guide

39 IP Address Restriction To access the IP Address Restriction Page: Sign on to the Financial Center. Click on the Administration Console. Financial Center Wire Administration & Internal Transfers Console User Guide 37

40 Click Maintain Security from the drop down box. Select Manage IP Address Restrictions. 38 Financial Wire & Internal Center Transfers Administration User Guide Console User Guide

41 The IP Address Restriction page controls the use of this feature and allows you to enter and update your list of IP addresses. This page allows you to; Turn IP Address Restriction On Turn IP Address Restriction Off Add, change, or delete individual IP addresses If you turn off IP address restriction, the Financial Center will automatically save your addresses, which can be activated by turning this feature back on. Financial Center Wire Administration & Internal Transfers Console User Guide 39

42 Note: An asterisk can be used to indicate a range of numbers in the quartiles. When you make changes on this page click submit. If you have a token, you will be requested to enter your token passcode. Once this is validated you will receive a confirmation page of your changes which will be implemented immediately. If you do not have a token, you will receive a confirmation page of your changes which will be implemented within 2 business days. (You may also receive a call back from customer service to validate your request). 40 Financial Wire & Internal Center Transfers Administration User Guide Console User Guide

43 Accessing the User Entitlement Report Sign on to the Financial Center Signing on as a BCO/Web Administrator: 1 Sign on to the Financial Center from 2 Enter your User ID. 3 Click Sign On Enter Password. 5 Click Submit. 4 5 Financial Center Wire Administration & Internal Transfers Console User Guide 41

44 The Financial Center screen will display. 6 Click on the Administration Console link at the top of the page. 6 7 Click on the Entitlement Report link. 7 8 Select the Format, Reports, and Users for the desired report. The Select All option is available for the Reports and Users selections. Click Submit Financial Wire & Internal Center Transfers Administration User Guide Console User Guide

45 9 A confirmation pop-up box will appear upon submission. The report data will be for the end-of-business date. 10 The report will be available by 4:00 pm PT the following business day assessible from your Financial Center Secure Message Center Inbox. For questions and additional information about security tokens, call Treasury Management Services at , Monday through Friday, excluding federal holidays, 7:00 a.m. to 6:00 p.m. PT. Financial Center Wire Administration & Internal Transfers Console User Guide 43

46 unionbank.com 2018 MUFG Union Bank, N.A. All rights reserved. Member FDIC. Union Bank is a registered trademark and brand name of MUFG Union Bank, N.A (04/18)