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Administrator Log On | Set Up | Copy to Local | Permissions | Groups | Admin. Workplan | Admin. Notification | Admin. Calendar | Admin. Action Items | Admin. Email Table | Admin.Search (document) | Admin. Search (attributes) | Admin. Search (document attributes) | Admin. History | File Merge | Document Merge | Admin. Attributes (proposal) | Admin. Attributes (general) | Admin. Attributes (document) | Banner Message | Broadcast Message | Users | Zone | Glossary (Definitions)

User Account Request Processing

VPC provides a controlled mechanism that allows designated regular users to request the addition of new team members to a proposal, as well as change roles for existing team members. Users can be granted this right in the Permissions panel on a proposal basis. The requests, once validated, will be sent to a designated approver, or group of approvers, who are responsible for carrying out the requests or rejecting them. Approvers for each proposal can be designated in the Proposal Properties. Only admins, or groups with admin members, can be approvers.

In addition to designated approvers, the System Admin, any Zone System Admin and any approvers for the associated proposal will be able to process pending requests whether or not they are explicitly designated as approvers. Zone System Admins can only process requests in zones in which they are so designated. Approvers can only process requests for the proposals for which they have approver status. Request Processing can be accessed by designated approvers from the User Admin panel.

See more about User Account Requests.

Request Processing View

The Request Processing panel has three different views, depending on how it is accessed. If accessed before selecting a proposal from Proposal Setup, the Request Processing panel will show all pending requests assigned to the current user regardless of proposal or zone. If a proposal is selected first, then the panel will only show the current user’s pending requests for that proposal, however there is a button to allow showing all requests for the current proposal.

Requests are shown with green, yellow or orange backgrounds.
  • A green background indicates that the request can be completed by VPC automatically upon approval. This includes Change Group requests and Add User requests where the user already exists in VPC.
  • A yellow background indicates that the request requires some amount of manual intervention from the approver before VPC can complete it.
  • An orange background indicates that the request requires complete manual intervention and must be completed by the approver.

Click on the Approve button to approve selected requests. Only Change Group requests or Add User requests where user existed in VPC at time of request can be approved in this way. Multiple requests of these types can be selected to be approved. Requests can be selected with usual Shift- and Ctrl- conventions. Multiple row selection will only be allowed if the selected requests are all of the same type and background color.

Click on the Reject button to reject selected requests. Only Change Group requests or Add User requests where user existed in VPC at time of request can be rejected in this way. Multiple requests of these types can be selected to be rejected. Requests can be selected with usual Shift- and Ctrl- conventions. Multiple row selection will only be allowed if the selected requests are all of the same type and background color.

Right-clicking on a request will bring up a context menu with options to Approve Request, Reject Request or Send an Email to the Requestor.

Double-clicking on a request will bring up a panel with more detailed information on the request. If it's a request that needs partial intervention, the approver will be given directions on how to proceed. See more information on the approval process.

Once a request has been approved or rejected, it will no longer be shown in either of the pending requests view.

After requests have been approved and/or rejected, the approver can click on the Send Notifications button and notification(s) and email(s) will be sent to the Requestor(s). Only one notification and email pair will be sent out to each Requestor for a particular proposal. Notifications will indicate if any requests have been rejected, the user(s) that was rejected, and comments from approver, if entered.

Clicking on the Send Email button will allow approver to send an email to users involved in change group requests approved during the session. The users whose groups were changed and the corresponding requestors will be automatically selected as recipients. The recipient list will be editable.
  • When the Request Processing view is accessed after a proposal is selected, users with access to the proposal and are available, and proposal groups can be selected as recipients as well.
  • When the Request Processing view is accessed with no proposal selected, no other users will be able to be selected as recipients.
  • If the approver closes the request processing panel without clicking on Send Email, and there were change group requests approved, then the user will be asked if they want to send an , or close the window without sending. If they choose to Send Welcomes, it will work as if they had clicked on Send Welcome.

Clicking on the Send Welcome button will allow approver to send user and/or proposal welcome messages.
  • First, approver will be given the option to send user welcome messages (regular and third party), if they exist, to all the users that were added to VPC during the current request processing session. Similar to adding users manually approver can add additional comments and select additional attachments. The standard message will show blank if both regular and TP users were added. Either all new users will get a welcome message, or none if Cancel is chosen. Additionally, a separate email containing the user's password will be sent to all VPC-managed (non-ldap) users.
  • Next, if a proposal was selected when the request processing panel was opened, option will be given to send the proposal welcome message, if one exists. The normal Send Proposal Welcome panel will open with a few differences. The users list will show all users with access to the proposal: users who are to be added as a result of an approved request will be bold and checked; users who already had access to the proposal but haven't yet been sent the welcome will be bold but unchecked; and users with access to the proposal and have already been sent the welcome will be unchecked and not bold. The check box to also send the Third Party welcome will be unchecked by default. Everything else will be as if sending the proposal welcome through the normal process.
  • If the approver closes the request processing panel without clicking on Send Welcome, and there were add user requests approved which could allow welcome messages to be sent, then the user will be asked if they want to send welcomes, or close the window without sending. If they choose to send welcomes, it will work as if they had clicked on Send Welcome.

The table can be printed and is sortable by any column. If a notification hasn’t been sent for a requestor/proposal pair, when the Request Processing panel is closed, the notification will automatically be sent.

Click on the Show All Requests button to see all requests (pending, approved, rejected) for the current proposal in an alternate view of the panel.

Approval Process

For Change Group requests:
  • These type of requests can be approved by selecting the request and clicking on the Approve button or right-clicking on the request and selecting Approve Request.
  • When an approver elects to approve the request, VPC will process the group membership changes. User will be added and/or removed from specified groups. If the user or group(s) no longer exists, an appropriate error message will be displayed. The status of the request will not change and it will still be displayed in the view.
  • Double-clicking on the request will open a panel displaying the proposal groups the user is to be added to and/or deleted from, and will allow the approver to change the groups selected. The information in the tables for the original request will not be changed, but a comment will be added to note the changes made by the approver.
  • If an approver decides to reject the request, a panel will open allowing the approver to enter comments as to why the request was rejected.

For Add User requests where the user existed in VPC at the time of request (green background) :
  • When an approver elects to approve the request, the user will be added to the current zone, if necessary, and the proposal group(s). If the user or group(s) no longer exist, an appropriate error message will be displayed. Status of the request will not change and it will still be displayed in the view. No other data in the user table will be changed.
  • Double-clicking on the request will open a panel displaying the user's information including the proposal groups to be added to. The approver will be allowed to change the groups selected. The information in the tables for the original request will not be changed, but a comment will be added to note the changes made by the approver.
  • If the user's password has expired the approver will be given the option to reset the user’s password. Upon password reset a password reminder email will be sent automatically to the user.
  • If an approver decides to reject the request, a panel will open allowing the approver to enter comments as to why the request was rejected.

For Add User requests where the user did not exist in VPC at the time of request (yellow background) :
  • If the request is for a user not managed by LDAP, double-clicking on these requests will open a panel with the same fields that are in user admin panel and a message indicating that the user needs to be added to VPC. Checkboxes for user rights will also be on the panel with appropriate default settings. Approver can edit or fill-in fields. Required fields are same as for User Admin panel. If automatic password generation is enabled, there will be no possibility to enter the user's password. It will be generated automatically. The proposal groups the user is to be added to will also be displayed and the approver will be allowed to change the groups selected. Once all fields are entered as desired, click on Approve. There will also be a Cancel button to allow for continuation of the approval process at a later time. When approver clicks on Approve, VPC will check to make sure user still doesn’t exist in VPC and selected groups still do exist. If not, an error panel will be displayed with appropriate message. Otherwise, the user will be created and added to the zone and the proposal group(s) after being added to VPC. If the approver changed the proposal group selections, the information in the tables for the original request will not be changed but a comment will be added to note the changes made.
  • If the request is for a user managed by LDAP, and the site is configured for the non-group based method, double-clicking on these requests will open a panel with the user’s full name and a message indicating that the user must be retrieved from the Directory Server. There will be a field for username, filled in with username retrieved during request validation process, and a Retrieve button. There will be a Reject button and also a Cancel button to allow for continuation of process at a later time. When approver clicks on Retrieve the user will be retrieved from the directory server with the LDAP-mapped fields and the non-LDAP mapped fields will be available for the approver to fill in. Checkboxes for user rights will also be on the panel with the appropriate default settings. The proposal groups the user is to be added to will also be displayed and the approver will be allowed to change the groups selected. There will now be an Approve button. When Approve is clicked the user will be added to the zone and the proposal group(s). If the approver changed the proposal group selections, the information in the tables for the original request will not be changed but a comment will be added to note the changes made. If during retrieval VPC determines that the user already exists, an appropriate error message will be displayed and the request status will not be changed.
  • If the request is for a user managed by LDAP, and the site is configured for the group-based method, double-clicking on these requests will open a panel with the requested user’s information (ldap-mapped fields will be filled in) and a message that indicates the user must be added to the VPC group in the directory server before approval can be processed. Checkboxes for user rights will also be on the panel with appropriate default settings. The proposal groups the user is to be added to will also be displayed and the approver will be allowed to change the groups selected. There will be an Approve, Reject and Cancel button. A Partial Update button will also be available for convenience. When approver clicks on Approve, the user information will be committed, and the user will be added to the zone and the proposal group(s). If the approver changed the proposal group selections, the information in the tables for the original request will not be changed but a comment will be added to note the changes made. If the user still doesn’t exist in VPC when the approver clicks on the Approve button an appropriate error message will be displayed and the status of the request will not be changed.
  • If the user's password has expired the approver will be given the option to reset the user’s password. Upon password reset a password reminder email will be sent automatically to the user. This is only valid for users not managed by LDAP.
  • If the approver decides to reject the request, when clicking on Reject a panel will open allowing the approver to enter comments as to why the request was rejected.

For Miscellaneous requests:
  • Double-clicking on these requests will show a text field describing the request with an Approve and Reject button. The approver will have to complete the request manually, but should approve to let Requestor and other approvers know that it has been taken care of. Whether the request is approved or rejected, approver will be given the option to enter comments which will be displayed in comments/notes field in Request Processing View (All Requests) as well as the Show All Requests view on the requestor side. VPC will do nothing to implement the request.

For all requests effecting an individual user or users, upon approval the Requestor field for the current proposal in the Advanced User Management panel will be updated with the Requestor’s full name. The requestor displayed in this field will be for the latest request processed for the user in the selected proposal.


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