GENESYS BUSINESS MANAGER e-manager Onlne Conference User Account Admnstraton User Gude
Ths User Gude contans the followng sectons: Mnmum Requrements...3 Gettng Started...4 Sgnng On to Genesys Busness Manager...7 Accessng e-manager...8 Settng the Locaton...9 e-manager Functons & Controls...11 Customer Vew/Modfy...12 Contact Add, Vew/Modfy...13 Account Add, Vew/Modfy...18 Quck Tps...22 Set up a conference account for a new employee...22 Gve a current conference user an addtonal conference account...22 Termnate/Retre an employee...22 Move or relocate an employee...22 Transfer a conference account to another user...22 Page. 2
Mnmum Requrements To use e-manager you must meet the followng mnmum requrements. Internet connecton (56 kbps or better) Internet Explorer or compatble browser Java JVM nstalled* A vald logn to Genesys Busness Manager * Java software allows you to run applcatons called "applets" that are wrtten n the Java programmng language. These applets allow you to run applcatons and e-busness solutons, such as e-manager. If you do not have Java JVM on your PC you can get t here: http://www.java.com/en/download/ndex.jsp Page. 3
Gettng Started Understandng the Conference Account Database Structure Before gettng started wth e-manager t helps to have a basc understandng of how the database s structured to reflect your bllng herarchy and conference accounts. There are three possble organzatonal structures: Centralzed Standard Decentralzed Centralzed Hybrd Each of these structures s made up of the same underlyng data types: Customer (Parent Organzaton / Busness Unt) Contact Account Each data type contans one part of a complete account holder record and together they make up the entre account holder and bllng record of a sngle conference account. Customer Contact Account Contans Bllng/Locaton nformaton such as bllng contact, address, and related bllng codes, f applcable. Account holder personal nformaton, such as address for fulfllment kt, user related bllng codes, etc. The conference account(s) assgned to the contact, and related nformaton. Accounts are lnked to a Contact, whch are then lnked to a Customer. A Customer can have many Contacts, but a Contact can only be assocated to one Customer. The same logc apples for an Account; t s assocated to only one Contact whle a sngle Contact can have many Accounts. A herarchy s reflected n the database by defnng a top-customer, often referred to as the Parent Organzaton; sub-customers are then defned under the top-customer. A sub-customer may also come under another sub-customer. The structure that supports your organzaton determnes how the underlyng data types are arranged as a whole and how you wll navgate e-manager. Page. 4
Centralzed Standard Ths s commonly referred to as a sngle herarchy structure. Under ths model you only defne a top-customer. You then create and assgn Contacts to ths Customer. Accounts are then created and assgned to each Contact. Green box depcts the nvoce pont. Conference usage s totaled and rated for each account, summarzed for each contact and only one nvoce s prepared and delvered based on the bllng nformaton contaned n the Customer record. Bllng codes are typcally assocated to Accounts and Contacts. Decentralzed Decentralzed means you have a busness herarchy that conssts of a top- Customer and one or more sub-customers. Each sub-customer can have addtonal sub-customers assocated to t. Under a decentralzed organzatonal structure each pont n the herarchy can be blled ndependent of the other. Ths structure s also used to support ndvdual user bllng. The user nformaton s frst used to create a Customer record (the bllng nformaton) and s then repeated to create the Contact record (the user nformaton). Accounts are then assgned to the Contact. [An example of ths s found on the rght sde of the decentralzed organzatonal graphc] Ths structure s partcularly useful f you have multple departments, offces or busness unts where each wants to receve and pay ther own nvoce. You wll also notce on the left sde of the decentralzed organzatonal graphc that you can have busness unt segments that are ndependent of one another but ncluded on the same bll. Customers wll often assocate bllng codes at every data pont. Account and Contact bllng codes tend to be department codes, project codes, clent codes or some other smlar attrbute that allows usage to be tracked and allocated at a granular level. Page. 5
Decentralzed Organzatonal Graphc Green box depcts the nvoce pont. Centralzed Hybrd Organzatonal Graphc Invocng can only be prepared for a Customer record and wll nclude usage and ratng for all subordnate data types that are not separately nvoced. Centralzed Hybrd Graphcally, the Centralzed Hybrd looks much lke a decentralzed organzaton. The dfference s that t s blled at the top pont n the herarchy. The sub-customers are created to organze and summarze data by defned data ponts, prmarly to support your cost allocaton and usage reportng goals. You are now ready to begn workng n e-manager. Page. 6
Sgnng On to Genesys Busness Manager To access e-manager you must frst sgn on to Genesys Busness Manager. 1. Drect your web browser to https://gbm.genesys.com 2. Enter your username 3. Enter your password 4. Clck the Log In button The frst tme you sgn on to Genesys Busness Manager you wll be asked to accept the Terms of Use and to reset your password. The new password you enter wll be the password you wll use the next tme you sgn on, so please make a note of t. Terms of Use 1. Cl ck IAc cept r ad o button for each 2. Clck the Sgn In button 3. The Reset Password screen wll publsh Reset Password 1. Enter your new password 2. Enter your new password a second tme to confrm 3. Clck the Sgn In button Page. 7
Accessng e-manager Genesys Busness Manager opens on the home page. Genesys Busness Manager s an applcaton sute that ncludes: e-report onlne reportng e-bllng onlne bll presentment and payment e-manager onlne user account admnstraton Permssons sgn on management The top navgaton bar wll only dsplay the applcatons for whch you are granted access based on the permssons establshed for your log n. To access e-manager, clck on e-manager n the top navgaton bar. The e-manager applcaton starts and s dsplayed n the Genesys Busness Manager portal. Page. 8
Settng the Locaton If you have a Decentralzed or Centralzed Hybrd organzatonal structure, e-manager wll ask you to set a Locaton when t frst opens. Locaton can mean many thngs, for some users t may be a country, a busness unt a subsdary or a sster organzaton. Although your organzaton may have many sub-customers your access may be lmted to only a few of these as access s restrcted based on logn permssons. To set the Locaton, mouse over the Locaton button to see the Locatons that are avalable. Move the mouse up or down over the lst untl the Locaton you want to work n s hghlghted, then clck the mouse to select that Locaton. If you mouse over the Locaton button after settng the Locaton the selected Locaton wll be dsplayed n orange colored text. Page. 9
The e-manager control buttons are avalable once a Locaton s set. You can then begn workng on Contacts and Accounts, you may also vew and modfy the Customer nformaton assocated to the Locaton that you have set. e-manager Menu Bar wth Applcaton Control Buttons Actve You may have addtonal sub-customers or busness unts avalable to you under the selected Locaton. If you do have addtonal busness unts then you wll be asked to select the sub-customer you want to work n. These addtonal subcustomers wll be lsted n a fle tree format as follows: You wll onl yseet he Pl eas esel ectacus t omer scr een fy ouhav eadd t onal busness unts or sub-customers defned n your herarchy. If ths s the case then you wll be asked to select a sub-customer to work n each tme you ntate a new functon, such as Customer (Vew/Modfy), Contact (Add, Vew/Modfy) or Account (Add, Vew/Modfy). Page. 10
e-manager Functons & Controls e-manager gves you the ablty to vew and nteract wth all three data types that make up a complete conference account record. These data types are: Customer Contact Account You can see the controls granted you f you mouse over each control button. Customer Controls Mouse over the Customer button to vew and select the avalable control(s). Customer Controls Mouse over the Contact button to vew and select the avalable control(s). Account Controls Mouse over the Account button to vew and select the avalable control(s). Page. 11
Customer Vew/Modfy If your organzaton s Centralzed Standard then ths s your bllng nformaton. If your organzatonal structure s Decentralzed or Centralzed Hybrd then ths s the bllng or busness unt nformaton for the sub-customer you select to work n. If your user permssons allow you to edt ths record then a Modfy button wll be dsplayed at the bottom. Clck ths button, edt the felds you wsh to modfy and then clck submt to return to the Vew Customer screen. RECALL: If you have addtonal sub-customers assocated to the Locaton you set, then e-manager wll ask you to Pl easesel ectacust omer bef or ed s pl ay ngt he Customer detal nformaton. Page. 12
Contact Add, Vew/Modfy The Contact record contans the personal contact nformaton for the conference account holder n addton to any bllng codes that your organzaton requres to be defned. Ths s generally a person but a Contact can also be department name. In ether case you need to provde a vald emal address for the fulfllment nformaton and assocated contact detals. The two avalable controls are: Add a Contact Vew/Modfy a Contact To Vew/Modfy a Contact you must frst select the Contact. e-manager makes t easy for you to locate current Contacts. The default vew dsplays your Contacts n an alpha-sorted tabbed format. Smply clck the varous alpha tabs to vew contacts wth last names begnnng wth the letters on the tabs. If the lst s long a scroll bar wll appear on the rght sde of the ndex card. Page. 13
Actve Tab feature control The Actve Tab feature control s a smple toggle. When the Actve Tab box s checked then the alpha-sort tabs are dsplayed. When the Actve Tab box s unchecked then the alpha-sort tabs are removed and all contacts are lsted. At the bottom of the ndex card vew there s a search feature that allows you to type and search for a Contact by ther last name. Smply enter the last name or the frst few characters of the last name and clck the Go button. Once you have located the Contact you want to vew or modfy smply clck the person s name to open the Vew Contact page. The Vew Contact page dsplays the detal nformaton for the Contact. You also have varous optons avalable to you from ths page. Page. 14
Vew a Contact Record From the Vew Contact screen you can choose to modfy the contact record by clckng the Modfy button, or add an Account to the Contact beng vewed by clckng the Add an Account button, or vew the Accounts already assocated to the Contact by clckng on the Account tab n the ndex card dsplay. Modfy a Contact allows you to modfy any part of the Contact record or to deact v at e t hecont ac t.todeac t v at eacont actmeansy ouar ed sabl ngal l Accounts assocated to the Contact and markng the Contact so no future Accounts can be assocated to t (ths s generally done when an employee leaves the company). You deactvate Contacts by checkng the Inactvate Contact box on the Modfy a Contact screen. Clck Modfy Contact when you have fnshed modfyng the Contact. Page. 15
Modfy a Contact Add a Contact s a smple process: 1. From the Contact but t on,sel ec t AddaCont ac t a. If requred, select the sub-cust omer/bus nessun twher ey ou d lke ths Contact assgned 2. The Add a Contact screen wll dsplay. If you are already vewng or modfyng contacts wthn the sub-customer or busness unt where you would lke to create a new Contact then you may smply clck the Add a Contact button at the bottom of the Vew Contact screen. Page. 16
Default data values wll automatcally populate when the Add a Contact screen loads. These defaults are values you defne and are typcally the address, cty, state, zp code and any bllng codes that you want assocated to your Contacts. You can easly overwrte these wth new values by clckng the cells and enterng the new values. Bllng Codes are felds that you defne. If you have not defned any bllng codes then ths secton wll not be dsplayed on the Add a Contact screen. Clck Submt when you have entered the requred nformaton to add the Contact. Once a Contact s added you may begn assgnng Accounts to the Contact. Page. 17
Account Add, Vew/Modfy The Account record contans the nformaton for the conference account or account assocated to a Contact. A Contact can have one or more Accounts. There are two controls avalable for managng Accounts: Add an Account Vew/Modfy an Account To Vew/Modfy an Account you must locate the Account you wsh to work n. You can locate an Account by followng the steps to Vew/Modfy a Contact and then openng the Contact record and clckng the Account tab on the ndex card vew. You may also locate an Account by the Meetng Number usng the ndex card vewer. Useful Tp: Ths graphc appears at the top of the ndex card vewer. You can clck on ths graphc to toggle the ndex card between alpha and numerc tabs. Alpha tabs allow you to search by Contact name whle the numerc tab allows you to search for records by the Account Meetng Number. Page. 18
When you have located the Account you want to work n, the Vew Account screen wll lst all of the Accounts assgned. You can clck the telephone con under the Access Number to see the dal-n numbers that are assgned to a partcular Account Meetng Number. Vew Account You modfy an Account by clckng the Modfy button to open the Modfy an Account screen. In ths screen you have the ablty to change the PIN or assgn or edt an end date. End dates are assgned to deactvate accounts. You enter the current date f you would lke the Account deactvated today or you can enter a future date to have the Account automatcally deactvated on a partcular date (deactvated accounts cannot be reactvated, you wll need to ssue a new Account usng the Add an Account feature). Page. 19
Modfy an Account Clck the Modfy Account button after you have entered your modfcatons. You can just as easly Add an Account. Accounts can only be added to exstng Contacts. If you are settng up a new employee you must frst create the Contact record for ths employee. You may then assgn Accounts once the Contact record s entered to the database. You can open the Add an Account screen by clckng the Add an Account button when vewng the Contact record or when vewng an Account record for an exstng Contact. You mayal socl ckt he AddanAccount opt onf r om t he Account drop down lst on the menu bar. If you have a herarchy that ncludes sub-customers, you wll be asked to Select a Customer when you clck to Add an Account. Smply follow the prevously descrbed steps for selectng customers from the herarchy to locate and open the Contact record that the Account wll be assocated to. Page. 20
Add an Account I fl og npr ef er encesal l owy oumayass gna pr ef er r edmeet ngnumber.th s s the number that the Contact and ther partcpants wll enter to jon a conference c al lhost edbyt hecont act ; t sgener al l yt hecont act s7-dgt or 10-dgt drect dal number or t can be a number of any length you specfy. If ths s left blank then the database wll assgn a randomly generated Meetng Number. It s also mportant that the correct emal address be entered. The emal address(es) that you enter wll receve notfcaton once the Account s avalable for use on the conference platform. Clck Submt when completed, the database wll assgn the dal-n numbers for the Account followng predefned rules and any specal pr ef er encesy ou v edef ned. Page. 21
Quck Tps Set up a conference account for a new employee 1. Follow the steps to Add a Contact 2. Follow the steps to Add an Account Gve a current conference user an addtonal conference account 1. Open the Contact record for the user 2. Clck Add an Account and complete the Add an Account form Termnate/Retre an employee 1. Follow the Vew/Modfy a Contact steps to open the user Contact record 2. Clck the Modfy button 3. Check the Inactvate Contact box, clck submt Note: There s no need to dsable the Accounts for ths user. When you check the Inactvate Contact box all Accounts assgned to ths user wll be dsabled. If the employee later returns to work you may then assgn a conference account you cannot assgn conference accounts to nactve Contacts. Move or relocate an employee 1. 2. 3. 4. Follow the Vew/Modfy a Contact steps to open the user Contact record Update the employees address/telephone nformaton Update bllng codes where applcable Clck submt Transfer a conference account to another user Th s sac ommonr equest,anempl oy eel eav esandy ouwantt ot r ansf ert hepr ev ousempl oy ee s conference account to the new employee. Genesys strongly advses aganst ths practce. For data ntegrty and securty purposes t s better to: 1. Ter m nat e/ Ret r et hepr ev ousempl oy ee scont actr ecor d 2. Set up a conference account for a new employee Genesys advses that you check wth your Sarbanes Oxley complance offcer f any other method s to be used, such as smply edtng the Contact record of the prevous employee. Page. 22
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