SmartSolutions Portal User Guide

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Angelica Sybil Holt
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1 SmartSolutions Portal User Guide Managing group permissions Updated 28/04/17 v1

2 In this guide we will show you how to manage and edit the permissions of other users within your organisation. 1. First, go to the website 2. You will then be presented with the login page. Enter your username and password then press the Log in button 2

3 3. Once you are logged in, select the group management- from here group administrators are able to view the users who that have access to your organisation and manage the access they have. You will only see the Group Management section if you are a group administrator. 3

4 4. When a user has requested access to an organisation the group administrator will receive an prompting them to assign the new user to a role or decline their access to the organisation. Pending access requests can be found on the right hand side of the group management section. Press manage requests to see pending new user requests. 4

5 5. New users must be assigned a role. The three role options roles are: Administrator When given this role it allows the users to submit ESS forms, see updates related to submitted work within account history, approve or decline new user requests and change the roles of the users within the organisation. User This role allows the user to submit ESS forms, and see updates related to submitted work within account history, though does not allow them to manage organisation user accounts or accept new user requests. Decline Request This role blocks the user from accessing the portal. When selecting this role you must specify a reason as to why they are being rejected. This reason is then ed to the user. After assigning the required roles click save changes at the bottom of the page to apply these changes. 5

6 6. If you need to create and edit roles, go back to the previous group management screen. You can create a new role by typing the role name into the text box under Add a new role and click the Add role button. You can also delete roles by clicking the Delete Role button next to a role name. Roles can only be deleted if the role does not have any members. 6

7. To edit permissions for roles, click the Edit role button next to the role name. Here you will be able to tick the required permissions for the role.

7 7. To edit permissions for roles, click the Edit role button next to the role name. Here you will be able to tick the required permissions for the role. Group Permissions These options mostly dictate the control users have to create and edit roles, change permissions and review transaction history. Please note: - The top 3 boxes are required for ESS forms to be submitted. Service Form Permissions These options dictate the users control over the ESS form submissions After changes are made select Save Changes at the bottom of the page 7

8. To add users to a role select the Summary tab on the edit role page shown above. On the right of this page you will find a Manage role members button. 9.

8 8. To add users to a role select the Summary tab on the edit role page shown above. On the right of this page you will find a Manage role members button. 9. You will then be taken to the Role Members page, here is where group members are added and removed from a role. To add a group member to a role select the tick box next to their name on the right (Available group members list) and select Add in the middle. To remove a member from the role, select their name from the right hand side list (Current role members) and click the Remove button in the middle. Add members to role from this list Select members from a role using this list 8

9 If you have any issues related to the self-serve portal please contact the SmartSolutions team on the following details. Phone: Website smartsolutions.northyorks.gov.uk To give feedback on the portal please use the survey here. 9

On accessing the GMS Portal, the log in screen below will be shown:

On accessing the GMS Portal, the log in screen below will be shown: GROUP MEMBERSHIP SCHEME CO-ORDINATOR The Co-ordinator is based at the organisation and is responsible for managing the initial vetting and submission or declining of applications. They are the first point