Lincolnshire County Council
Self Service Manual
2
Table of Contents
1. Logging in to Self Service _________________________________________________________ 3
1.1 Login Page, 1.2 Invalid username or password, 1.3 Forgotten Password Page, 1.4
Invalid Username or email address, 1.5 Top of Page
2. Organisation & Venue List Page ____________________________________________________ 5
2.1 Viewing a Record
3. Editing Your Entries ______________________________________________________________ 7
3.1 Help Text, 3.2 Moderators Comments, 3.3 Organisation Name, 3.4 Organisation
Type
3.5 Venues ____________________________________________________________ 8
3.5.1 Add Venue
3.5.2 Suggest Venue
3.5.3 Edit Venue
3.5.4 Remove Venue
3.6 Contacts ___________________________________________________________ 10
3.6.1 Add Contact
3.6.2 Edit Contact
3.6.3 Remove Contact
3.7 Addresses _________________________________________________________ 12
3.7.1 Add Address
3.7.2 Edit Address
3.7.3 Remove Address
3.8 Attachments ________________________________________________________ 14
3.8.1 Add Attachments
3.8.2 View Attachments
3.8.3 Edit Attachments
3.8.4 Remove Attachments
3.9 Status _____________________________________________________________ 15
4. Venue Details Page_______________________________________________________________ 16
4.1 Help Text, 4.2 Moderators Comments, 4.3 Venue Name, 4.4 Venue Location, 4.5
Contacts, 4.6 Addresses, 4.7 Attachments, 4.8 Venue Fields, 4.9 Status
5. Self Service Action Summary ______________________________________________________ 19
3
1 Logging in to Self Service
1.1 Login Page
The Self Service module is accessed via http://www.lincolnshire.gov.uk/selfservice
This will take you to the login page.
If you use a valid username and password to log in you will be taken to the Organisation & Venue List Page. If you are
Self Service Administrator for more than one Organisation and/or Venue you will see them all and be able to update
them all from the same screen.
1.2 Invalid username or
password
If you enter an invalid username or password, an
error message is displayed.
Re-enter your details to try again or use the
forgotten password link.
1.3 Forgotten Password Page
If you cannot remember your password, click on the
Forgotten Password link. This will take you to the
Forgotten Password page. Enter your Username and
Email and click on Submit.
Remember your username is your email address.
The link ‘Back to Login’ returns you to the Self
Service Login Page.
1.4 Invalid username or email address
If you enter an invalid username or email address,
an error message is displayed.
If you have a problem please email us at
[email protected]
1.5 Top of Page
When you have logged in you will see the following:
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Self Service Logo
will take you to the Self Service List
page.
Lincolnshire Home Link
will take you to the LCC website
Home page.
Self Service Home Link
will take you to the Self Service List
page.
Edit My Details Link
will take you to the Edit My Contact
Details page.
Username
displays your first and last name.
Logout Link
logs you out of the Self Service
module and returns you to the Self
Service Login page.
5
2 Organisation & Venue List Page
This page lists the Organisations and Venues assigned to you.
The page is separated into an Organisations list and a Venues list. Each section has separate pagination.
For both lists, the following information is displayed:

Organisation or Venue Name

Status

Last Updated Date

Edit Button

Remove Button
6
Clicking the Organisation or Venue Name, or the Edit button, takes you to the Edit Details page for the selected record.
The Remove button will set the status of the Organisation or Venue Record to ‘Expired’. When the Remove button is
clicked, a warning prompt will ask you to confirm you wish to remove the record. If you do confirm the record will be
removed from your list page and you will no longer be able to edit it.
2.1 Viewing a Record
If you view an Organisation or Venue record via the Self
Service module and then click the Cancel button, no action
will be taken.
When your changes update the organisation record directly,
you will be returned to the organisation / venue list page.
When your changes require the LCC Administrator to
approve the changes, you will see the screen below. An
email is issued to the LCC Administrator with details of the
changes made to the record. The change will not be visible
to you until the LCC Administrator has approved it.
The Organisation and Venue Details Page outlines which
changes have immediate effect and which ones require
LCC Administrator approval.
3
7
3
Editing Your Entries
The Organisation and Venue Details Page
3.1
8
3.1 Help Text
Help information is available next to the following sections on the organisation details page.

Moderators Comments

Name

Venues

Contacts

Addresses

File Attachments

Status
Clicking the help icon
displays
the help text in a pop up window.
3.2 Moderators Comments
This displays text entered in the Moderators Comments field by
the LCC Administrator. The field can be used to display
messages to you. For example, to give explanations for
rejecting your organisation detail change requests
3.3 Organisation Name
You can edit the Organisation Name using this field. You must set the status of the organisation to ‘Awaiting Approval’
and click the Update button at the bottom of the page to submit the changes.
Changes to the Organisation Name are not immediately published. Instead, an email change request is issued to the
LCC Administrator for action.
You will be able to see the change request for the Organisation within the Self Service module (by viewing the
Organisation Details).
3.4 Organisation Type
Not editable by you. Simply displays the Organisation Type that the Organisation record is assigned to. Organisation
Types are centrally controlled by the LCC Administrators.
3.5 Venues
An Organisation record may be associated with none, 1 or more than 1 venue record.
3.5.1
Add Venue
Click the appropriate Venue Start Letter to
populate the Venue drop down list. For
example, if the required Venue is Yarburgh
Village Hall, click the letter Y. (Note: venues
are alphabetically listed by location)
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Select the relevant Venue from the drop down list
and click the Add button next to the Add Venue drop
down list.
The Venue will appear in the attached Venues table.
The addition of a Venue from this list is a change
that is submitted directly to the live Organisation
record.
3.5.2
Suggest Venue
If the required Venue cannot be found
in the Venues drop down list, you can
submit a request to add a new venue.
Venue suggestions are not
immediately added to the Venue drop
down list and must be approved by
the LCC Administrator before being
made available to you.
Click the Add button next to the
Suggest New Venue field. The Add
New Venue form will be displayed.
Enter the Venue Name, Venue
Location and any Other Information in
the relevant fields. The Venue Name
and Venue Location fields are
mandatory.
Click Cancel to return back to the
Organisation Details page.
Click Submit to submit the form details. This will result in
the following:
3.5.3

you will be returned back to the Organisation
Details page

a confirmation message will be displayed at the
top of the page.

an email will be sent to the LCC Administrator
informing them of the new venue suggestion
Edit Venue
It is not possible to edit Venue records from the Organisation Details page. A Venue is a separate record in its own right.
To edit a Venue record via Self Service, you must have access to the Venue and will edit it via the Organisation / Venue
List Page. Only venue entry owners can edit the record.
3.5.4
Remove Venue
To remove a Venue from an
Organisation record, click the
Remove icon next to the relevant
Venue in the attached Venues table. This action will remove the Venue from the live Organisation record. You will be
asked to confirm the remove action. Click OK to remove the Venue or Cancel to avoid the action.
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3.6 Contacts
An organisation may be associated with
none, 1 or more than 1 attached Contact
record.
Contacts can be defined as ‘Administrator’
and/or ‘Primary Contact’.
3.6.1
Add Contact
Contact records are centrally administered. If you add a Contact, it is not immediately added to the organisation record.
It must be approved by the LCC Administrator before being associated with the Organisation record.
To associate a new contact with an organisation record,
click the Add button next to the Add Contact field. The Add
Contact form will be displayed.
You must fill in the relevant fields on the form:

Salutation

Title (Mandatory)

First Name (Mandatory)

Last Name (Mandatory)

Contact Method - Email, Post, Phone; used for
communication between the LCC Administrators
and the Contact. (If the chosen contact method is
Email, the form will validate to ensure at least one
email address has been entered. The email
address must follow a valid format e.g.
[email protected])

Phone

Phone 2

Fax

Fax 2

Email

Email 2

Website

Website 2
You must also configure the contact by answering 3 questions at the bottom of the form:

Is this contact ‘Self Service Administrator’ for this organisation / venue?
This denotes whether the contact should be Self Service Administrator for the organisation or venue record. By
default, this is set to ‘no’. An organisation or venue may only have 1 designated Self Service
Administrator. Therefore, if the existing Self Service Administrator sets the answer value to ‘yes’, when the
new contact is added the existing contact will no longer be able to edit the organisation/venue record

Is this contact the main contact for this organisation / venue?
This denotes whether the contact is the main point of contact (primary contact) for the organisation/venue. By
default, this is set to ‘no’. An organisation or venue may only have 1 designated primary contact.
Therefore, if the existing Self Service Administrator sets the answer value to ‘yes’, when the new contact is
added the existing primary contact for the organisation/venue record will become a standard attached contact.
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
Has the contact agreed to their details being displayed on the LCC website?
This denotes whether the contact can be published as an attached contact on the LCC website. By default, this
is set to ‘yes’.
Click Cancel to return back to the Organisation Details page.
Click Submit to submit the form details. This will result in
the following:
3.6.2

you will be returned back to the Organisation
Details page

a confirmation message will be displayed at the
top of the page

an email will be sent to the LCC Administrator
informing them of the new venue suggestion
Edit Contact
To edit a contact, click the Edit button next to the relevant
contact. The Edit Contact screen will be displayed.
You can edit the relevant fields on the form. In Edit Mode,
only the first 2 questions are visible on the form:

Is this contact the Self Service Administrator for this
organisation / venue?

Is this contact the main contact for this organisation
/ venue?
If you edit your own contact record, additional fields will be
displayed.
Click the Cancel button to return back to the organisation
details page without submitting any Contact record changes.
Click Submit to submit the form details. Clicking Update will
result in the following:

you will be returned back to the Organisation
Details page

a confirmation message will be displayed at the top
of the page

an email will be sent to the LCC Administrator
informing them of the Contact record changes
The changes are not immediately made to the contact
record. They must be approved by the LCC Administrator
before the contact record is updated.
3.6.3
Remove Contact
To remove a Contact from an
Organisation record, click the Remove
icon next to the relevant contact.
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This action will remove the Contact from the live Organisation record. You will be asked to confirm the remove action.
Click OK to remove the Contact or Cancel to avoid the action.
You cannot remove yourself from an Organisation record as the Remove icon for the designated Self Service
Administrator will be inactive. To request removal from an organisation, you must edit your own details and select the
answer value ‘No’ against the question ‘Is this contact the main contact for this organisation / venue?’.
3.7 Addresses
An organisation can only be associated with 0 or 1 addresses.
3.7.1
Add Address
To add an Address, click the Add button
next to Add Address.
The Add Address form will be displayed.
You must fill in the relevant fields on the
form:
Click Cancel to return back to the Organisation Details page.

Department

Building

Street
Mandatory

Town
Mandatory

Post Town

County

Postcode
Mandatory

Mobile

Mobile 2

Phone

Phone 2

Fax

Fax 2

Email

Email 2

Website

Website 2
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Click Submit to submit the form details. Clicking Update will result in the following:

you will be returned back to the
Organisation Details page

a confirmation message will be displayed
at the top of the page.

an email will be sent to the LCC
Administrator informing them of the
Contact record changes
3.7.2
Edit Address
To edit an existing address, click the Edit
button next to the address. The Edit
Address screen will be displayed. Existing
address details will be displayed
Click the Cancel button to return back to the
organisation page without submitting any Address
record changes.
Click Submit to submit the form details. Clicking
Update will result in the following:

you will be returned back to the
Organisation Details page

a confirmation message will be displayed
at the top of the page.
An email will be sent to the LCC Administrator informing them of the Address record changes
3.7.3
Remove Address
To remove an Address from an
Organisation record, click the
Remove icon next to the relevant
contact.
This action will remove the Address from the live Organisation record. You will be asked to confirm the remove action.
Click OK to remove the Address or Cancel to avoid the action.
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3.8 Attachments
You can send file and image attachments to the LCC Administrator for use on your Organisation Details page on LCC
Connects.
Attachment records are centrally administered and must be approved before they are published on the LCC Connects
website.
3.8.1
Add Attachments
To associate an attachment with an
Organisation record, click the Send button next
to the ‘Send attachment for upload by email’
field.
This action opens your email application and launches a pre-populated email template.
You must attach the file to the email and click Send in their email application.
The LCC Administrator will manually upload the file.
3.8.2
View Attachments
To view an attachment, click the attachment name. This will launch the relevant application and enable you to view their
file.
3.8.3
Edit Attachments
It is not possible to edit Attachment records from the Organisation Details page. Attachment records are centrally
controlled by LCC Administrators. You will need to remove the attachment (see below) and send a new attachment (see
above)
3.8.4
Remove Attachments
To remove an attachment from an Organisation record, click the Remove icon next to the relevant file.
This action will remove the attachment
from the live Organisation record. You
will be asked to confirm the remove
action.
Click OK to remove the attachment or Cancel to avoid the action.
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3.9 Status
When an Organisation is viewed using Self Service, the status of the Organisation can be set to

In Progress

Awaiting
Approval
If you click Cancel without changing the Organisation status no action occurs in Self Service.
Change Status: Publish to In Progress
If you change the status of an organisation from Publish to In Progress and click the Update button, a pending record
will be created in the database. The entry will remain on the website. The pending record will not be visible to the
Administrator.
When you want to make your changes live on the site you need to...
Change Status from Publish to Awaiting Approval
If you change the status of an organisation from Publish to Awaiting Approval and click the Update button, a pending
record will be created in the database (or the existing pending record will change status from In Progress to Awaiting
Approval). The pending record will be visible to the LCC Administrator who will be able to Reject or Publish the
changes. The status of the record (on the Organisation / Venue List Page) in Self Service will change from Created,
Publish or In Progress to Awaiting Approval.
Change Status: Created to In Progress or Awaiting Approval
If you change the status of an organisation from Created to In Progress or Awaiting Approval and click the Update
button, no pending record is created. The actual unpublished record will be updated directly or following approval by the
LCC Administrator.
Change Status: In Progress to Awaiting Approval
If you change the status of an organisation from In Progress to Awaiting Approval and click the Update button no pending
record is created in the database. The actual unpublished record will be updated directly or following approval by the
LCC Administrator.
Record Approval
If the LCC Administrator approves the record the pending record will replace the existing live record (which will be
archived). The status of the Organisation will move from Awaiting Approval to Publish.
Record Rejection
If the LCC Administrator rejects the record the existing live record will remain in place. The existing pending record will
remain visible to you but will have a status of ‘Reject’ (until you choose to change the status of the Organisation record
again).
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4 Venue Details Page
17
4.1 Help Text
The Help Text for Venues behaves in the same way as the Help Text for Organisation records. Help information is
available next to the following sections on the venue details page:

Moderators
Comments

Name

Contacts

Addresses

File Attachments

Status
Clicking the help icon
displays the help text in a pop up window.
4.2 Moderators Comments
Not editable by you. Displays text entered in the Moderators Comments field by the LCC Administrator. The field can be
used to display messages to you about your Venue, reasons for rejecting suggested updates etc.
4.3 Venue Name
You can edit the Venue Name using this field. You must set the status of the Venue to Awaiting Approval and click the
Update button at the bottom of the page to submit the change to the LCC Administrator
Changes to the Venue Name are not immediately published. Instead, an email change request is issued to the LCC
Administrator for action.
You will be able to see the change request for the Venue within the Self Service module (by viewing the Venue Details).
4.4 Venue Location
A Venue may have one location assigned to it. Select the relevant Location from the drop down list.
Changes to the Venue Location are not immediately published. Instead, an email change request is issued to the LCC
Administrator for action.
You will be able to see the change request for the Venue within the Self Service module (by viewing the Venue Details).
4.5 Contacts
The addition, editing and removal of Venue Contacts are the same as the addition, editing and removal of Organisation
Contacts. Please see the ‘Editing Your Entries’ section for further information.
4.6 Addresses
The addition, editing and removal of a Venue address are the same as the addition, editing and removal of an
Organisation Address. Please see the ‘Editing Your Entries’ section for further information.
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4.7 Attachments
The addition of attachments for a Venue record is the same as the addition of attachments for an Organisation record.
Please see the ‘Editing Your Entries’ section for further information.
4.8 Venue Fields
In addition to the above fields, a Venue record also consists of the following fields.

Data Protection

Notes

Times

Access

Directions

Admission

Facilities
For all fields, any changes that are submitted will need to be approved by the LCC Administrator. When the Update
button is clicked, a pending record will be created. The live record will remain on the website and will only be replaced
by the pending record when the LCC Administrator has approved the changes.
Note: the changes will not be reflected on the Self Service pages until the LCC Administrator has approved them
4.9 Status
Venue status operates in the same way as the Organisation status. Please see the ‘Editing Your Entries’ section for
further information.
19
5. Self Service Action Summary
This section provides a summary of the actions that are performed via the Self Service pages. This applies to both
Organisation and Venue records unless stated otherwise.
Approval Required
Denotes whether the LCC Administrator must approve the change before it is actioned or
published. The Self Service pages will not reflect the change until it has been approved by
the LCC Administrator
Immediate Effect
Denotes whether the record (published or not) is immediately updated to reflect the change
Email Issued
Denotes whether an email is issued to the LCC Administrator informing them about the
change request
Ref
Action
Approval
Required?
Immediate
Effect?
Email
Issued?
1
Add Venue



2
Edit Venue
n/a
n/a
n/a
3
Remove Venue



4
Suggest Venue



5
Add Contact



6
Edit Contact



7
Remove Contact



8
Edit My Details



9
Add Address



10
Edit Address



11
Remove Address



12
Add Attachment



13
Change Status



14
Edit Organisation Fields



15
Edit Venue Fields



Comment
Cannot edit a venue record from the
organisation details page. Must edit venue
record directly
Applies to You Contact Details only
From In Progress to Awaiting Approval