Connect User Management User guide. Welcome to WorkplaceNL connect!

Transcription

1 Connect User Management User guide Welcome to WorkplaceNL connect!

2 Contents User management... 3 Create an account... 4 Delete an account Generate temporary password Activate account Unlock account Editing user information and service access Manage user accounts grid Create or Change a Firm Administrator User groups Create a user group Manage user groups grid Delete a user group Edit User Group... 50

3 User management User management is an integral part of connect and allows certain users to manage system access for all other connect users in their organization. After reviewing this section, you will be able to: Create an account Delete an account Generate temporary passwords Activate an account Unlock an account Update user information and service access

4 Create an account Step 1: From the Account Management menu, select Manage User Accounts.

5 Step 2: To add a User, click the Add Account button Tip: You can place your cursor over any icon on the screen and a description of its function will appear. A description of all icons can also be viewed by selecting the Click to View Legend link that appears at the bottom of the screen.

6 Step 3: Enter user information in the Required section (and Optional section, if applicable). Click the Next button at the bottom of the screen to continue. Tips: 1. The optional fields will help you manage your users. The information entered in this section will be displayed in the Manage Accounts grid allowing you to sort and search your users based on the information entered. 2. The Alternate Address provides notification of new messages in the Connect Message Center. This is useful in situations where your organization may use a common address that is used by several staff members. 3. The Time-Limited Access option permits access to connect for a defined period of time. You can type the dates in the fields or click the calendar icon to pick a date.

7 Step 4: Click the +/- symbol in the Access Privilege column next to the service you want to assign to the User. Click the Next button at the bottom of the screen to continue. Tips: 1. Some services involve the submission of forms to WorkplaceNL. For these types of services, you will be asked whether the user is authorized to submit the form to WorkplaceNL. If you answer Yes, the user will automatically have access to all aspects of the service. If you answer No, then you must further specify which parts of the service they will be granted access. 2. Use the Copy From Another User button located near the top of the screen to quickly copy service access from another one of your Users.

8 Step 5: Review the user information and their service access. If the information is correct, click the Save button at the bottom of the screen. Tips: You can always return to a previous section and make changes by clicking the Previous button that appears at the bottom of the screen.

9 Step 6: A temporary password will be generated. You will need to provide this password to the user along with their username so that they can login to connect.

10 Step 7: You have now successfully created a new user. Tip: Once a user is created, you can always edit and make changes to the user by clicking on the pencil icon located in the Actions column.

11 Delete an account Step 1: From the Account Management menu, select Manage User Accounts.

12 Step 2: From the Actions column, click the red X in the row next to the user you want to delete. Tip: Place your cursor over any icon and a description of its function will appear. You can also view a description of all icons by selecting the Click to View Legend that appears near the bottom of the screen.

13 Step 3: A confirmation window will appear. Click Yes to confirm deletion.

14 Step 4: The user is now removed from the Manage Accounts grid.

15 Generate temporary password Step 1: From the Account Management menu, select Manage User Accounts.

16 Step 2: From the Actions column, click the keys icon in the row next to the user for which you want to generate a temporary password.

17 Step 3: A confirmation window will appear. Click yes to generate temporary password.

18 Step 4: The temporary password is now generated. Click the Close button to continue.

19 Activate account Step 1: From the Account Management menu, select Manage User Accounts.

20 Step 2: From the Actions column, click the circle-backslash icon in the row next to the user you want to activate. Step 3: A confirmation window will appear. Click yes to activate the account.

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22 Step 4: The circle-backslash icon disappears from the Manage Accounts grid and the account is activated.

23 Unlock account Step 1: From the Account Management menu, select Manage User Accounts.

24 Step 2: From the Actions column, click the padlock icon in the row next to the user you want to unlock.

25 Step 3: A confirmation window will appear. Click yes to unlock the account.

26 Step 4: The padlock icon disappears from the Manage Accounts grid and the account is unlocked.

27 Editing user information and service access If you want to edit a user s demographic information, suspend access or change their service access, you will need to select the edit account function. Step 1: From the Account Management menu, select Manage User Accounts.

28 Step 2: Click the pencil icon located in the Actions column next to the user account.

29 Step 3: Edit demographic information Any of the users information can be edited by clicking in the appropriate field and entering the required changes. To save your changes, click the Save button located near the bottom of the screen. Tips: 1. The optional fields will help you manage your users. The information entered in this section will be displayed in the Manage Accounts grid allowing you to sort and search your users based on the information entered. 2. The Alternate Address provides notification of new messages in the Connect Message Center. This is useful in situations where your organization may use a common address that is used by several staff members. 3. The Time-Limited Access option permits access to connect for a defined period of time. You can type the dates in the fields or click the calendar icon to pick a date.

30 Step 4: Edit suspend access Click the + symbol to unfold the Suspend Access section.

31 Step 5: To suspend access, click the Suspend Access checkbox. Enter a reason in the Reason for Suspending textbox. If the expected return date is known, it can be entered by clicking the calendar icon. To save changes, click the Save button located near the bottom of the screen. Tip: Suspending a user is the best way to temporarily remove access to connect. However, if the user has left the business or will never use the connect account in the future, the account should be deleted. Please note, once a user is deleted they will never be able to use the same username in connect.

32 Step 6: Edit service access Click the + symbol to unfold the Service Access section.

33 Step 7: Click the +/- symbol in the Access Privilege column next to the service you want to assign/edit for the User. Some services involve the submission of forms to WorkplaceNL. For these types of services, you will be asked whether the user is authorized to submit the form to WorkplaceNL. If you answer Yes, the user will automatically have access to all aspects of the service. If you answer No, then you must further specify which parts of the service they will be granted access. To save changes, click the Save button located near the bottom of the screen. Tips: 1. Use the Copy from Another User button located near the top of the screen to quickly copy service access from another one of your Users. 2. If you want to allow a user the ability to create and edit other users, you can assign them the User Management service.

34 Manage user accounts grid From the Manage Account grid, you can manage your accounts in several ways: Click on any column heading to change the way accounts are sorted Click on the filter icon located in each column to filter your accounts on certain criteria Click the information icon to quickly view which services are assigned to the user account

35 Create or Change a Firm Administrator Creating or changing a firm administrator is handled through the self-registration process when a firm is registered for Connect. From the Connect login screen select Register for Online Services or Change your Firm Administrator, read and accept the terms and conditions and complete the registration process.

36 User groups User groups are a convenient way to manage system access for users who require access to the same services within connect. Rather than having to update each user s service access, you can create a user group with access to the service and simply add those users to the user group. After reviewing this section, you will be able to: Create a user group Manage a user group Delete a user group Edit a user group Group 1 Annual Employer Statements Group 6 Early & Safe Return to Work Group 2 Subcontractor Management ABC Employer Group 5 Form 7 Group 3 Cost Reports Group 4 Clearance

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38 Create a user group Step 1: From the Account Management menu, select Manage User Groups.

39 Step 2: To add a User Group, click the Add User Group button. Tip: You can place your cursor over any icon on the screen and a description of its function will appear. A description of all icons can also be viewed by selecting the Click to View Legend link that appears at the bottom of the screen.

40 Step 3: Enter a User Group Name and User Group Description in the fields provided. Click the Next button at the bottom of the screen to continue. Tip: You are required to enter both a User Group Name and Description. We recommend that the User Group Name be something that is meaningful to you as you will be able to sort and search on this field.

41 Step 4: Click the +/- symbol in the Access Privilege column next to the service you want to assign to the User Group. Click the Next button at the bottom of the screen to continue. Tips: 1. Some services involve the submission of forms to WorkplaceNL. For these types of services, you will be asked whether the user is authorized to submit the form to WorkplaceNL. If you answer Yes, members of the User Group will automatically have access to all aspects of the service. If you answer No, then you must further specify which parts of the service they will be granted access. 2. Use the Copy From Another User Group button located near the top of the screen to quickly copy service access from another one of your User Groups.

42 Step 5: To add a user, click on a user from the Available Users list and select the Add button. To remove a user, click on a user from the Approved users list and select the Remove button. Click the Next button at the bottom of the screen to continue. Tips: 1. To quickly find a user in the Available Users or Approved Users list, type their name in the filter box. 2. You don t have to add users when creating the User Group. You can set up your User Group and assign users at another time.

43 Step 6: Review User Group information and Service Access. If the information is correct, click the Save button. Tips: You can always return to a previous section and make changes by clicking the Previous button that appears at the bottom of the screen.

44 Step 7: You have now successfully created a new User Group. Tip: Once the User Group is created, you can always edit and make changes to the User Group by clicking on the pencil icon located in the Actions column.

45 Manage user groups grid From the Manage User Groups grid, you can manage your User Groups in several ways: Click on any column heading to change the way User Groups are sorted. Click on the filter icon located in each column to filter your User Groups on certain criteria. Click the information icon to quickly view which services are assigned to a User Group. Click on the Number that appears in the Users column to quickly view which users are currently assigned to that User Group.

46 Delete a user group Step 1: From the Account Management menu, select Manage User Groups.

47 Step 2: From the Actions column, click red X icon in the row next to the User Group you want to delete.

48 Step 3: A confirmation window will appear. Click yes to confirm deletion.

49 Step 4: The User Group is now deleted and disappears from the Manage User Groups grid.

50 Edit User Group Step 1: From the Account management menu, select Manage User Groups.

51 Step 2: From the Actions column, click the pencil icon in the row next to the User Group you want to edit.

52 Step 3: Edit the User Group Name and User Group Description by typing in each field. To save changes, click the Save button located near the bottom of the screen.

53 Step 4: Update Service Access by clicking the +/- symbol in the Access Privilege column next to the service you want to assign/edit for the User Group. Some services involve the submission of forms to WorkplaceNL. For these types of services, you will be asked whether the user is authorized to submit the form to WorkplaceNL. If you answer Yes, the user will automatically have access to all aspects of the service. If you answer No, then you must further specify which parts of the service they will be granted access. To save changes, click the Save button located near the bottom of the screen.

54 Step 5: To add a user, click on a user from the Available Users list and select the Add button. To remove a user, click on a user from the Approved users list and select the Remove button. To save changes, click the Save button located near the bottom of the screen.

55 St. John's (Head Office) t f t Forest Rd P.O. Box 9000 St. John's, NL A1A 3B8 Grand Falls-Windsor (Regional Office) t f t High Street P.O. Box 850 Grand Falls-Windsor, NL A2A 2P7 Corner Brook (Regional Office) t f t Suite 201B, Millbrook Mall 2 Herald Avenue P.O. Box 474 Corner Brook, NL A2H 6E6