Connect User Management User guide - WorkplaceNL management... · 2018. 8. 11. · Step 1: From the...

Welcome to WorkplaceNL connect!

Connect User Management User guide

Contents

User management ...................................................................................................................................... 3

Create an account .................................................................................................................................. 4

Delete an account ................................................................................................................................ 11

Generate temporary password ........................................................................................................... 15

Activate account ................................................................................................................................... 19

Unlock account ..................................................................................................................................... 23

Editing user information and service access.................................................................................... 27

Manage user accounts grid ................................................................................................................ 34

Create or Change a Firm Administrator ............................................................................................ 35

User groups ............................................................................................................................................... 36

Create a user group ............................................................................................................................. 38

Manage user groups grid .................................................................................................................... 45

Delete a user group ............................................................................................................................. 46

Edit User Group .................................................................................................................................... 50

User management

User management is an integral part of connect and allows certain users to manage system

access for all other connect users in their organization. After reviewing this section, you will be

able to:

Create an account

Delete an account

Generate temporary passwords

Activate an account

Unlock an account

Update user information and service access

Create an account

Step 1: From the Account Management menu, select Manage User Accounts.

Step 2: To add a User, click the Add Account button

Tip:

You can place your cursor over any icon on the screen and a description of its

function will appear. A description of all icons can also be viewed by selecting the

Click to View Legend link that appears at the bottom of the screen.

Step 3: Enter user information in the Required section (and Optional section, if applicable). Click

the Next button at the bottom of the screen to continue.

Tips:

1. The optional fields will help you manage your users. The information

entered in this section will be displayed in the Manage Accounts grid

allowing you to sort and search your users based on the information

entered.

2. The Alternate Email Address provides notification of new messages in the

Connect Message Center. This is useful in situations where your

organization may use a common email address that is used by several

staff members.

3. The Time-Limited Access option permits access to connect for a defined

period of time. You can type the dates in the fields or click the calendar

icon to pick a date.

Step 4: Click the +/- symbol in the Access Privilege column next to the service you want to

assign to the User. Click the Next button at the bottom of the screen to continue.

Tips:

1. Some services involve the submission of forms to WorkplaceNL. For these

types of services, you will be asked whether the user is authorized to submit

the form to WorkplaceNL. If you answer ‘Yes’, the user will automatically

have access to all aspects of the service. If you answer ‘No’, then you must

further specify which parts of the service they will be granted access.

2. Use the Copy From Another User button located near the top of the screen to

quickly copy service access from another one of your Users.

Step 5: Review the user information and their service access. If the information is correct, click

the Save button at the bottom of the screen.

Tips:

You can always return to a previous section and make changes by clicking the

Previous button that appears at the bottom of the screen.

Step 6: A temporary password will be generated. You will need to provide this password to the

user along with their username so that they can login to connect.

Step 7: You have now successfully created a new user.

Tip:

Once a user is created, you can always edit and make changes to the user by

clicking on the pencil icon located in the Actions column.

Delete an account


Step 2: From the Actions column, click the red X in the row next to the user you want to delete.

Tip: Place your cursor over any icon and a description of its function will appear.

You can also view a description of all icons by selecting the Click to View Legend

that appears near the bottom of the screen.

Step 3: A confirmation window will appear. Click Yes to confirm deletion.

Step 4: The user is now removed from the Manage Accounts grid.

Generate temporary password


Step 2: From the Actions column, click the keys icon in the row next to the user for which you

want to generate a temporary password.

Step 3: A confirmation window will appear. Click yes to generate temporary password.

Step 4: The temporary password is now generated. Click the Close button to continue.

Activate account


Step 2: From the Actions column, click the circle-backslash icon in the row next to the user you

want to activate.

Step 3: A confirmation window will appear. Click yes to activate the account.

Step 4: The circle-backslash icon disappears from the Manage Accounts grid and the account is

activated.

Unlock account


Step 2: From the Actions column, click the padlock icon in the row next to the user you want to

unlock.

Step 3: A confirmation window will appear. Click yes to unlock the account.

Step 4: The padlock icon disappears from the Manage Accounts grid and the account is

unlocked.

Editing user information and service access

If you want to edit a user’s demographic information, suspend access or change their service

access, you will need to select the edit account function.


Step 2: Click the pencil icon located in the Actions column next to the user account.

Step 3: Edit demographic information

Any of the users’ information can be edited by clicking in the appropriate field and entering the

required changes. To save your changes, click the Save button located near the bottom of the

screen.

Tips:

1. The optional fields will help you manage your users. The information

entered in this section will be displayed in the Manage Accounts grid

allowing you to sort and search your users based on the information

entered.

2. The Alternate Email Address provides notification of new messages in the

Connect Message Center. This is useful in situations where your

organization may use a common email address that is used by several

staff members.

3. The Time-Limited Access option permits access to connect for a defined

period of time. You can type the dates in the fields or click the calendar

icon to pick a date.

Step 4: Edit suspend access

Click the + symbol to unfold the Suspend Access section.

Step 5: To suspend access, click the Suspend Access checkbox. Enter a reason in the Reason

for Suspending textbox. If the expected return date is known, it can be entered by clicking the

calendar icon. To save changes, click the Save button located near the bottom of the screen.

Tip: Suspending a user is the best way to temporarily remove access to

connect. However, if the user has left the business or will never use the connect

account in the future, the account should be deleted. Please note, once a user is

deleted they will never be able to use the same username in connect.

Step 6: Edit service access

Click the + symbol to unfold the Service Access section.


assign/edit for the User.

Some services involve the submission of forms to WorkplaceNL. For these types of services,

you will be asked whether the user is authorized to submit the form to WorkplaceNL. If you

answer ‘Yes’, the user will automatically have access to all aspects of the service. If you answer

‘No’, then you must further specify which parts of the service they will be granted access.

To save changes, click the Save button located near the bottom of the screen.

Tips:

1. Use the Copy from Another User button located near the top of the screen to

quickly copy service access from another one of your Users.

2. If you want to allow a user the ability to create and edit other users, you can

assign them the User Management service.

Manage user accounts grid

From the Manage Account grid, you can manage your accounts in several ways:

Click on any column heading to change the way accounts are sorted

Click on the filter icon located in each column to filter your accounts on certain criteria

Click the information icon to quickly view which services are assigned to the user

account

Create or Change a Firm Administrator

Creating or changing a firm administrator is handled through the self-registration process when

a firm is registered for Connect. From the Connect login screen select Register for Online

Services or Change your Firm Administrator, read and accept the terms and conditions and

complete the registration process.

User groups

User groups are a convenient way to manage system access for users who require access to

the same services within connect. Rather than having to update each user’s service access,

you can create a user group with access to the service and simply add those users to the user

group. After reviewing this section, you will be able to:

Create a user group

Manage a user group

Delete a user group

Edit a user group

ABC Employer

Group 1

Annual Employer

Statements

Group 2

Subcontractor Management

Group 3

Cost Reports

Group 4

Clearance

Group 5

Form 7

Group 6

Early & Safe Return to

Work

Create a user group

Step 1: From the Account Management menu, select Manage User Groups.

Step 2: To add a User Group, click the Add User Group button.

Tip:

You can place your cursor over any icon on the screen and a description of its

function will appear. A description of all icons can also be viewed by selecting the

Click to View Legend link that appears at the bottom of the screen.

Step 3: Enter a User Group Name and User Group Description in the fields provided. Click the

Next button at the bottom of the screen to continue.

Tip:

You are required to enter both a User Group Name and Description. We

recommend that the User Group Name be something that is meaningful to you

as you will be able to sort and search on this field.


assign to the User Group. Click the Next button at the bottom of the screen to continue.

Tips:

1. Some services involve the submission of forms to WorkplaceNL. For these

types of services, you will be asked whether the user is authorized to submit

the form to WorkplaceNL. If you answer ‘Yes’, members of the User Group

will automatically have access to all aspects of the service. If you answer ‘No’,

then you must further specify which parts of the service they will be granted

access.

2. Use the Copy From Another User Group button located near the top of the

screen to quickly copy service access from another one of your User Groups.

Step 5: To add a user, click on a user from the Available Users list and select the Add button.

To remove a user, click on a user from the Approved users list and select the Remove button.

Click the Next button at the bottom of the screen to continue.

Tips:

1. To quickly find a user in the Available Users or Approved Users list, type their

name in the filter box.

2. You don’t have to add users when creating the User Group. You can set up

your User Group and assign users at another time.

Step 6: Review User Group information and Service Access. If the information is correct, click

the Save button.

Tips:

You can always return to a previous section and make changes by clicking the

Previous button that appears at the bottom of the screen.

Step 7: You have now successfully created a new User Group.

Tip:

Once the User Group is created, you can always edit and make changes to the

User Group by clicking on the pencil icon located in the Actions column.

Manage user groups grid

From the Manage User Groups grid, you can manage your User Groups in several ways:

Click on any column heading to change the way User Groups are sorted.

Click on the filter icon located in each column to filter your User Groups on certain

criteria.

Click the information icon to quickly view which services are assigned to a User Group.

Click on the Number that appears in the Users column to quickly view which users are

currently assigned to that User Group.

Delete a user group

Step 1: From the Account Management menu, select Manage User Groups.

Step 2: From the Actions column, click red X icon in the row next to the User Group you want to

delete.

Step 3: A confirmation window will appear. Click yes to confirm deletion.

Step 4: The User Group is now deleted and disappears from the Manage User Groups grid.

Edit User Group

Step 1: From the Account management menu, select Manage User Groups.

Step 2: From the Actions column, click the pencil icon in the row next to the User Group you

want to edit.

Step 3: Edit the User Group Name and User Group Description by typing in each field. To save

changes, click the Save button located near the bottom of the screen.

Step 4: Update Service Access by clicking the +/- symbol in the Access Privilege column next to

the service you want to assign/edit for the User Group.

Some services involve the submission of forms to WorkplaceNL. For these types of services,

you will be asked whether the user is authorized to submit the form to WorkplaceNL. If you

answer ‘Yes’, the user will automatically have access to all aspects of the service. If you answer

‘No’, then you must further specify which parts of the service they will be granted access.


Step 5: To add a user, click on a user from the Available Users list and select the Add button.

To remove a user, click on a user from the Approved users list and select the Remove button.


St. John's (Head Office)

t 709.778.1000

f 709-738-1714

t 1.800.563.9000

146 - 148 Forest Rd

P.O. Box 9000

St. John's, NL A1A 3B8

Grand Falls-Windsor (Regional Office)

t 709.489.1600

f 709.489.1616

t 1.800.563.3448

26 High Street

P.O. Box 850

Grand Falls-Windsor, NL A2A 2P7

Corner Brook (Regional Office)

t 709.637.2700

f 709.639.1018

t 1.800.563.2772

Suite 201B, Millbrook Mall

2 Herald Avenue

P.O. Box 474

Corner Brook, NL A2H 6E6

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