Commercial Services User Administration · Commercial Services User Administration USER GUIDE...

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Commercial Services User Administration USER GUIDE


Equal Housing Lender ©2019 M&T Bank. Member FDIC. 01/19 —1—

USER ADMINISTRATION

User Administration permissions allow a user to create, view, manage, and approve users.

In addition, a user with administration permissions will be able manage alerts, manage passwords, and

access reporting.



TABLE OF CONTENTS

USER STATUS ..................................................................................................................................... 3

ADD A NEW USER ............................................................................................................................. 6

MODIFY A USER ................................................................................................................................. 9

APPROVE A USER ............................................................................................................................ 12

DELETE A USER ................................................................................................................................ 15

ENROLLMENT FORMS .................................................................................................................... 17

ALERTS............................................................................................................................................... 19

AUDIT INFORMATION ...................................................................................................................... 27

REPORTS MANAGEMENT ............................................................................................................. 30

PASSWORD SETTINGS .................................................................................................................. 34

CONTACT US .................................................................................................................................... 38



USER STATUS

There are multiple statuses that may be associated with a user, including a User Status and a Log In Status.

The 4 main User Statuses are:

• Entered- A new user has been set up but not yet approved

• Modified- A change has been made to a user

• Approved – A new user or changes to an existing user has been approved

• Deleted- A user has been deleted but remains in the database until purged

Status

Scenario Description

Approval Required

(if applicable)

Status Where and how the status is

displayed

User Status Value

Displayed in User Grid

Section In View User Screen

Entered New User Set –Up

Yes Entered Entered User

Information Modified Changes made to the User

Yes Modified Modified User

Information Approved User has been Approved

Approved Approved User

Information Deleted User has been Deleted Deleted Deleted User

Information Disabled User is Disabled

Note: User can be in a Disabled status in addition to any of the 4 main User Statuses.

Entered Approved Modified Deleted

Yes or No User Information

Log In Status

Password Lock User’s password is in a locked status. i.e.: too many invalid password attempts

Modified Approved

Yes or No Other User Information

Security Question Lock

Security questions are in a locked status. i.e.: entered incorrect answers to security questions too many times

Modified Approved

Yes or No Other User Information



To view these statuses:

1. Select Admin in the navigation menu and select User Maintenance

a. The User Grid shows the user Status, Disabled status, Password Lock Status and Security Question Status.

2. Click on View in the Actions dropdown to review the user statuses in the View screen

a. You will find the statuses under User Information or Other User Information (see grid above for where to find each)

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ADD A NEW USER

There are two required steps in the user set up process for Commercial Services.

1. Define User- Set up the user information, ie: ID, email, address

2. Set Permissions- Define reporting, administration permission and services

3. Assign Accounts- not applicable

4. Apply Limits- not applicable

DEFINE A USER:

1. Complete all required fields (at a minimum) denoted by a red asterisk *

• User ID- Create a user ID for the user

• First Name- type in a first name

• Last Name- type in a last name

• Email- type in a valid email address- (this will be used for self-administration such as resetting a password)

• Re-Enter User ID- this must be entered exactly the same as your User ID (you can copy and paste from the User ID field)

• Activation Date- Select a date from the calendar or type in a date when the user should have permission to be active. Your user will receive login credentials on the activation date set

2. Complete any Optional Fields:

• Phone Number

• Mobile Phone Number

• Fax

• Address

• City

• State

• Postal Code

• Department

• Manager

• Phone Extension

3. Use the optional Copy an Existing User’s Permissions option to assign permissions to the new user that mirror an existing user’s permissions. Select the existing user to copy from the drop down. Note: This will eliminate or reduce your steps in Step 2 - Set permissions



4. Fields pre-populated: (No action needed)

• Global Admin- The agreement defined Administrator

• UUID- The unique identifier. Note: This will be needed to complete the setup for the other TM services (e.g. ACH Monitor, RCD, Lockbox)

• CUID- Your company unique ID

• BNY User ID- A unique identifier for your National lockbox services connection

• Creation Date- Date the profile was created

5. Status and Actions:

USER STATUS (Provides the status of the user’s log in, if checked):

• Password Lock - occurs when a user has attempted to log in with an incorrect password three or more times

• Security Question Lock - occurs when a user has attempted to answer their security questions two or more times incorrectly

USER ACTIONS (Ability to self-serve users)

• Reset Password – check the box and click Save to reset the user’s password. A temporary password will be emailed to the user. The user must log in with the temporary password within 24 hours

• Resend Login ID - check the box and click Save to resend the user’s login ID. This will resend an automated email to the user with their log in ID

Note: This section is only applicable when Modifying a user, it is not applicable for a new user setup.

6. Click Continue to Set Permissions step



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All fields with * are required.

All fields without an asterisk are optional fields.

The ability to copy a user’s permissions reduces or eliminates Step 2

Copy the User ID field

Re-Enter User ID



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Fields that are in grey are prepopulated fields.

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Password settings and self-serve log in options (for Modify user only)



SET PERMISSIONS:

1. If you have copied a user on the previous screen, all the permissions will be assigned based on what that user currently has. You can add or modify those permissions if needed.

• Select all- can be used to capture all permissions within a section.

2. Click on the first tab> Reporting.

• User Permissions - to grant access to the User Permissions report

3. Click onto the next tab> Administration

View- is the ability to view the function you are given access to, cannot not makes changes.

Manage- is the ability to manage other users access, can add services, reset passwords, set up new users with all services the company is entitled to.

• General Administration

o Audit Information – access to the Audit Report

o Audit Information- access to see audits and any reporting that has user audits

o Account Maintenance - not applicable

o Recipients - the ability to create recipients for alerts

o User Administration – administration of other users

View – only view other users

Manage – add, modify, delete other users

Approve – approve changes made by other users

Approve Own – approve changes made by yourself

Auto Approve – changes are automatically approved

• Other Links – assign permissions to the Treasury Management services to which your

company subscribes

4. Once all Administration permissions are selected, click on the next tab> Alerts.

• User Maintenance Alert- to grant the ability for the user to subscribe to user maintenance alerts, including Add, Approve, Modify, and Delete

5. Click Add User. A success response will appear at the top of the screen and the user will be

displayed in the User Maintenance grid. If the company is set up with Dual Administration, then the new user setup must be approved by another administrator with user maintenance. (See approve a user steps below.)



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MODIFY A USER

A user with the User Manage permission has the ability to modify other user profiles, including updating

demographic information and permissions.

1. Select User Maintenance from the Admin navigation menu

2. Use the manage filters to find the user that needs modification or scroll through the grid to find the user’s name. (Refer to Getting Started Guide on using filters)

3. Under Actions column> Click on the caret icon > click modify in the drop down

4. All fields in white (not greyed out) are optional to modify/ update. You can modify fields on the Define User Step (1) or Set Permissions Step (2). Click on the number to go to that step or click continue at the bottom

5. Click Update once done between steps

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Click on 1 or 2 to switch between steps or click continue



APPROVE A USER

Companies have the option to be set up with Dual Administration, a control that enforces approval from an

administrator who has approval access, anytime a user is modified, added or deleted.

All approvals will be displayed in your notifications widget as a reminder. You can access the users by

hitting View on notifications widget and/or follow the steps below.

1. Select User Maintenance in the Admin navigation menu

2. Use the manage filters to find the user that needs modification or scroll through the grid to find the user’s name.

3. Under Actions column> Click on the caret icon > click Approve in the drop down.

4. You may also use the saved search to filter just those users Pending Approval

5. Another option for approval is to check the box next to the user and click the Approve button at the bottom of the User Maintenance grid.

Note: You may use the Select All option to Approve all of the users at once.

6. A message at the top will indicate: Success

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You can follow either step to access approvals.



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DELETE A USER

A user with the User Manage permission has the ability to delete other users.

1. Select User Maintenance in the Admin navigation menu

2. Use the manage filters to find the user to delete or scroll through the grid to find the user’s name

3. Under Actions column> select the caret icon > click Delete in the drop down

4. You will receive a prompt confirming if you want to delete the user. Click yes. You will receive a success message at the top

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ENROLLMENT FORMS

Certain Treasury Management services require additional information to complete the setup. If assigning

access to these services to a user, you must also create and submit an enrollment form to provide the

additional information needed for the setup.

The following services require enrollment forms:

• Image Lockbox

• File Transfer Manager

• eStatements

• International Trade Online

1. First add a new user or modify an existing user within the User Maintenance widget to add one of the entitled services listed above. (See the Add a New User or Modify a User steps above)

2. Scroll down to the Enrollment Forms widget on the User Maintenance Page. To create a new enrollment form, click Add Enrollment Form

3. Select the user that needs access to the services and select the service for which you want to submit the enrollment form and click continue

4. Fill out the enrollment form and click submit. (click Save, to save the information you started)

5. If you need assistance on each individual form, please follow the Enrollment Form Guide on steps for each form

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ALERTS

M&T’s Commercial Services provides the ability to create alerts that allow you to be notified via email when

a new user is created, a user is modified, a user needs approval and/ or a user has been deleted.

• Alerts found under the Admin navigation item

• Ability to subscribe to alerts for yourself

• Ability to set up a group of recipients to receive alerts

• Alerts are sent via email to the email address entered during the alert setup

ADD A RECIPIENT FOR ALERTS

Prior to setting up an alert, you have to set up the recipient(s) of the alert.

1. In the navigation select Alerts> Scroll to the Recipient >Click Insert

2. Fill out the required fields:

• Name

• Email Address

3. You can click Add Another Contact Method to add additional email addresses to receive the alert

4. Once completed> Click Save. A message will at the top of the Alert Center will indicate “Client email recipients submitted” if it was successful

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ADD A RECIPIENT GROUP FOR ALERTS

A group of multiple recipients can receive the same alert by using the Recipient Group feature. A Recipient Group must be created before setting up the alert.

1. Select the Alerts option under the Admin navigation menu

2. Choose the Recipient Group tab within the Alerts workspace

3. Click Insert

4. Define a Group Name

5. Add recipients to the group by clicking in the Recipient Name field – existing Recipients will be displayed. Choose multiple recipients by clicking on each name individually.

6. Click Save

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ADD A NEW ALERT


2. Click on Add New Alert on the Alerts tab of the Alerts workspace

3. Complete all required fields

a. Alert Name > Type in a desired name of Alert

b. Alert Group > Select ‘Administration’

c. Alert Type > User Alert Populates

d. Alert Subject Line > Type in your desired Subject Line

e. Recipients/ Recipients Groups > Type in an email group (recipients must be set up first, see instruction above)

i. Note: You can only add Recipients OR Recipient Groups, not both, for an alert

f. Contact Methods > Populates the recipients selected

i. Note: You can uncheck email addresses for any of the recipients listed

g. Actions > Choose the type of action that will trigger the alert (a separate alert is needed for each action)

i. Add

ii. Approve

iii. Delete

iv. Modify

4. Click Save

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MODIFY AN ALERT


2. Find the alert you want to modify by using filters or scrolling within the Alerts grid

3. Click Modify from the Actions dropdown within the grid

4. Edit the applicable field(s)

5. Click Save

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DELETE AN ALERT


2. Find the alert you would like to Delete in the Alerts list

3. Click Delete in the Actions dropdown

ALERT- MY SETTINGS

My Settings houses alert contact methods. At this time, Commercial Services only supports email for alerts.


2. Click on the My Settings tab within the Alerts workspace

3. Populate the following fields

a. Email – required, populates from the user profile information

b. Phone(Voice) – not applicable

c. Mobile(SMS) – not applicable

d. Fax – not applicable



AUDIT INFORMATION M&T’s Commercial Services provides the ability to retrieve audit information on the company users.

1. Select the Audit option under the Admin navigation menu

2. Provide a date/ time (required field). You can select the calendar, or a date range in the drop down.

3. Fill out all applicable fields that will help narrow the results

a. Date/ Time- The time range of the user logging in

b. Product Code

i. Administration

ii. Core Services

iii. Dynamic Links

c. Function Code

d. Type Code

e. Action Mode

f. Entry Method

g. Description

h. User

i. Affected User

4. Click Search

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REPORTS MANAGEMENT M&T’s Commercial Services provides the ability to retrieve reports on the users.

1. Select the Report Management option under the Reporting navigation menu

2. Click View under actions within the Grid to view the User Permissions report.

3. Select your company in the company field.

4. Select the user you are looking to view in the user field.

5. Click Run Report

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PASSWORD SETTINGS Passwords are an important security mechanism used to authenticate access to Commercial Services. You

can reset a user’s existing password if they have forgotten their password (and/ or locked out) or if they

want to change to password altogether.

The requirements for passwords in Commercial Services are as follows:

• At least 8 characters

• At least one lowercase letter

• At least one capital letter

• At least one number

• Cannot be your email

• Cannot have 3 or more repeating characters

USER LOG-IN STATUS

To find a user’s log in status ie: password lock, security questions lock. You can access their User

maintenance and find the status they are in.

1. Select Admin> User Maintenance

2. Find the user you are looking to reset. Scroll or use the manage filters option

3. In the actions column in the grid click View or click Modify

4. Scroll to the bottom of the page- Find USER STATUS- ADDITONAL INFORMATION (SEE BELOW)

a. Available boxes:

i. Password Lock- incorrect password has been attempted too many times

ii. Security Question Lock- Incorrect security questions were attempted too many times

5. If Password Lock is checked, a password reset is required. If Security Question Lock is checked, the user must contact the M&T Bank Commercial Service Team to have the security questions reset or unlocked.

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RESET A USER PASSWORD

If you would like to change a user’s existing password, you can do so within the user maintenance module.

1. Select Admin> User Maintenance

2. Find the user you are looking to reset. Scroll or use the manage filters option

3. In the actions column in the grid click Modify

4. Scroll to the bottom of the page and check the box- Reset Password

a. This will send a temporary password to the user’s email address that expires within 24 hours

5. To resend their login as well- Check the box- Resend Login ID

a. This will send a separate email containing their current Login ID

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CONTACT US

WE ARE HERE TO ASSIST YOU.

For Commercial Services Single Sign-On questions or other Treasury Management services, please contact

your Treasury Management Consultant or call M&T’s Commercial Service Team at:

1 (800) 724-2240 MONDAY – FRIDAY 8AM TO 6PM ET

Commercial Services User Administration · Commercial Services User Administration USER GUIDE...

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