User Administration. User Administration Help

Transcription

1 User Administration User Administration Help 1.1 OVERVIEW ROLES USER NAMES AND PASSWORDS ADD USER UPDATE USER PROFILE DELETE USER RESET USER PASSWORDS SETTING UP USERS WITH ACCESS ACROSS LOCATIONS/PRODUCTS UPDATE USER ROLES ACROSS LOCATIONS/PRODUCTS Appendix A: Role Definitions Copyright 2017 John Deere Financial f.s.b. All rights reserved. 1

2 User Administration 1.1 Overview With JDFMerchantService.com (Merchant Toolkit), you can grant and control access, sharing it with others in the organization based on need. The following sections provide information on the importance of user administration and the key steps necessary to best manage access to the tools and resources available at JDFMerchantService.com. 1.2 Roles The Merchant Toolkit allows each merchant to designate multiple users within their business; each at the appropriate access level using their own user name and password. At the time of registration, your business will designate an administrator to assign each user an appropriate access level (role), user name and password. Roles define the available functions of the Merchant Toolkit for each user, including reports, ability to look up customers, order supplies, create special terms programs and process transactions. Two of the most common roles are: Administrator role: This role will have the capability to set up and manage user access, select and promote special programs, and use the other tools on JDFMerchantService.com. Users with this role are responsible for assigning roles to other users based on job function. Standard roles: These roles will have the capability to use the tools of JDFMerchantService.com, but do not have access to set up users. Please refer to Appendix A for a list of roles. 1.3 User Names and Passwords All users will need their own user name and password to access the Merchant Toolkit. Multiple users within your business can have access to the Merchant Toolkit, each at the appropriate level and with their own user name and password. The following guidelines apply for user names: User names must be unique and should not be the merchant name or merchant number 2

3 The following guidelines apply for passwords: Passwords should be a minimum of 8 characters and must be a combination of letters and numbers. Passwords are case sensitive. Users will be prompted to change their password every 90 days. Please note: an error message will occur if the user attempts to enter one of their previous 10 passwords. If an Administrator is locked out or needs a password reset, please contact Merchant Services at for assistance. If you have been assigned a temporary password, you will be required to change it the first time you log in. After saving a changed or a new password, you will be prompted to the log in screen to enter your User Name and new password. The following guidelines apply for log in: Users will be required to change their password at first log in. Users will be required to accept a User Site Agreement at first log in. Users will be prompted to select challenge question(s) and answer(s) at first log in. If a user forgets their password, they may select Forgot Password? and answer the challenge question(s) to reset their password. Users will be locked out of the system after 5 invalid login attempts. If this occurs, Administrators have the ability to reset users. After 15 minutes of inactivity, users will be logged out of the system and prompted to reenter their user information. 3

4 1.4 Add User When a merchant is first set up to utilize Merchant Toolkit, users will be added to the system by the designated Administrator. Your business is responsible for selecting the appropriate role for each user and for any transactions submitted under their username and password. Select User administration link from the Tools menu on the Merchant Toolkit page. User administration Select Add New User to establish a profile for a new user. Follow the steps, entering the information requested to set up each user. 4

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6 1. Username: Enter I.D. specific to merchant employee. Username is required to be at least 8 characters. a. Merchants that fit certain criteria will have the option to set up users with existing RACF Ids as their Usernames. 2. Password: Enter a temporary password with a minimum of 8 characters that must include a combination of letters and numbers with no spaces. Reminder: users will be prompted to change the password upon first login. a. Merchants that set users up with existing RACF Ids will not enter passwords as users will utilize their existing RACF password. 3. Confirm Password: Enter password again for verification. 4. First Name: Enter employee s first name. 5. Last Name: Enter employee s last name. 6. Job Title: Enter employee s title. 7. Phone: Enter employee s phone number. 8. Phone Extension: Enter employee s extension. 9. Address: Enter employee s address. Select Appropriate Role Enable: Select box next to the appropriate role for the user being set up. Roles: All potential roles and their definitions are listed for your business. Before submitting the form, type in the security code from the image. There are two icons to the right of the message to offer assistance if needed. Refresh (see another set of characters) Listen to the characters being read Select Save & Continue to proceed with user set up or Cancel to return to the previous screen. Assign User to Stores: Highlight the stores to which this user should have access and select Add. If a store has been added in error, highlight the store name from the Selected Stores and select Remove. Select Save to proceed with user set up or Cancel to return to the previous screen. 6

7 Verify setup is complete. If complete, select Home from the navigation bar. If further set up is needed, select applicable action. 7

8 1.5 Update User Profile Once a user is set up for Merchant Toolkit, the Administrator may make adjustments to that user s profile. Select User administration link from the Tools menu on the Merchant Toolkit page. Locate a user s name by searching under their known Username or by choosing the radial button to show all users. Select Modify to make adjustments to a user s profile. Make applicable adjustments to user s profile. Select Save & Continue to complete modification or Cancel to return to the previous screen without saving changes. Please refer to page 14 for more information on assigning additional Store and/or Merchant numbers to the current user. If complete, select Home from the navigation bar. 8

9 1.6 Delete User When a user no longer requires access to Merchant Toolkit, the Administrator may delete that user. Select User administration link from the Tools menu on the Merchant Toolkit page. Locate a user s name by searching under their known Username or by choosing the radial button to show all users. Select Delete User to deny the user access to the Merchant Toolkit. Please note: If users are assigned to multiple merchant numbers, the Administrator must delete the user from each applicable merchant number. 9

10 1.7 Reset User Passwords Once a user is set up for Merchant Toolkit, the Administrator may reset a user s password as needed. Select User administration link from the Tools menu on the Merchant Toolkit page. Locate user s name requiring an update by searching under their known Username or by choosing the radial button to show all users. Select Modify to make adjustments to the user s profile. Select Reset Password 10

11 Complete Password and Confirm Password fields with a temporary password with a minimum of 8 characters that must be a combination of letters and numbers. Administrators will not have the ability to reset passwords for RACF Users. Please note: Users will be asked to change their password upon first log in after being reset. Select Save to update password or Cancel to return to previous page. Verify Account Disabled is set at No. If Account Disabled is set to Yes, select the No radio button and select Save & Continue. Select Cancel to return to View Users page. 11

12 1.8 Setting Up Users with Access across Locations/Products Once a user is set up for Merchant Toolkit, the Administrator may add additional locations as applicable. The merchant is responsible for selecting the appropriate access for each user and for any transactions submitted under their username and password. Select User administration link from the Tools menu on the Merchant Toolkit page. Locate user s name requiring an update. Select Modify. Verify correct user is displayed and select Save & Continue. Select Add Merchant to grant user access to an additional merchant number. If no additional merchant numbers are associated, the Add Merchant button will not display. If adding access to additional stores for merchant numbers already displayed, select Assign User to Store and refer to page 15. Check the box of the merchant number to add. Select Continue to assign the role for the additional location. Select Assign Roles link for each merchant number to be added. 12

13 Select Continue if finished adding roles for additional merchant numbers. Select Assign Users to Store link. Highlight the stores to which this user should have access and select Add. If a store has been added in error, highlight the store name from the Selected Stores and select Remove. Select Save If complete, select Home from the navigation bar. If further set up is needed, select applicable action. 13

14 1.9 Update User Roles across Locations/Products Once a user is set up with access to multiple locations/products, the Administrator may add or update roles as applicable. The merchant is responsible for selecting the appropriate role for each user and for any transactions submitted under their username and password. Select User administration link from the Tools menu on the Merchant Toolkit page. Locate user s name requiring an update. Select Modify. Verify correct user is displayed and select Save & Continue. Select Merchant Name to update user roles for an additional merchant number. Make changes utilizing the check box(s) to the applicable roles. Enter reason for updating user s role in the Description field and select Save. If complete, select Home from the navigation bar. If further set up is needed, select applicable action. 14

15 Appendix A OTC = Online Transaction Center 15