Visualdocumentation of the "Create new user account" workflow
The idea behind this document is to provide an easy-to-understand as well as complete introduction
to the most complex workflow within the context of SOS Children's Villages User Management.
Table of contents
1. Workflow is successfully completed
1.1. Submitter logs in
1.2. Submitter initialises account creation - application form
1.3. Confirmation screen for the submitter
1.4. System e-mail sent to the HR contact - appeal to process application
1.5. HR contact checks and accepts the application - approve/reject form
1.6. Confirmation screen for the HR contact
1.7. System e-mail sent to the new user - appeal to activate his/her account
1.8. New user finalises account creation - activation form
1.9. Confirmation screen for the new user
1.10. System e-mail sent to the new user - key information
1.11. System e-mail sent to the submitter and the HR contact - confirmation
2. Workflow is aborted because application is rejected
2.5. HR contact checks and rejects the application - approve/reject form
2.6. System e-mail sent to the submitter - information
3. Workflow is aborted because the indicated e-mail address already exists
3.3. Confirmation screen for the submitter
3.4. System e-mail sent to the submitter and the HR contact - information
The overview page ofSOS Children's Villages
User Management online ( is the starting point of the "Create new user account" workflow. /
1. Workflow is successfully completed
This is the standard case, involving up to three SOS Children's Villages co-workers:
- The submitter initialises creation of a new user account by filling in and submitting an application form; the HR contact, a line manageror any other colleague with Intranet access can take this role.
- The HR contact is in charge of accepting (or rejecting) applications for new user accounts and updating the user profiles of/for all co-workers of the respective association/office.
- The new user is the co-worker in need of a user account.
1.1.Submitter logs in
When the submitter clicks the "Create new user account" icon on the overview page, a log-in screen appears first.
/ Enter yourGlobal Intranet user name
and Global Intranet password
and clickthe "Login" button.
1.2.Submitter initialises account creation - application form
After having logged in successfully, the submitter is directed to the application form.
Fill in at least all required fields (marked with a red asterisk).If possible, please also provide information for the additional fields.
Submit the filled form by clicking the "Send" button. /
1.3. Confirmation screen for the submitter
When the submittersubmits a properly filled application form (1.2), a confirmation screen appears.
/ Click the “Next User” button at the bottom if you want to initialise creation of another new user account.Click the "User Management" banner at the top to return to the User Management online overview page.
1.4. System e-mail sent to the HR contact - appeal to process application
When the submitter submits a properly filled application form (1.2), the HR contact is sent a system
e-mail from . This e-mail informs him/her on the application and contains a direct link (highlighted in the screenshot below) to the accept/reject form (1.5).
1.5. HR contact checks and accepts the application - approve/reject form
By clicking the link in the system e-mail (1.4), the HR contact accesses the approve/reject form. There he/she checks the application andpossibly modifies the user profile (in the example, the "Job title/work area" entry was changed). The application is accepted by clicking the “Accept” radio button and then the “Send” button.
1.6. Confirmation screen for the HR contact
When the HR contact accepts the application (1.5), a confirmation screen appears.
1.7. System e-mail sent to the new user - appeal to activate his/her account
When the HR contact accepts the application (1.5), the new user is sent a system e-mail from . This e-mail informs him/her on the HR contact's acceptance and contains a direct link (highlighted in the screenshot below) to the activation form (1.8).
1.8. New user finalises account creation - activation form
By clicking the link in the system e-mail (1.7), the new user accesses the activation form.
Fill in all fields according to the instructions indicated at the top of the page.Submit the filled form by clicking the "Activate User" button. /
1.9. Confirmation screen for the new user
When the new user submits the activation form (1.8), a confirmation screen appears.
1.10. System e-mail sent to the new user - key information
When the new user submits the activation form (1.8), he/she is sent a system e-mail from
. This e-mail contains key information on the newly created user account and two relevant links.
1.11. System e-mail sent to the submitter and the HR contact - confirmation
When the new user submits the activation form (1.8), the submitter and the HR contact are also sent a system e-mail from . This e-mail confirms that the new user has access to the Global Intranet.
The two system e-mails (1.10 and 1.11) confirmthe successful completion of the "Create new user account" workflow.
2. Workflow is aborted because application is rejected
Presuming that new user accounts will usually be requested for co-workers who are 'qualified' for having access to the Global Intranet, this is a rare and special case.
The workflow starts as described in sections 1.1. to 1.4. (see details above).
2.5. HR contact checks and rejects the application - approve/reject form
By clicking the link in the system e-mail (1.4), the HR contact accesses the approve/reject form.
There he/she checks the application and possibly modifies the user profile (in the example, the HR contact is not satisfied with the original entry to the "Job title/work area"). The application is rejected by clicking the “Reject” radio button, filling in a reason for rejectionto the respective field and then clicking the “Send” button.
2.6. System e-mail sent to the submitter - information
When the HR contact rejects the application (2.5), the submitter is sent a system e-mail from . This e-mail informs him/her on the HR contact's rejection and also indicates the reason for rejection as specified by the HR contact.
The system e-mail(2.6) marks the abortion of the "Create new user account" workflow.
The submitter (and/or the colleague referred to as new user) has the chance to get in touch with the HR contact in order to protest against the rejection of the application, but this action is not supported by the user management system.
3. Workflow is aborted because the indicated e-mail address already exists
Each e-mail address can be assigned to one user account only. Presuming that most co-workers are aware of their existing user accounts, this is - hopefully - a rare and special case.
The workflow starts as described in sections 1.1. and 1.2. (see details above); in the application form (1.2.), the submitter, however, indicates an e-mail address for the new user which already exists in the user management database, i.e. which is assigned to an existing user account.
3.3. Confirmation screen for the submitter
When the submitter submits a properly filled application form (1.2) which includes an existing e-mail address, a confirmation screen appears.
3.4. System e-mail sent to the submitter and the HR contact - information
When the submitter submits a properly filled application form (1.2) which includes an existing e-mail address, both the submitter and the HR contact are sent a system e-mail from .
This e-mail informs them of the problem and includes recommendations on how to proceed.
The system e-mail(3.4) marks the abortion of the "Create new user account" workflow.
The HR contact and the submitter are asked to analyse the situation and try to solve the problem - possibly assisted by the Intranet Management Team () -, but this action is not supported by the user management system.
______
Intranet Management Team
(on behalf of SOS Children's Villages User Management)
July 2010
Visual documentation of the "Create new user account" workflow1 / 10