Frequently Asked Questions about egbmrs

Transcription

1 Page 1 of 25 Frequently Asked Questions about egbmrs 1. Login Issues 1.1 How to log into the system? 1.2 How do I login as a Focal Point? 1.3 I get a 'Login Failure' message. "My Local Engine: Login Failed. Invalid username or password". 1.4 I get a "This session is locked down. Too many unsuccessful attempts" message. 1.5 I get a "An error has occurred: Failed to open folder.< [esp_open_folder] > : Folder < > not recognised." message. 2. System Tips 2.1 Is there a Step-by-Step User guide that I can use? 2.2 Is the User guide available in a language other than English? 2.3 Is the System available in a language other than English? 2.4 I cannot see the Print/Submit/Save button 2.5 When I select Print, nothing happens or I get a pop up which turns white and does not do anything 2.6 I have not received the with the weblink, username and password to login as a Focal Point. What do I do? 2.7 Where can I go to register myself as a Focal Point? 2.8 Can the forms be completed in several sessions? 2.9 Why do I need to attach a Note Verbale (Official Letter)? 2.10 Whose address should I provide as a Focal Point? 2.11 Will I still need to fill out the registration form to collect my badge for the meetings? 2.12 What if I have submitted my Delegates List to WHO and later on, I want to add more Delegates? 2.13 What if I have submitted my Delegates with their Delegate Credentials attached and want to add more Delegates? Do I have to attach only the new Delegates Credentials or all the Delegates credentials when I submit the new Delegates for registration? 2.14 Who can I contact for Assistance? 2.15 How do I make suggestions for the next version of the Registration system? 3. Focal Point Registration 3.1 How do I access the Focal Point Registration Form? 3.2 How do I register a Focal Point? 4. Delegate Registration 4.1 How do I access the Delegate Registration Form? 4.2 How do I register a Delegate? 4.3 How do I modify a Delegate's information? 4.4 How do I Delete a Delegate's information? 5. Delegate Submission 5.1 How do I Submit all of my Delegates for registration? 5.2 How do I Submit only one of my Delegates for registration? 6. Making changes after Submission 6.1 How do I communicate changes on the composition of the delegation after submission? 1.1 How to log into the system? When you first access the registration system, please enter the internet address, username and password provided in your letter of invitation to register as a Focal Point. 1.2 How do I login as a Focal Point? To access the registration system as a Focal Point, please retrieve the with your Focal Point username and password. Following FAQ 1.1, an is sent to the registered Focal Point with a unique username and password, and a link to access the registration system.

2 Page 2 of 25 By clicking on the link provided in the , the user will be directed to the egbmrs system. Enter the username and password provided in the to access the system. 1.3 I get a 'Login Failure' message. "My Local Engine: Login Failed. Invalid username or password". Your password or username entered is incorrect. TIP: Please Copy and Paste the Username and Password from your message into the appropriate fields to avoid errors. 1.4 I get a "This session is locked down. Too many unsuccessful attempts" message. You have probably typed in the incorrect username or password more than 3 times. Please Close your Web browser, open a fresh page and connect to the registration system using the link provided in the letter of invitation or . message. 1.5 I get a "An error has occurred: Failed to open folder.< [esp_open_folder] > : Folder < > not recognised." The link to access the system is broken. Please copy and paste the full link from the to Microsoft Word or Notepad and delete any spaces within the link. Copy and paste the unbroken address link from the MS Word/Notepad document into your Internet Explorer to access the registration system. 2.1 Is there a Step-by-Step User guide that I can use? Yes, you will find a PDF version of the Step-by-Step User guide at the following location, under User Support: Is the User guide available in a language other than English? Yes, the User guide is available in the 6 official languages; English, French, Spanish, Chinese, Arabic and Russian. The user guide is available at the following location, under User Support:

3 Page 3 of Is the System available in a language other than English? Currently, the system is available in English however, the user guide has been made available in all the official UN languages. 2.4 I cannot see the Print/Submit/Save button Please use Internet Explorer, Mozilla Firefox and Safari to access the system. If the problem persists, please use another computer workstation to access the Registration system. 2.5 When I select Print, nothing happens or I get a pop up which turns white and does not do anything Please turn off pop up blocker. Internet Explorer >Tools > Pop up Blocker >Turn Off Pop up Blocker. If the problem persists, please set your Internet Explorer settings by going to: Internet Explorer >Tools > Internet Options> Select the General Tab > Under Browsing History, select Settings > Make sure that, under Temporary Internet Files, either the option "Every time I visit the webpage" or "Automatically" is selected. 2.6 I have not received the with the weblink, username and password to login as a Focal Point. What do I do? You may do two things: 1) First, check the SPAM or Junk Mail box as certain filtering programs do not recognize the sender on automated message from the registration system. 2) Should the message not be found in your Junk mail, please check that the address you have provided in the Focal Point Registration Form is correct, and re-register yourself as a Focal Point using the Focal Point Registration form. If you continue to have problems, contact the Support Team at supportregistration@who.int or call / Where can I go to register myself as a Focal Point? You can access the Focal Point Registration form at the following address: Your username and password to log into the system will be stated in your letter of invitation. 2.8 Can the forms be completed in several sessions? Only the Delegate Registration form can be completed in several sessions. Every time you Insert/Add a new Delegate, the form automatically saves. Once all the Delegates are inserted, you have to SUBMIT it to WHO by selecting the "Submit" checkbox. Here, you can submit all the Delegates in one session, or individually submit each Delegate. Do not forget to SUBMIT the Delegates! The Focal Point Registration form cannot be saved and completed in several sessions.

4 Page 4 of Why do I need to attach a Note Verbale (Official Letter)? For Security purposes. A Note Verbale is requested: 1) To confirm the designated focal point who is responsible for registering and submitting the names of the delegates. 2) When submitting Delegates through the system Whose address should I provide as a Focal Point? Please provide your own working address. This address will be used to receive your password to access the system as the Focal Point. This address will also be your username to access the system as the Focal Point. If you would like to share the responsibility of Focal Point, you can do the following two things: 1) Use the working address of the Mission as the address of the Focal Point. Please note that this will mean that you will be sharing the password to access the system as a Focal Point to register your Delegates. 2) Set up an forwarding rule on your system. You can usually find this under: Tools>Rules and Alerts Create a New Rule to forward s from registrationgbs@who.int, with the words "WHO egbmrs" in the Subject, to your specified addresses Will I still need to fill out the registration form to collect my badge for the meetings? No, you will no longer have to fill out this form. The process will now be completed electronically and your badges will be made available at your arrival What if I have submitted my Delegates List to WHO and later on, I want to add more Delegates? You can add and submit delegates several times, using the system What if I have submitted my Delegates with their Delegate Credentials attached and want to add more Delegates? Do I have to attach only the new Delegates Credentials or all the Delegates credentials when I submit the new Delegates for registration? It does not matter. You can either attach the Credentials of all the Delegates, or you can attach only the Credentials of the new Delegates you would like to Who can I contact for Assistance? Please refer to the User Guide and the FAQ sections where you may find answers to common queries. You will find this at the following address: If you are still facing any problems in using the system, kindly contact the support team at the following address: supportregistration@who.int or call /

5 Page 5 of How do I make suggestions for the next version of the Registration system? If you would like to make suggestions to the system, kindly contact the support team at the following address: registrationgbs@who.int 3.1 How do I access the Focal Point Registration Form? All Focal Points must be registered using the egbmrs Registration Form. 1. Enter the internet address, username and password provided in your letter of invitation. 2. Once you have logged into the system you can select the Forms menu option in the menu found at the bottom left-hand side of the screen. 3. Select the egbmrs Registration form.

6 Page 6 of You will see the Focal Point Registration form illustrated below. 3.2 How do I register a Focal Point? All Focal Points must be registered using the egbmrs Registration Form. 1. Open the Focal Point Registration Form.

7 Page 7 of Select a Meeting from the dropdown list. Note: The Meeting Date and Deadline for Registration will automatically be set according to the Meeting Name you select. 3. Complete the Focal Point information.

8 Page 8 of Attach your note verbale confirming your designation by your delegation as the Focal Point for registration. 5. Create your Focal Point Login credentials by inserting your address. Note: Please ensure that the address entered in section "New Login Creation" is working as the password to access the system as the Focal Point will be sent to this address.

9 Page 9 of Select the Submit button to register the Focal Point. You will receive your username and password to log into the registration system as the Focal Point at the address you provided. Note: It is not possible to register a Delegate unless you have logged in as the Focal Point. 4.1 How do I access the Delegate Registration Form? All Delegates must be registered using the egbmrs Delegate Registration Form. 1. You must first login as a Focal Point. After registering yourself as a Focal Point, you will receive an with the internet address, username and password to access the Delegate Registration form as seen below.

10 Page 10 of Enter the Focal Point username and password that is stated in the You will see the Delegate Registration Form illustrated below:

11 Page 11 of How do I register a Delegate? All Delegates must be registered using the egbmrs Delegate Registration Form. 1. Open the Delegate Registration Form.

12 Page 12 of Select the checkbox to Insert a new delegate.

13 Page 13 of Complete the Add Delegate Information section, and type a Priority number for your Delegate. This will determine the order in which the Delegates will appear in the official List of Participants.

14 Page 14 of Select the Add Button. The Delegate will now appear in the Meeting Delegates grid.

15 Page 15 of Select the checkbox to Submit a Delegate.

16 Page 16 of To submit all the Delegates, please select the checkbox to Submit All Delegates. To submit a selected Delegate, please select the checkbox to Submit Selected Delegate Attach the Delegate's Credential Select the Submit button. Note: In the Meeting Delegates grid, you will see that the delegate information has been submitted, and the date on which it was submitted.

17 Page 17 of How do I modify a Delegate's information? The Update/Modification of a Delegate's information can ONLY be made if the Delegate has not been submitted to the registration system. 1. Open the Delegate Registration Form. 2. Select the checkbox to Update an existing delegate.

18 Page 18 of Select the Credential Name of the Delegate whose information you wish to modify from the dropdown, make your modifications and select the Modify button. Note: When you select the Credential Name from the dropdown, the delegate's information will fill the fields below the Credential Name. This may take a few seconds to load. Note: The changes will be reflected in the Meeting Delegates grid.

19 Page 19 of How do I delete a Delegate's information? The Deletion of a Delegate's information can ONLY be made if the Delegate has not been submitted to the registration system. 1. Open the Delegate Registration Form. 2. Select the checkbox to Delete a delegate.

20 Page 20 of Select the Credential Name of the Delegate you wish to delete from the dropdown and select the Delete button. Note: The Delegates information will fill the fields below the Credential Name. This may take a few seconds to load.

21 Page 21 of How do I Submit all of my Delegates for registration? All Delegates must be registered and their details submitted using the egbmrs Delegate Registration Form. 1. You must first login as a Focal Point. 2. Select the checkbox to Submit a Delegate.

22 Page 22 of To submit all the Delegates, select the checkbox to Submit All Delegates and select the button. Note: In the Meeting Delegates grid, you will see that the delegate information has been submitted, and the date on which it was submitted. 5.2 How do I Submit only one of my Delegates for registration?

23 Page 23 of 25 All Delegates must be registered and their details submitted using the egbmrs Delegate Registration Form. 1. You must first login as a Focal Point. 2. Select the checkbox to Submit a Delegate. 3. To submit only one selected delegate, Select the checkbox to Submit a selected delegate. 4. Choose the Credential Name of the Delegate you wish to submit from the drop down and select the Submit Button. Note: In the Meeting Delegates grid, you will see that the delegate information has been submitted, and the date on which it was submitted.

24 Page 24 of How do I communicate changes on the composition of the delegation after submission? 1. You must first login as a Focal Point. 2. Select the checkbox to Change Submitted Delegate. 3. Insert the details of the change request. 4. Attach a Delegate Credential. 5. Select the Submit Change Request button.

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