e:vision Agent Management for Agents

Transcription

1 SMS Project Page 1 of 24

2 Table of Contents 1. Audience and Purpose International Agents The SMS Project Navigation, Actions and Terminology Finding your way around the page Actions Terminology Accessing e:vision Add an Agent Edit Agent details Support and Frequently Asked Questions SMS Project Page 2 of 24

3 Conventions Tip or special note Very important point Bold and italicised text indicates an e:vision Page Italicised text indicates an e:vision field name or action SMS Project Page 3 of 24

4 1. Audience and Purpose 1.1. International Agents This course is for all International Agents who process or require a thorough understanding of the management of International Agent access to e:vision. The course is designed to be delivered as a manual only with additional support provided by the University s International Office. If you have enquiries please contact your primary international marketing contact within the International Office or international.marketing@otago.ac.nz This course includes: Overview of the SMS project. Concepts and navigation of e:vision. Creating, updating and disabling Agents Upon completion of this course you will be able to: Login to e:vision and locate the various processing functions. Maintain Agents SMS Project Page 4 of 24

5 2. The SMS Project e:vision is the name of the new student management system being implemented as part of a wider programme of work to simplify, streamline and automate student administration processes for staff, agents and students. e:vision will replace existing paper-based and online application forms with a single online application and application management process. Students will have a one stop shop for administration activities. It will also make student information more readily available to staff and agents, and reduce duplication and fragmentation of core student data. e:vision will be delivered in stages. Refer to the e:vision blog for more information SMS Project Page 5 of 24

6 3. Navigation, Actions and Terminology e:vision behaves the same as many websites you already use. There are navigation functions that are particularly helpful in e:vision as well as e:vision specific terminology and actions you need to be aware of Finding your way around the page The ribbon menu gives you access to the main areas of e:vision. Page buttons open new pages or compl;ete actions. Information is displayed centrally Hyperlinks provide access to additional information or activities SMS Project Page 6 of 24

7 3.2. Actions Hyperlinks Links to other forms or information pages, which may open in the same window you are viewing or a new window may be opened. Popups Links to popups are similar to hyperlinks however; they are displayed on the page with a dotted underline. When you hover your mouse over the link, a small information box will pop up, for example: Help Click on this icon to access additional help. Saves information. Clears the flag that indicates there is new correspondence from the applicant. Cancels whatever you are doing and returns you to the previous page. or These icons expand and collapse a section of the form. * Mandatory field. SMS Project Page 7 of 24

8 List box Displays a list of entries for the field. For these fields you can only choose from this list. Date entry To enter a date you can: 1) Type the date in as day/month/year (dd/mm/yyyy) 2) Select the date from a calendar popup. Use the arrows < > to move to the month required. 3) Select the date from a month and year list box. You must press ENTER after you have made the selection. Use to alter the number of rows on a report. Indicates the number of rows displayed and the total number of rows. Browsers e:vision uses functionality available in the latest versions of internet browsers. Internet Explorer version 8 will display buttons and layout slightly differently to other browsers. SMS Project Page 8 of 24

9 3.3. Terminology Agent Depending upon the context, Agent may refer to: A business entity contracted with the University (also referred to as an Agency) Person/s (Agent) within the business entity Agency A business entity contracted with the University SMS Project Page 9 of 24

10 4. Accessing e:vision There are several e:vision systems available to you and depending on your progress through training and the rollout day, your access will be adjusted in each instance. e:vision Sandpit e:vision You may request access to this system to practice. Please contact the International Marketing office for a login to this system. The web address is This is the REAL system. You will be able to access this system upon receipt of your login details from the International Marketing office. The web address is or go to the Otago homepage, click on International and then look for e:vision Login for Agents under More Information. e:vision is a secure application containing much confidential information. User logins and the information being updated are recorded. Please remember, like any secure system, not to share your login information. SMS Project Page 10 of 24

11 Maintain Agents SMS Project Page 11 of 24

12 5. Add an Agent In this section we will look at the e:vision form used to add an Agent. Specifically we will cover: 5.1 Create Agent details 5.2 Create a login 5.3 Finalise the Agent and the login details to the Agent SMS Project Page 12 of 24

13 5.1 Create Agent details This is the first screen you will see when you login to e:vision for the first time. It enables you to edit your own login details or create new users (agents) within your agency. We have automatically set up an access as Agent Manager. This person manages the login access for all staff and can create new users. Note: We have created a login called Otago Access. Please do not disable this as it enables an International Marketing staff member to go into your portal and assist you if you are having problems submitting applications. To begin the Create new process, select: Agent maintenance on the left menu Create new or edit an existing agent This opens the Agent maintenance page. SMS Project Page 13 of 24

14 Continued To continue the Create new process, select: Create a new agent from the Agent option list Continue This opens the Agent details page. SMS Project Page 14 of 24

15 5.2 Create a login Complete the Agent details Username - must be between 5 and 8 alphanumerical characters. Select Continue This opens the Confirmation page SMS Project Page 15 of 24

16 Continued On the Confirmation page the Manager can: Verify the Agent information Select Back to correct information Select Continue to confirm the information Select Continue SMS Project Page 16 of 24

17 5.3 Finalise Agent Maintenance The Manager may now finalise the Agent Maintenance OR the Agent Username and temporary password. Finalise Agent (without sending login ) To send Username and Password at a later stage, the Manager will Edit the agent record and use the Reset Password Select Finish This opens the Agent maintenance page Send login Change the default address if required Select Send This opens the Agent maintenance page SMS Project Page 17 of 24

18 6. Edit Agent details In this section we will look at the e:vision form used to edit an Agents details. Specifically we will cover: 6.1 Select an Action 6.2 Select an Agent 6.3 Edit Agent details and reset passwords 6.4 Confirm Agent details SMS Project Page 18 of 24

19 6.1 Select an action To begin the Create new process, select: Agent maintenance on the left menu Create new or edit an existing agent This opens the Agent maintenance page. To continue the Edit Agent process, select: Edit an existing agent from the Agent option list Continue This opens the Edit an existing agent page. SMS Project Page 19 of 24

20 6.2 Select an Agent To locate an Agent: Enter a few characters of the Agency or Agent name in the Agent Search OR Scroll through the Agents displayed Select the Agent Select Continue SMS Project Page 20 of 24

21 6.3 Edit Agent details and Reset password The Manager may now update the Agent details: Select a new Agency Update the Branch Update the Login enabled check Reset password Selecting Reset password will open the Agent maintenance page (step 7.1) Select Continue This opens the Confirmation page SMS Project Page 21 of 24

22 6.4 Confirm Agent details The Manager now confirms the changes and selects: Back to return to Agent details page Continue to open the Agent maintenance page SMS Project Page 22 of 24

23 Troubleshooting and Support SMS Project Page 23 of 24

24 7. Support and Frequently Asked Questions Support arrangements and Frequently Asked Questions are published on the e:vision blog Agent Managers and Agent support is via the International Marketing team SMS Project Page 24 of 24