System Administration. User Guide

Transcription

1 System Administration User Guide

2 Westpac Banking Corporation 2008 This document is copyright protected. Apart from any fair dealing for the purpose of private study, research criticism or review as permitted under the Copyright Act, no part may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic or mechanical, photocopying, recording or otherwise. Westpac Banking Corporation believes that this module is accurate at the time of its publication. Whilst all care has been taken in its preparation, Westpac Banking Corporation accepts no liability for any loss arising from use or reliance of this publication. The information contained in this publication is provided for learning purposes only and is subject to change. Revisions may be issued from time to time that encompass changes or additions to this module. Designed and developed by Glynn Stiller, WinTrade Project Team. Page 2 of 28 Distribution Date: February 2009 Version 1.6

3 User Guide System Administration Contents Introduction...5 About this Guide...5 Supporting Materials...5 Who is this Guide for?...5 Features...5 How to Add Users to Westpac WinTrade...6 Further Assistance...6 Roles and Responsibilities in Westpac WinTrade...7 Master Administrator...7 Corporate Administrator...8 View User Profiles... 9 Overview...9 View User Profiles...10 Ma intain User Profiles...16 Overview...16 Edit User Profiles...17 De lete User Profiles...23 Overview...23 Delete User Profiles...24 Resett ing User Passwords Overview...26 Resetting User Passwords...27 Distribution Date: November 2008 Page 3 of 28 Version 1.5

4 Page 4 of 28 Distribution Date: February 2009 Version 1.6

5 User Guide System Administration Introduction About this Guide Westpac WinTrade delivers a fast, efficient and secure system allowing you to request, revise and edit profiles. Customers have control over administration functions so they can manage their staff access to international trade transactions. This guide details the roles and responsibilities of the Corporate Administrator and explains how they use Westpac WinTrade to: View User Profiles Maintain User Profiles Delete User Profiles Reset User Profiles. Supporting Materials This guide is supported by Westpac WinTrade User Guides for each product, Westpac WinTrade Quick Reference Guides and the Westpac WinTrade e-learning module. Who is this Guide for? This guide is for Westpac WinTrade Corporate Administrators within customer organisations. Features Westpac WinTrade lets you revise and edit the profiles of your organisation's employees to ensure they have the system access required to perform their day-to-day tasks and reset user passwords when they are locked out of Westpac WinTrade. With a few simple clicks in Westpac WinTrade, you can: maintain user profiles to allow employees access only to the products and functions they require, maintain profiles of the organisation's Corporate Administrators, and reset user passwords. Distribution Date: November 2008 Page 5 of 28 Version 1.5

6 How to Add Users to Westpac WinTrade Westpac Corporate Solutions sets up new users for Westpac WinTrade. All users are required to have completed Westpac s Customer Identification Procedure. If the user already has access to Westpac Business Banking or holds a personal or business Westpac account, they will not normally need to repeat the check as their details are already held by Westpac. If the user does not meet these criteria, they will need to complete the Westpac Customer Identification check at their local Westpac branch. When a new employee joins the organisation, the Corporate Administrator prints and completes the form Westpac WinTrade Amendment Form. To obtain this form, access the Westpac WinTrade Resource Centre by clicking on either the Help icon at the top right of the screen or the User guides link on the left of the screen. Click on the WinTrade Amendment link under the New users heading to display the form. Print it using normal office procedures. The completed form is taken by the new user to a Westpac branch with the required identification documents and the form available from the Customer Identification letter link under the Westpac Customer Identification branch letter heading of the WinTrade Resource Centre so they can be identified and an identification check made. Information about the identification documents required is available on the our website The Westpac branch will then forward the forms to Corporate Solutions who will create the new user in Westpac WinTrade. When the user has been created, the customer's Corporate Administrator will be advised by letter. The new user will then need to phone Westpac Corporate Solutions to obtain the PIN so they can sign on to Westpac WinTrade. When Westpac creates new users, they will be given access to all products and transactions available to their company. The customer's Corporate Administrator will then need to edit the profiles of the new user to ensure they have the correct access and permissions. Further Assistance If you require any further assistance in using Westpac WinTrade, phone Westpac International Service and Operations on Page 6 of 28 Distribution Date: February 2009 Version 1.6

7 User Guide System Administration Roles and Responsibilities in Westpac WinTrade Master Administrator The Master Administrator for Westpac WinTrade is Westpac Corporate Solutions. The role and responsibilities of the Master Administrator are: Set up Westpac WinTrade for new customers with their required Trade products. Enable products in Westpac WinTrade if the customer requires new products, e.g. if they expand from import to import/export. Create Westpac WinTrade Corporate Administrators in the system for customers. Create new users in Westpac WinTrade when new employees join a customer s organisation. When new users are created in Westpac WinTrade, their profile will default to give them access to all products and transactions available to that organisation. Distribution Date: November 2008 Page 7 of 28 Version 1.5

8 Corporate Administrator The Corporate Administrator for Westpac WinTrade is one or more employee in each customer s organisation. The Corporate Administrator is able to update the profiles of users in their organisation to give them the access to the required trade products for their job. The roles and responsibilities of the Corporate Administrators are: After Westpac WinTrade is set up for the organisation, change the profile of existing users to provide their required access to all products and transactions within each product. After Westpac WinTrade is set up for the organisation, give the user the required approval levels. When Westpac Corporate Solutions adds a new Westpac WinTrade user to the organisation, change the profile of the new user to reflect their required access to products and procedures within each product. New users: When new users are added by Westpac, they are given access to all products and transactions available to that organisation. Single Corporate Administrators: When a customer with a single Corporate Administrator is added by Westpac, they are given access to all products and features and unlimited authority. Several Corporate Administrators: When a customer has more than one Corporate Administrator, default access and authority levels are applied. As a Corporate Administrator cannot amend their own access and authority levels, they are to be reset by another Corporate Administrator. Maintain the Westpac WinTrade profile of each user to meet their organisation's requirements, e.g. when an employee changes job roles. Delete user profiles when no longer required, e.g. when an employee changes job roles or leaves the organisation. Reset user passwords on an as-required basis. Maintain other Corporate Administrator profiles within the organisation. Note: Corporate Administrators cannot maintain their own profiles. Page 8 of 28 Distribution Date: February 2009 Version 1.6

9 User Guide System Administration View User Profiles Overview Corporate Administrators can view user profiles in Westpac WinTrade; however no changes can be made to it in this view. Note: Corporate Administrators can view the profiles of all users in their organisation. A user who is not a Corporate Administrator can view only their own profile. The following procedure details how to view user profiles. Distribution Date: November 2008 Page 9 of 28 Version 1.5

10 View User Profiles Follow the steps below to view a user profile in Westpac WinTrade. Note: The steps to view a complete profile are shown below. Corporate Administrators may wish to view only some of the detail in the profile by clicking on the required links at the top left of the screen. Step Action 1. From any product home screen, click on the Users link at the top left of the screen. Result: The Administer users - List of users screen will be displayed. 2. Click on the ID link of the user whose profile you wish to view. Result: The Administer User Part 1 of 5 - Details screen will be displayed. Page 10 of 28 Distribution Date: February 2009 Version 1.6

11 User Guide System Administration 3. This screen contains user identification and contact details. View the profile details on this screen. Click on the Part 2 Products link at the top left of the screen, or click on the Continue to Part 2 > link. Result: The Administer User Part 2 of 5 Products screen will be displayed. Distribution Date: November 2008 Page 11 of 28 Version 1.5

12 4. This screen shows the products the user has access to. View the profile details on this screen. Click on the Part 3 Access link at the top left of the screen, or click on the Continue to Part 3 > link. Result: The Administer User Part 3 of 5 Access screen will be displayed. Page 12 of 28 Distribution Date: February 2009 Version 1.6

13 5. This screen shows the transactions the user can do for each product. Select the required product from the Product field drop down menu. User Guide System Administration The transactions the user has access to are indicated by ticks in the check boxes. If the user has access to more than one product, complete this step for each product. Click on the Part 4 Authorise link at the top left of the screen, or click on the Continue to Part 4 > link. Result: The Administer User Part 4 of 5 Authorise screen will be displayed. Distribution Date: November 2008 Page 13 of 28 Version 1.5

14 6. This screen shows the authority levels for the user for each product. Select the required product from the Product field drop down menu. View the authorisation details on this screen. If the user has access to more than one product, complete this step for each product. Click on the Part 5 link at the top left of the screen, or click on the Continue to Part 5 > link. Result: The Administer User Part 5 of 5 screen will be displayed. Page 14 of 28 Distribution Date: February 2009 Version 1.6

15 7. This screen shows when the user will receive s for each product. Select the required product from the Product field drop down menu. User Guide System Administration The transaction types the user is to receive s for are indicated by ticks in the check boxes. If the user is to receive s for more than one product, complete this step for each product. Click on the Cancel button. Result: The Administer users - List of users screen with will be displayed again. This is the end of the procedure to view a user profile. Distribution Date: November 2008 Page 15 of 28 Version 1.5

16 Maintain User Profiles Overview The Corporate Administrator is responsible for maintaining the profiles of an organisation's employees in Westpac WinTrade. When these profiles are created by the Master Administrator (Westpac), they are initially given access to all of the products and transactions available to that organisation. The Corporate Administrator needs to edit the profile of each user, giving them the required access to transactions within each required product and setting the amounts the user can approve. Important Note: When users are created by the Master Administrator (Westpac), they are given default settings. The Corporate Administrator should review the settings for all users and change them as appropriate for each individual. If an employee changes roles, the Corporate Administrator can change the user profile to update their access. This section shows how to maintain user profiles. Note: Corporate Administrators can maintain the profiles of all users in their organisation except their own. Users who are not Corporate Administrators can only maintain their own address. The following procedure details how to maintain user profiles. Note: If a profile is changed while the user is logged in to Westpac WinTrade, any edits will not take effect until the user logs out and then signs in again to Westpac WinTrade. This is necessary for the changes to be updated. Page 16 of 28 Distribution Date: February 2009 Version 1.6

17 User Guide System Administration Edit User Profiles Follow the steps below to edit a user profile in Westpac WinTrade. Note: The steps to edit all details of a user profile are shown below. Corporate Administrators may wish to edit only some of the detail in the profile by clicking on the required links at the top left of the screen. Changes can be saved by clicking on the Save button on any of the screens. Step Action 1. From any product home screen, click on the Users link at the top left of the screen. Result: The Administer users - List of users screen will be displayed. 2. Click on the radio button in front of the user whose profile you wish to edit. Click on the Edit button. Result: The Administer User Part 1 of 5 - Details screen will be displayed. Distribution Date: November 2008 Page 17 of 28 Version 1.5

18 3. This screen contains user identification and contact details. Edit profile details on this screen as applicable. Click on the Part 2 Products link at the top left of the screen, or click on the Continue to Part 2 > link. Result: The Administer User Part 2 of 5 Products screen will be displayed. Page 18 of 28 Distribution Date: February 2009 Version 1.6

19 4. This screen shows the products the user has access to. User Guide System Administration Ensure only the products the user is to be given access to have a tick in them. Click on the Part 3 Access link at the top left of the screen, or click on the Continue to Part 3 > link. Result: The Administer User Part 3 of 5 Access screen will be displayed. Distribution Date: November 2008 Page 19 of 28 Version 1.5

20 5. This screen shows the transactions the user can do for each product. Select the required product from the Product field drop down menu. Ensure only the transaction types the user is to be given access to have a tick in them. If the user has access to more than one product, complete this step for each product. Click on the Part 4 Authorise link at the top left of the screen, or click on the Continue to Part 4 > link. Result: The Administer User Part 4 of 5 Authorise screen will be displayed. Page 20 of 28 Distribution Date: February 2009 Version 1.6

21 6. This screen shows the authority levels for the user for each product. Select the required product from the Product field drop down menu. User Guide System Administration If the Super approver checkbox is not selected, select either the May approve own transactions or the Additional approval is required check box. Select the currency the authorisation limits are given in from the Profile field drop down menu. Westpac WinTrade has the ability to give users 1 st and 2 nd level approvals and set the amounts for these approvals if required. If applicable, click on the check box and enter the approval amounts for the levels in the fields next to the approval check boxes. The 1 st level approval field shows the maximum amount of the transaction which the user can approve. 2 nd level approval is used when an organisation is set up for dual approval. This field shows the maximum amount of the transaction the user can approve as a second approver if the Additional approval is required check box is selected. Note: These approval levels are approval levels set to meet the customer's requirements. They have no relation to any approval levels Westpac has given the company. The Daily limit field shown the total maximum amount the user will be able to approve in one day. It has no relation to any limits Westpac has set for the company. When the Super approver check box is ticked, the user can approve their own transactions with no limit. If the user has access to more than one product, complete this step for each product. Click on the Part 5 link at the top left of the screen, or click on the Continue to Part 5 > link. Result: The Administer User Part 5 of 5 screen will be displayed. Distribution Date: November 2008 Page 21 of 28 Version 1.5

22 7. This screen shows when the user will receive s for each product. Ensure the This user agrees to receive notifications related to the following products/events check box is ticked if the user is to receive s for any product. Select the required product from the Product field drop down menu. Ensure only the events the user is to receive s for have a tick in them in the Events section. If the user has access to more than one product, complete this step for each product the user is to receive s for. Click on the Save button. Result: The user profile will be updated and the Administer users - List of users screen with will be displayed again. This is the end of the procedure to edit a user profile. Page 22 of 28 Distribution Date: February 2009 Version 1.6

23 User Guide System Administration Delete User Profiles Overview The Corporate Administrator is responsible for maintaining the profiles of an organisation's employees in Westpac WinTrade. When an employee leaves the company or changes roles and no longer requires access to Westpac WinTrade, the Corporate Administrator should delete that employee's profile. Note: When a user profile is deleted, it cannot be restored. If a user profile is deleted when it is still required, Westpac Corporate Solutions can again add the deleted user to the organisation's employees in Westpac WinTrade. However, the user will be added as a new user and given access to all products and transactions available to that user. The following procedure details how to delete user profiles. Distribution Date: November 2008 Page 23 of 28 Version 1.5

24 Delete User Profiles Follow the steps below to delete a user profile in Westpac WinTrade. Step Action 1. From any product home screen, click on the Users link at the top left of the screen. Result: The Administer users - List of users screen will be displayed. 2. Click on the radio button in front of the user whose profile you wish to delete. Click on the Delete button. Result: A message will be displayed asking if you want to delete the selected user. Page 24 of 28 Distribution Date: February 2009 Version 1.6

25 User Guide System Administration 3. Click on the OK button. Result: The Administer users - List of users screen will be displayed again. 4. Note that the profile is no longer displayed on the screen. This is the end of the procedure to delete a user profile. Distribution Date: November 2008 Page 25 of 28 Version 1.5

26 Resetting User Passwords Overview If a user tries unsuccessfully to log in to Westpac WinTrade three times, they will automatically be locked out of the system. This is a security measure to prevent unauthorised access to Westpac WinTrade. When users are locked out of Westpac WinTrade, they should request their Corporate Administrator to reset their password. Corporate Administrators will be able to reset their users' passwords when they are locked out of Westpac WinTrade. IMPORTANT! Westpac WinTrade passwords must have a minimum of 6 characters. The characters must be letters, numbers, or a combination of both. The password is case sensitive. As soon as their password is reset, users will need to change it the first time they log in to maintain system security. After the password is reset and the customer logs in to Westpac WinTrade, a dialog box will appear asking them to change their password. This will help to maintain security of the system. The following procedure details how to reset user passwords. Page 26 of 28 Distribution Date: February 2009 Version 1.6

27 User Guide System Administration Resetting User Passwords Follow the steps below to reset a user password in Westpac WinTrade. Step 1. Action From any product home screen, click on the Users link at the top left of the screen. Result: The Administer users - List of users screen will be displayed. 2. Click on the radio button in front of the user whose password is to be reset. Click on the Edit button. Result: The Administer User Part 1 of 5 - Details screen will be displayed. Distribution Date: November 2008 Page 27 of 28 Version 1.5

28 3. Click on the Reset Password button. Result: The message showing the user's new password will be displayed. 4. Advise the user of their new password, then click on the OK button. Note: This password can only be used once. The next time the user logs in to Westpac WinTrade, a dialog box will appear asking them to change their password. Result: The Administer User Part 1 of 5 - Details screen will still be displayed. 5. Click on the Cancel button to return to the Administer users - List of users screen. This is the end of the procedure to reset a user's password. Page 28 of 28 Distribution Date: February 2009 Version 1.6