GUEST/IDM/CONNECT

• Identity Image or initials when an image is not available

• Identity Name

• Company Name

• Building the identity is associated with

• Identity Type (employee or non-employee)

• Identity phone number

• Identity Email

• Identity Status (only displayed if the identity is not active - Expired / Terminated / Suspended records will display in Red)

  Note

  If the identity is displayed with orange text, it signifies that the Identity will expire within the next month.

  

• Grid View: This view will display each identity in a tile format in a grid. This view displays the following information:

  • Identity Image or initials when an image is not available

  • Identity Name

  • Building the identity is associated with

  • Identity Type (Employee or non-employee)

  • Identity phone number

  • Identity Email

  • Identity Status (only displayed if the identity is not active - Expired / Terminated / Suspended records will display in Red)

    Note

    If the identity is displayed with orange text, it signifies that the Identity will expire within the next month.

    

• Table View: This view displays each identity in a table format.

  • Identity Name

  • Identity Company

  • Building the identity is associated with

  • Identity Type (Employee or non-employee)

  • Identity phone number

  • Identity Email

  • Identity Department

  • Identity Category

  • Identity Expiration Date (if the Identity is not active then its status will appear here - Expired / Terminated / Suspended records will display in Red)

  • Identity Floor

  • Identity Location

  • Identity Start Date

  • Identity Professional Title

  • Identity ID Reference Number

    

Users are able to filter and sort data by the following fields:

• General Filter: This is a free text filter that will search against:

  • Department

  • Email Address

  • Employee Category

  • Employee Number

  • First Name

  • Last Name

  • Middle Name

  • Primary Email

  • Primary Phone

  • Title

  • User Defined Fields

• Filter by building:

  • Registered buildings within the system

• Filter by company:

  • Registered companies within the system

• Filter by status:

  • Active

  • Expired

  • Suspended

  • Terminated

• Filter by type:

  • Employee

  • Non Employee

• Sort by (in either Ascending or Descending order):

  • First Name

  • Last Name

  • Company

  • Building Name

  • Department

  • Identity category

  • Expiration Date

  • Floor

  • Location

  • Start Date

  • Title

• Download Identities: Click the download icon to allow the user to export the contents of the Identities page to a .csv file.

• Identity: This section covers the basic identity information. The default required fields are:

  Note

  Additional fields can be set to required via the Screen Configuration page.

  • Employee, non employee

  • Default Language

  • First Name

  • Last Name

  • Primary Email

  • Email Type

  • Building Name

  • Company

• Web User: This section is used to set up a user's web access. Here you can enter a Login Name and Password for a user or select to send the identity an email to setup their own Login Name and Password by checking the Invite Web User to Create Credentials checkbox. This section is optional and can be skipped by clicking the Next button.

• Picture: This section allows you to take or upload a photo for the user. This section is optional and can be skipped by clicking the Next button.

• Additional Details: This section is where any user defined fields can be entered. Any user defined fields marked as required in the Screen Configuration section will be required to be populated at this step.

• Summary: This section will display all information entered. Once verified, clicking the Save button will add the identity.

• To upload users via a spreadsheet, Select the IDM Uploads button.

  

• Click the New button to configure a new upload. Download a sample template of the CSV file.

  
  

• The CSV template only contains the relevant column headings and a sample row of data (provided as an example). The column name lists which columns are optional.

  

• Enter all the required information for all Identities into the spreadsheet (overwrite the sample data provided but leave the column headings as they are) and upload the CSV file.

  Note

  Employee Number is typically used as the unique identifier for all Identities. If Employee Number is not present, then Email Address is used. If the unique ID in the sheet matches an existing Identity in the system, their record will be updated, instead of a new record being created.

• The User Interface will specify which Building and Company will be assigned to the new Identities. Select Override to change the Building and/or Company. The user will only be able to assign specific Buildings/Companies according to their User Role.

  
  

• Additional Configuration Options: 

  • Send New Employee Web User Invitations: By selecting this option, email invites are sent to all the new users uploaded in the spreadsheet, allowing them to set up their own login credentials.

  • Send Existing Employees Web User Updates: If the existing users were updated via upload, this option allows them to receive an email allowing them to create/update their login credentials. This can be used for example if the existing users were not sent the registration email when they were first added into the system.

• Click the Save button to upload the file. The application displays File Received along with the number of records being uploaded and processed.

  

• The user will see the results of their file upload. If there are errors, then any records with errors will not be uploaded. Records with no errors will still be successfully uploaded. A error file will be generated in an excel format. Open the download and the last column will display the error message, confirming the type of error for each of the records on the error file.

• System Administrator: Role holders represent the administrators of the system. These role holders can do anything in the application include change and modify configurations.

• Building Manager: Role holders are responsible for one or multiple buildings. They can edit the building details as well as add/edit identities associated with these buildings.

• Security Manager: Role holders are responsible for the watchlist. This role can add, edit and remove identities from the watchlist.

• Report Viewer: Role holders are able to run one or multiple reports associated with one or multiple buildings.

• Tenant Manager: Role holders are responsible for managing one or multiple tenants. They can edit the tenant details as well as add and edit identities associated with that tenant.