Administering the Customer Platform Business Banking Certification Training Section Objectives By the end of this section, you will know how to: access the Customer Platform support your business users when they administer their system
Accessing the Customer Platform Terms to Know - CCP Company the one person at the company with full permissions (as granted by the financial institution). User person(s) set up by the Company with the ability to add, edit, delete other users (not other User s or the Company Admin). User person(s) set up by Company Admin or User Admin with various access to the CCP. Company ID 4 to 16 characters and may include letters and numbers. Set up in the FIAP and cannot be changed. Company Password Must be between 6 and 16 characters and contain a minimum of 1 alpha and 1 numeric character (the financial institution may further customize the requirements). This password does not expire. The Company Admin is forced to change it upon initial login. NOTE: The financial institution may choose to disable the Company Password, thus creating a three-part login. User ID - 4 to 16 characters and may include letters and numbers. Firstmark Credit Union - Business Banking Certification Training 2
User Password Must be between 6 and 16 characters and contain a minimum of 1 alpha and 1 numeric character (the financial institution may further customize the requirements). This password must be changed on a regular basis (duration set in FIAPà Security à End User Password Duration and affects all companies). Company Administration Company User User Who creates my ID and password? FI Company User or Company What access will I have? Determined by financial institution User Maintenance and whatever access is granted by Company Determined by User or Company Who resets my password if I forget it or become locked out? FI Company User or Company Firstmark Credit Union - Business Banking Certification Training 3
Company ID Company Password* User ID User Password Force change? No Yes, first login by Company Admin and whenever financial institution resets No Yes, initial login and password resets Editable? No Yes, by the financial institution, Company Admin, User Admins No (Exception: the Company Admin ID is editable by the financial institution) Yes, by User, Company Admin, and User Admins Expires? No No No Yes Creates a lockout? No No No Yes *The financial institution may choose to disable the Company Password, thus creating a three-part login. Accessing the Customer Platform Practical Applications 1. What are the default character requirements for User IDs and Passwords on the Customer Platform? 2. What does a Company do if they forget their User ID and/or Password? 3. Can a Company get locked out of Business Banking? If so, how does this affect the other users at the company? Firstmark Credit Union - Business Banking Certification Training 4
4. What does an end user do if they forget their User ID and/or Password? What do they do if they get locked out? Setting up Users Administration User Maintenance User Profile Maintenance Current User: The dropdown list lets you choose a user to modify. New: Click this button to create a new user. User Name: This is the user s name and is accessible on this screen only. User ID: This is the ID that the user will use to log in to the system. Password/Confirm: This is the temporary password that the user will enter when logging in for the first time. The system cross-checks the Password and Confirm fields to help eliminate typographical errors. Email: This is the user s email address. System-generated email messages intended for this user will be directed to this address. Unlock User: Clears the invalid login count so the user is able to access Business Banking again. This button only displays if the user is locked out. NOTE: Only the Company and User s have access to this screen. Firstmark Credit Union - Business Banking Certification Training 5
Account List: Business Banking Services that have been enabled for your financial institution during Implementations display in each column. Accounts that have been enabled by your financial institution in the FI Admin Platform display in each row. A checked box in a row/column position indicates that the user has permission to use that column s service on that row s account. The first company listed is the primary company. If any secondary companies have been tied to the primary company, access those accounts by clicking the + sign. NOTE: Some services cannot be used with some account types. The system automatically disables the checkboxes in such cases, so you cannot inadvertently assign an invalid permission. Administration: Only the Company can enable the following permissions: User : Check this box to allow the user to have access to most Administrative functions (excluding Sweeps). This permission includes: User Profile Maintenance (the ability to add, edit or delete other users), Activity Reporting, Balance Alerts, Account Maintenance, Change Company Password, Change Timeout. Firstmark Credit Union - Business Banking Certification Training 6
User Profile Approver: Check this box to designate this User as an approver for when the Company or another User add, edits, or deletes a user. When the User Profile Approver adds, edits, or deletes a user, the Company or another User Profile Approver must approve the action. NOTE: If User Profile Maintenance was checked of by the financial institution for this company, the Company must set up least two users as "User s" with the "User Profile Approver" permission. Suppress Email Approval Request: Check this box to prevent the system from generating an email to the User Approver upon another administrator adding, editing, or deleting a user. NOTE: The User Profile Approver and Suppress Email Approval Request options only display if User Profile Maintenance Approval Required was checked in FIAP à Maintenance à Add New Customer. Balance Reporting Allow Balance Reporting: Check this box to allow the user access to the Balance Reporting module. This includes viewing account balances, creating and running reports, and searching for transactions. Book Transfer Allow Book Transfer: Check this box to allow the user access to the Book Transfer module. This includes setting up one-time, future-dated, and recurring transfers. The user will also be able to view, edit, and delete future dated and recurring transfers that have been scheduled by the user or any other company user. Firstmark Credit Union - Business Banking Certification Training 7
Wire Transfer Allow Wire Transfer: Check this box to allow the user access to the Wire Transfer module. Initiate Template: Check this box to allow the user to submit Template-based Wire Transfers (wires that use a predefined template). Initiate Group: Check this box to allow the user to submit Group-based Wire Transfers (wires that are grouped together for ease in submitting). Initiate Freeform: Check this box to allow the user to submit Freeform Wire Transfers (wire transfers that do not use a predefined template). NOTE: This will still display even if the financial institution has disabled Freeform Wires for the company in the FIAP. Approval: Check this box to allow the user to approve and/or deny their wire transfer submittals and/or wire transfer submittals from other company users that are within their limits. Suppress Email Approval Request: Check this box to prevent the system from generating an email to the approver upon another user initiating a wire transfer. NOTE: The email that is generated upon a user exceeding their daily/transaction limit will also be suppressed, unless the financial institution has restricted this feature altogether via the "Restrict Wire initiation if User Limits are exceeded" checkbox. Best practice is to grant initiation and approval rights to different user profiles. Fraud can be deflected if the initiation and approval steps are performed using different login credentials at different computers, even if this is the same person. Firstmark Credit Union - Business Banking Certification Training 8
Template Maintenance: Check this box to allow the user to create, modify, and/or delete wire templates. Template Group Maintenance: Check this box to allow the user to create, modify, and/or delete wire groups. Investigation Request: Check this box to allow the user to submit a wire transfer investigation request online. Foreign Exchange Rates: Check this box to allow the user to view the foreign currency exchange rates table. Rates are supplied by the financial institution. NOTE: your financial institution may opt to turn this feature off during Implementations Daily Limit: Set the cumulative maximum amount of funds the user can transfer per day. Transaction Limit: Set the maximum amount of funds the user can transfer in any single transaction. Daily Approval Limit: Set the cumulative maximum amount of funds the user can approve per day. Transaction Approval Limit: Set the maximum amount of funds the user can approve in any single transaction. The Company should educate their employees with initiation or approval rights about transaction-level limit capabilities. Firstmark Credit Union - Business Banking Certification Training 9
Stop Payments Allow Stop Payments: Check this box to allow the user access to the Stop Payment module. Stop Payments: Check this box to allow the user access to request Stop Payments online. ACH Allow ACH: Check this box to allow the user access to the ACH module. Participant Maintenance: Check this box to allow the user to create, modify, and/or delete ACH participants. Transaction Entry Maintenance: Check this box to allow the user to define which participants are included in which ACH batches. Batch Template Maintenance: Check this box to allow the user to create, modify, and/or delete ACH batch templates. ACH Approval: Check this box to allow the user to approve and/or deny their ACH file submittals and/or ACH file submittals from other company users that are within their limits. Suppress Email Approval Request: Check this box to prevent the system from generating an email, to the user, upon another user initiating an ACH batch. NOTE: The email that is generated upon a user exceeding their daily/transaction limit will also be suppressed, unless the financial institution has restricted this feature altogether via the "Restrict ACH initiation if User Limits are exceeded" checkbox. Firstmark Credit Union - Business Banking Certification Training 10
Just as with the FI Admin Platform, businesses should not select any of the suppress email options. Communication and timely information is important in recognizing fraud! Reversal: Check this box to allow the user to request an ACH reversal online. Re-Presented Check: Check this box to allow the company to re-present checks that have been processed through the check collection system and returned because of insufficient or uncollected funds. Initiate Batch: Check this box to allow the user to submit ACH batches. Import ACH Data: Check this box to allow the user to import external ACH batches and add their batch and participant definitions to the Business Banking system. Send ACH File: Check this box to allow the user to submit external ACH batches to the financial institution. Daily Credit/Debit Limit: Set the cumulative maximum amount of credit/debit transactions (i.e. outgoing/incoming funds) the user can submit per day. Batch Credit/Debit Limit: Set the maximum amount of credit/debit transactions (i.e. outgoing/incoming funds) the user can include in any single ACH batch. Daily Approval Credit/Debit Limits: Set the cumulative maximum amount of credit/debit transactions the user can approve per day. Batch Approval Credit/Debit Limit: Set the maximum amount of credit/debit transactions the user can approve in any single ACH batch. NOTE: The offsetting transaction is not counted in the limits for balanced files. Firstmark Credit Union - Business Banking Certification Training 11
Tax Payments Allow Tax Payments: Check this box to allow the user access to the Tax Payment module. Tax Payments: Check this box to allow the user to submit tax payments. Suppress Email Approval Request: Check this box to prevent the system from generating an email, to the user, upon another user initiating a Tax Payment. NOTE: The email that is generated upon a user exceeding their daily/transaction limit will also be suppressed, unless the financial institution has restricted this feature via the Restrict Tax Payment initiation if User Limits are exceeded" checkbox. Tax Payment Approval: Check this box to allow the user to approve and/or deny their tax payment submittals and/or tax payment submittals from other company users that are within their limits: Daily Limit: Set the cumulative maximum amount of tax payments the user can submit per day. Transaction Limit: Set the maximum amount of tax payments the user can submit in any single transaction. Daily Approval Limit: Set the cumulative maximum amount of tax payments the user can approve per day. Transaction Approval Limit: Set the maximum amount of tax payments the user can approve in any single transaction. Firstmark Credit Union - Business Banking Certification Training 12
Online Services Allow Online Services: Check this box to allow the user access to any of the below online forms. Photocopy Request: Check this box to allow the user access to request a photocopy online. Check Reorder: Check this box to allow the user access reorder checks online. Account Research: Check this box to allow the user access to request that the financial institution investigate and/or clarify specific account activity online. Cash/Change Order Form: Check this box to allow the user access to request cash and or change from the financial institution online. Bill Pay Research: Check this box to allow the user access to request that the financial institution investigate and/or clarify specific Bill Payment account activity online. NOTE: In order to utilize the Online Service feature for a specific account, the user must have Balance Reporting permissions for the account. Reconciliation Services Reconciliation Services is covered in a separate webcast. Additional Services Check any box(es) to enable the user access to any Single Sign-On (SSO) products that the financial institution has enabled for the company. Firstmark Credit Union - Business Banking Certification Training 13
Administration User Maintenance User Profile Approval/Activity User Profile Approval Activity: Allows the Company and any other users, that have been selected as a User Profile Approver, to approve and/or deny any new, updated, or deleted user profiles. The Company and/or User Profile Approver can not approve or deny profiles that they have added, updated, or deleted as these profile's 'Approve' and 'Deny' checkboxes will be grayed out. The Company or another User Profile Approver will need to approve/deny these profiles. NOTE: This screen will only display to the Company and/or users that have been selected as a User Profile Approver. Firstmark Credit Union - Business Banking Certification Training 14
Administration Activity Reporting Activity Reporting: Allows the Company and User to report on the activity of the company's users in the system. Administration Activity Reports Saved Reports: You can greatly streamline the process of producing frequentlyused reports by setting up a report once and saving the parameters for future use. Date Selection: The first selection to indicate in a report is the date range. You may choose from the current week s log file up or any of the previous five week s log files or you may specify a date range. Firstmark Credit Union - Business Banking Certification Training 15
Query Selection: You can specify that all activities should be reported or you can narrow the scope of the report with the use of queries. The two queries can be run simultaneously in order to pull two report types at once. Within each level of query, there are four selection criteria: transaction type, field to search, field value, and a logical operator to tie the fields together. (Don t forget to use your wildcard feature!) Presentation Selection: This is the final section needed to create a report, as it identifies the form and format of the report. This is where reports can be saved, viewed on screen, or downloaded for future reference. We recommend using the download feature for reports with 200 or more records. Administration Sweeps Sweeps: Allows the Company to set up automated sweeps on accounts in order to keep balances within specified limits. When the specified threshold is reached, the system transfers enough money between the specified accounts to bring the account back to the threshold amount and sends an email message to indicate the activity. Your financial institution can choose up to 5 times per day (Batch/Hybrid financial institutions should only choose one run time) at which the system automatically checks the criteria set up on this screen and performs any sweeps as necessary. Firstmark Credit Union - Business Banking Certification Training 16
NOTE: Sweeps are managed by Intuit Financial Services' SRT (Scheduled and Recurring Transfers) engine, which is the automated program that checks account balances on business banking days and either transfers money or sends an alert. Administration Balance Alerts Balance Alerts: Allows the Company and User to receive automated alert emails when a specified account balance reaches a specified threshold. The email notification is sent to the email address provided for the alert. Your financial institution can choose up to 5 times per day (Batch/Hybrid financial institutions should only choose one run time) at which the system automatically checks the criteria set up on this screen and sends out any email alerts/notifications as necessary. NOTE: Alerts are managed by Intuit Financial Services' SRT (Scheduled and Recurring Transfers) engine, which is the automated program that checks account balances on business banking days and either transfers money or sends an alert. Firstmark Credit Union - Business Banking Certification Training 17
Administration Account Maintenance Account Maintenance: Allows the Company and User to rename any of the available accounts. All references to the account within the Business Banking system will use this descriptive name. This descriptive name is also transmitted to the FI Admin Platform. Administration Login Credentials Change Company Password Change Company Password: Allows the Company and User to change the Company Password at any time. The default password requirements are 8 to 16 characters in length. The Company Password does not expire. NOTE: The Company or User is prompted to change the Company Password anytime it has been reset by the financial institution. Remember, the financial institution may choose to disable the Company Password on the login screen. In that case, this screen is not an option in the Admin menu. Although this password doesn t expire, higher security is gained when the business routinely changes this and when an employee leaves the business. Firstmark Credit Union - Business Banking Certification Training 18
Administration Login Credentials Change User Password Change User Password: Allows the user to change their User Password at any time. An email notification of the change is sent to user. The default password requirements are 8 to 16 characters in length. NOTE: Users are prompted to change their password after they have been reset by the Company and/or User or after the specified amount of days, set by the financial institution, has elapsed. Below is a list of some common password choices to avoid: Name, or family member s name, or pet s name Social Security, Account, Phone #s Any part of physical address Anybody s birth date Other information that is easily obtained Any username on the computer in any form A word in the English or foreign dictionary A password used on another site Any of the above spelled backwards Out of Wallet or Public Records (e g Mother s maiden name) Sequences: 12345678, 222222, abcdefg Firstmark Credit Union - Business Banking Certification Training 19
Administration Login Credentials Change Email Address Change Email Address: Allows the user to change their own email address at any time. An email notification of the change is sent to the old email address and to the new email address, as well as to the Company. This will not change any email addresses associated with any Sweeps, Alerts, Recurring Transfers previously setup by the user. Furthermore, this does not impact MFA email addresses, The financial institution can disable this feature under Polices in the FI Admin Platform. MFA note: If MFA is enabled for the Customer Platform, this email address is NOT the one tied to MFA. MFA emails are indicated on the User Profile Maintenance screen. Administration User Preferences Change User Preferences: Allows the user to establish which screen they wish to have the system display upon logging in to the system. Typically, a user would choose the screen they use most often. Firstmark Credit Union - Business Banking Certification Training 20
Administration Change Timeout Change Timeout: Allows the Company and User to determine how long the Business Banking system will remain active without any interaction from the browser. Once the timeout limit has expired, the system will become dormant and the user is required to log in again. NOTE: This is a global setting that applies to ALL company users. Administering the System Practical Applications 1. How many end users can a Company create profiles for in Business Banking? 2. What is the difference between Sweeps and Balance Alerts? 3. Can the Company and/or end users change their own email addresses? User Passwords? 4. Who can change the Company Password? 5. Under what circumstances would the Company Password not display on the login screen? 6. Is the timeout set by the Company global or individual? Firstmark Credit Union - Business Banking Certification Training 21