Single Sign On: Volunteer User Guide

Single Sign On: Volunteer User Guide V3.0 Document Owner: Pathways Project Issue Date: 11-Jun-15

Purpose of the Document The Single Sign On (SSO) User Guide has been developed to provide users with instructions on how to register and sign into the Volunteer Portal. The introduction of SSO will improve access for new and existing staff and volunteers by simplifying and streamlining the registration and login process. Important notes before commencing Volunteer Registration and Login Information Whether you are currently registered on the Volunteer Portal or not, all volunteers will need to register for SSO using their existing Volunteer ID number to continue to have, or gain access to the Volunteer Portal Note: If you do not have your volunteer number please contact your Brigade, Unit or Group senior representative. Browser Information To register for the Volunteer portal a computer must now have one of the following internet browsers: o Internet Explorer 9 or higher o Opera Desktop 10 or higher o Safari Desktop 5 or higher o Firefox Desktop 10 or higher o Chrome Desktop 16 or higher Volunteer User Support SSO IT User Support is available to volunteers by contacting: Volunteer Portal Support Team 8.00am 4.00pm Mon - Fri Ph: 9395 9306 webmaster@dfes.wa.gov.au

Contents 1. REGISTERING FOR SINGLE SIGN ON... 1 2. DIRECT REGISTRATION... 2 3. THIRD PARTY REGISTRAITON... 9 4. CHANGE YOUR PASSWORD... 17 5. FORGOT YOUR PASSWORD... 18 6. ACTIVATING YOUR EACADEMY ACCOUNT... 20 7. ACCESSING EACADEMY... 21

1. REGISTERING FOR SINGLE SIGN ON (SS0) There are two ways in which a Volunteer can register for SSO: a. Direct Registration This is a similar process to how volunteers have previously registered on the Volunteer Portal and requires a volunteer to have a Volunteer ID number. Before proceeding with direct registration please ensure you have an email address you can access throughout the registration process. b. via a third party provider For those volunteers who are regular users of social media sites and have an account with providers such as Google, Yahoo, LinkedIn, Facebook, or Windows Live, there is the option to register via a nominated third party site. This means that when a volunteer signs into their social media account they will automatically be signed into the Volunteer Portal as well. This User Guide provides instructions for both registration methods. Single Sign On: Volunteer User Guide 1

2. DIRECT REGISTRATION NOTE: Please ensure you can access your nominated email account while you are registering for SSO. 1. Type or click on the following URL address: https://extranet.dfes.wa.gov.au/sites/volunteers/pages/home.aspx 2. Click on Volunteer Portal banner 3. Click on register now Single Sign On: Volunteer User Guide 2

4. Click on I accept 5. Complete the Registration Form using your Volunteer ID number and an email address you have access to while you are going through the registration process. 6. Once completed Click on Continue registration 3. If you have trouble reading the Captcha click on one of the 3 icons highlighted in green for assistance Single Sign On: Volunteer User Guide 3

7. The screen below will appear 8. For a Direct Registration, which means you are registering without using a third party provider such as Facebook, LinkedIn, Google Mail Click on No, skip this option and complete my registration 9. The following message with your unique user name will appear Single Sign On: Volunteer User Guide 4

10. An email similar to the one below will then be sent to the email address you registered with. This information is required to enable you to sign into the SSO so please keep a record of these details. PLEASE NOTE: The Confirmation Email may take some time to arrive. 11. Write down the username and password provided in the email 12. Click on the link in the email to access the Volunteer Portal sign in page Single Sign On: Volunteer User Guide 5

Signing in for the first time after Volunteer registration 1. If you selected click here from the email link you will be taken to the page below. 2. Alternatively, to return to this screen at a later day use the following address: https://extranet.dfes.wa.gov.au/sites/volunteers/pages/home.aspx Click on Volunteer Portal banner 3. Click on Sign In on the Volunteer Access and Registration page Single Sign On: Volunteer User Guide 6

4. You should be taken to this screen 5. Click on Volunteer Username Note: You may also see a reduced version of this screen with just the Volunteer Username option. In which case select this option. 6. This should take you to the Log in screen 7. Enter the username and password details as per the email received 8. Then Click on Sign In 9. You should be taken to the Volunteer Portal home page Single Sign On: Volunteer User Guide 7

Signing out of the Volunteer Portal 1. Click on the top right hand drop down menu of the Volunteer Portal homepage which says Welcome ###### 2. Click on Sign Out Single Sign On: Volunteer User Guide 8

3. THIRD PARTY REGISTRATION NOTE: If you have a third party account with a provider such as Google, Yahoo, LinkedIn, Facebook, or Windows Live you have the option to register via this third party user. Some information about registering via a third party What is third party registration? Volunteers who are social media users may prefer to register using one of their third party accounts such as Facebook or Twitter. This means that when the volunteer is logged into their social media account they will also automatically be logged into the Volunteer Portal, thereby alleviating the need to sign into the Volunteer Portal each time. Is my information safe if I register via a third party account? If a volunteer registers via a third party account the only information DFES will have access to will be basic profile data such as volunteer s third party display name and email address. DFES does not and will not have access to any other information such as passwords, contacts, messages, photos etc. This content is heavily protected by the third party providers. Single Sign On: Volunteer User Guide 9

1. Type or click on the following URL address: https://extranet.dfes.wa.gov.au/sites/volunteers/pages/home.aspx 2. Click on Volunteer Portal banner 3. Click on register now Single Sign On: Volunteer User Guide 10

4. Click on I accept 5. Complete the Registration Form using your Volunteer ID Number and an email address you have access to while you are going through the registration process. 6. Once completed Click on Continue registration 3. If you have trouble reading the Captcha click on one of the 3 icons highlighted in green for assistance Single Sign On: Volunteer User Guide 11

7. The screen below will appear 8. Click on Yes, proceed with this option 9. Complete this form by choosing the third party account 10. Use the same email address you use for your selected third party. Note, this does not need to be the same email address you used for your registration. 11. Select Yes, complete my registration 12. You will receive the following message: Single Sign On: Volunteer User Guide 12

13. The following email should then be sent to your nominated email address 14. In this email Click on the highlighted link to sign in to the Volunteer Portal. Single Sign On: Volunteer User Guide 13

Signing in for the first time after third party registration 1. If you selected the email link you will be taken to the page below. 2. Alternatively, to return to this screen at a later day use the following address: https://extranet.dfes.wa.gov.au/sites/volunteers/pages/home.aspx 3. Click on Sign In on the Volunteer Access and Registration page 4. You should be taken to this screen below 5. Click on the third party provider you subscribed through, eg Facebook 6. This will direct you to the relevant log in page for that third party provider 7. Complete the log in information as required then Click on Log In Single Sign On: Volunteer User Guide 14

NOTE: While you wait for DFES to verify your log in, this screen may appear. Please wait while the system goes through this process 8. This will take you to the Volunteers Portal Home Page Single Sign On: Volunteer User Guide 15

Signing out of the Volunteer Portal 1. Click on the top right hand drop down menu of the Volunteer Portal homepage which says Welcome ###### 2. Click on Sign Out IMPORTANT NOTE IF YOU ARE USING A SHARED COMPUTER If you are: 1. using a shared DFES computer, (e.g. at a Station) or; 2. using a personal computer where there are multiple users it is essential you log out of both the DFES system you are using as well as your third party identity provider (if applicable) when you have finished using a DFES system. For maximum security, you should close all browser windows and fully quit the browser. Single Sign On: Volunteer User Guide 16

4. CHANGE YOUR PASSWORD NOTE: Third party registered users cannot use this selection to change their password. Any changes to a password will need to be made with the relevant third party provider. 1. From the homepage of the Volunteer Portal Select Change Password on the lower left hand banner as circled in red. 2.1.2 Forgot password 2. The form below should appear 3. Complete the form by typing your current password 4. Type your new password Note: your new password must be at least 8 characters and/or numbers but should not exceed 16 characters and/or numbers. 5. Then confirm by typing your new password again 6. Select Update 7. The following screen should then appear Single Sign On: Volunteer User Guide 17

5. FORGOT YOUR PASSWORD 1. On the Sign In Page select Forgot password? 2. The screen below should appear 3. Enter your Volunteer ID number 4. Press Submit 5. You should then receive the following screen Single Sign On: Volunteer User Guide 18

6. An email should also have been sent to the email address you registered with providing you with a new password 7. You can proceed with signing back into the Portal using your existing Username and new password. Single Sign On: Volunteer User Guide 19

6. ACTIVATING YOUR EACADEMY ACCOUNT 1. At the Portal homepage Select the Professional Development tab 2. This will take you to the Professional Development Portal 3. Click on My Training 4. Click on eacademy. This will auto-activate your eacademy account. Single Sign On: Volunteer User Guide 20

7. ACCESSING EACADEMY 1. From the eacademy home page you have a range of menu options down the left hand side. 2. If you are enrolled in a Course, this will appear at the bottom of this menu as highlighted in the red box. 3. Become familiar with the features of eacademy by navigating through the home page. 4. Under My Profile you will have the ability to update aspects of your Profile. Signing out of eacademy 1. To Sign Out of eacademy click on Logout eacademy under My eacademy on the top left hand side of the page 2. Select Continue when asked for confirmation that you want to log out Single Sign On: Volunteer User Guide 21

FOR FURTHER INFORMATION on how to use and access information on the eacademy click on Help and select from the drop down menu. Or click on this link to download the Student User Guide Single Sign On: Volunteer User Guide 22