Purpose

To maintain Agent Applicant Portal User IDs and passwords.

Subsystem

Callista Connect

Find Person (ADMF1211)

This form is used to change an agent's Applicant Portal default User Id and/or password to a custom User ID and password. This form is typically used when an agent advises the institution that they have lost or forgotten their default User ID and/or password. (An agent is emailed theif default login details (i.e. User/Person ID and password) when they are first set up via the Maintain Agency Agents form (ADMF0510).)

You can perform the following actions on this form for an agent:

• Change their User ID and password to a custom User ID and/or password (if requested by the agent).
• Reset their password to their default password (for example, if the agent has lost or forgotten their passsword).
• Resend their default or custom User Id and password to them (for example, if the agent has forgotten them).

Note: Default login details are defined by institution-configurable rules set up in the System Self-Serve Facility Configuration Override form (SSFF1201) for the Override Code APAGENT.

For more information on Agents in Applicant Portal, see Agent Applicant Portal. For more information on Self-Serve facility security, refer to Understanding Callista Connect Manager.

This form is accessed from the main menu, or via ADMF0510 in context of the agent's Person ID.

Agency Agent block:

• Person ID
• Sex
• Date of Birth
• Configured Email Address

Self Serve User block:

• User Identifier
• Password
• Active User check box

Buttons

• Find Person (i.e. Agent) - (ADMF1211)
• Reset Password
• Send Email

Rules/Notes:

The Agency Agent block is used to query for and display the agent's details.

User Identifier - The number displayed in this field defaults to the agent's Person ID in the first instance.
Important: It is recommended that you do not change the User Identifier unless it is absolutely necessary. If you enter a new User Id, it must be a unique Id number not assigned to any other user.

Password - The agent's password is not displayed as it is encrypted (see the Maintain Applicant Portal Self Serve User form (SSFF2500).

The Active User check box is selected by default, indicating that the agent is able to use Applicant Portal. De-selecting the check box prevents the agent from logging in.

The Reset Password button resets the agent's password to their default password as defined in SSFF1201 against the APAGENT Override code for the agent.
The Reset Password button is disabled if the agent has been suspended or if the Agent End Date has passed (see ADMF0500).

The Send Email button is used to send an email to the agent informing them of their new or changed login details.

Note: The following data must be set up in order for the institution to send the agent their new login details:

• Email address locations must be specified in order of priority in 'Maintain Communication Source' (CORW0100).
• Email templates must be created in 'Create Communication Template' (CORW0500).
• The email contents must be outlined against a System Communication Type of AGENT.
  (Note: For Applicant Email Communication Types the 'System Communication Type' is ignored.)
• The Email Communication Types to be used must be also specified in the Maintain Applicant Portal Configuration form (ADMF0900).

An agent's login details cannot be changed if the agency to which the agent belongs is:

• suspended (see ADMF0510), or
• no longer active (i.e. the agency end date is less than the current date).

The following lamps may be displayed:

• AGENT INACTIVE – agent is not active (i.e. today’s date is before than the Agent Start Date or after the Agent End Date).
• NO EMAIL ADDRESS – no email address exists for the agent, therefore no communication can be sent to agent.
• DECEASED – agent is deceased.

Validations:

• Cannot create or update self-serve user account for agency’s agent as person is deceased.
• The User ID must not be assigned to another user. (i.e. another self-serve user, a d/b user or role, an Oracle username, an Applicant Portal user, another agent (new), or another person.)
• A Registration Communication Type must exist for the agent in order for an account to be created and an email to be sent.
• Cannot change agent to inactive if the agent has current applicants associated with them with read-only access.
• Cannot create a self-serve user account for a person who is not an agent.
• Cannot create or update a self serve user when an Organisational Unit, Agency or Agent is not current.
• An email cannot be sent if an email address cannot be located.

To change an Agent's password:

• Type a new password in the Password field, as provided by the agent.
• Save the changes.
• Click on the Send Email button to send the agent their new password.

• Enter a new Login Id in the User Identifier field.
• Save the changes.
• Click on the Send Email button to send the agent their new Login Id.

To reset an Agent's password to their default password:

• Click on the Reset Password button. A message is displayed asking if you want to change the password to the agent's default password. Click Yes.
• Save the changes.
• Click on the Send Email button to send the default password to the agent.

• Click on the Send Email button, without changing the value of any other field in the Self Server User block.