Assign CREST EDG User Access Levels and Permissions

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Assign CREST EDG User Access Levels and Permissions Assign CREST EDG User Access Levels and Permissions The CREST EDG User Administrator Who is the CREST EDG User Administrator? User Administrator is an access level in CREST EDG that allows that user to perform several high-level security activities. The User Administrator can: Assign CREST EDG access levels and permissions Reset CREST EDG user passwords Update company, office and person records. Initially, on the responsible broker has user administration access to CREST EDG. The broker is responsible to: Give other users user administration access Give other users CREST epay access. These are the available access levels, codes, and a description for the CREST EDG system. Refer to this table to clarify the permissions assigned to a CREST EDG access level. Table 2-1: Access Levels, Codes, and Descriptions Access Level Code Description No Access to EDG None Users cannot access CREST EDG. They can only: Access email from CBCWorldwide.com. Access the Blueprint intranet e.g., sales associates not responsible to data enter listings. Outside vendors who are eligible for royalty or commission payments. Read Only RA Users can: View all information in the system without making any changes. A read-only user can view all financial information. Data Entry Associate DA This is the lowest access level with update ability and the user can: Add/update basic closing information. Accounting Associate AA User can: Add/update basic listing information and photos. Generate transaction reports. Broker Associate BA User can: Add Sales Associates and non-sales Update office information Add/update Open/pending and Closing transaction information Generate transaction and staff reports. User Administrator UA This is the highest access level and the user can: Add Sales Associates and non-sales. Update office information. Add/update open/pending and closing transaction information. Generate transaction and staff reports. Assign system access and administer and reset passwords. 2-1

Assign CREST User Access Levels and Permissions Assign CREST EDG User Access Levels and Permissions (Continued) A person may only be assigned ONE access level at a time. You must choose the level that corresponds to the highest access a person needs. For example, If you want a user to be able to generate transaction reports, assign an access level equal to AA (Accounting Associate). If that person generates transaction and staff reports, assign an access level equal to BA (Broker Associate). Figure 2-1: CREST EDG Access and Permissions Decision Chart 2-2

Assign User Access to CREST EDG Overview Assign a Person an Access Level After adding a person to CREST EDG, you must tell CREST EDG what that person is able to do while logged on to the system. As shown in Table 2-1: Access Levels, Codes, and Descriptions on page 2-1, access levels are cumulative. You must have an access level of UA (User Administrator) to make changes to a person s access level. You must make certain that you give the user the highest level for the tasks she needs to perform. From the Welcome to CREST EDG page: Select. The USER SEARCH: SERCH CRITERIA form appears. Figure 2-1: USER SEARCH: SEARCH CRITERIA Type the user ID for that person and select. The USER SEARCH RESULTS page appears. User ID is the primary key to a person s CREST EDG record. If you do not know the user ID, optionally select an Office and/or an Access Level from the drop down lists and/or type the user s First Name, Last Name fields. The USER SEARCH RESULTS page appears. Continue 2-3

Assign User Access to CREST EDG (Continued) Figure 2-2: USER SEARCH RESULTS Assign a Person an Access Level (Continued) Use the USER SEARCH RESULTS page to quickly find a person s user ID, access level, and the offices to which they have access. Locate the person record to change and select the hypertext link in the User ID field. The USER ADMINISTRATION form appears. Figure 2-3: USER ADMINISTRATION Form 2-4

Assign User Access to CREST EDG (Continued) Figure 2-4: Select Access Levels for Company or Individual Offices CREST EDG epay Access checkbox. All Offices means company-wide. Individual Offices means each office listed below. Assign a Person an Access Level (Continued) Company Level Access Office Level Access Above is shown the critical section of the USER ADMINISTRATION form where user permissions to CREST EDG and CREST epay are assigned. Assign CREST epay Access field is a checkbox selected at the company or office level. The CREST EDG Access Level field is blank by default indicating, no access to CREST EDG at the company or office level. Company Level Access The All Offices radio button is selected to assign the user one access level that applies company-wide whether for CREST EDG or CREST EDG epay. The Individual Offices radio button is selected to assign the user an office access level by selecting a different value in the Access Level field for each office. That means a person authorized to do data entry in Lake Hiawatha may be limited to read only or indeed no access to CREST EDG records assigned to the Parsippany offices. Similarly, epay access may be granted per office or for all offices when the Select All checkbox is used. 2-5

Assign User Access to CREST EDG (Continued) Assign a Person an Access Level (Continued) Assign CREST EDG e-pay Access From the Select Access Levels for All Office OR Individual Office(s): fields, do one of the following: 1. Select the All Offices radio button and choose the Access Level from this drop down list to give user access to all office records for your company. or 2. Select Individual Offices radio button and select an Access Level for that office and repeat this step for each office listed to give the user different access levels per office. 3. Mark the Select All checkbox to provide the user with company-wide access to all offices at the one designated Access Level. If this person has no CREST EDG access for a given office (i.e., does no data entry, reports generation, or user maintenance there), leave the Access Level drop down for that office blank. CREST Epay access can only be assigned to a person who has an All Offices (which is a company) access level and that radio button must be selected. Figure 2-1: USER ADMINISTATION FINISH Form If the Individual Offices radio button is selected the CREST e-pay Access checkbox is disabled. 4. Mark the CREST e-pay Access checkbox to provide the user with access to the EFT (Electronic Funds Transfer) function by which royalty fees may be transmitted directly to Coldwell Banker Commercial. 5. Select when done. The USER ADMINISTRATION FINISH page appears to verify the access level(s) you just granted. The finish form below shows UA (User Administration) access granted to the user for one (NON-AR CUSTOMER) office. Continue 2-6

Assign User Access to CREST EDG (Continued) Update User Access for a Person Reset a User Password Follow the same add procedure steps to update a user s access level for the company or an office. Refer to, Assign a Person an Access Level starting on page 2-3. From the Welcome to CREST EDG page: Figure 2-1: USER ADMINISTATION Form Reset Password 1. Select to locate the user whose password needs changing. Refer to Steps 1 through 3 of the Assign a Person an Access Level starting on page 2-3 for more information. The USER ADMINISTRATION form appears. Reset a User Password 2. Mark the (Check to Reset) field and select. (Continued) 3. The USER ADMINISTRATION FINISH page appears indicating that the user password has been reset and showing the new password that must be used to gain access to the Change Password form during login. 4. Contact the user and provide the new password shown on the USER ADMINISTRATION FINISH page and refer them to, Login to CREST EDG Step 4. Change Password on page 1-51 of the Introduction to this user guide. Figure 2-2: USER ADMINISTATION FINISH Form Reset Password Confirmation 2008 Coldwell Banker Commercial Affiliates. A Realogy Company. All Rights Reserved. Coldwell Banker Commercial Affiliates fully supports the principles of the Equal Opportunity Act. Each Office is Independently Owned and Operated. Coldwell Banker Commercial, the Coldwell Banker Commercial Logo are registered (or unregistered) service marks licensed to Coldwell Banker Commercial Affiliates. 2-7