University of Otago
e:Vision Agent Management for Agents
e:Vision Agent Management for Agents
SMS Project
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University of Otago
e:Vision Agent Management for Agents
Table of Contents
1. Audience and Purpose ........................................................................................................ 4
1.1. International Agents..................................................................................................... 4
2. The SMS Project .................................................................................................................. 5
3. Navigation, Actions and Terminology ................................................................................. 6
3.1. Finding your way around the page .............................................................................. 6
3.2. Actions .......................................................................................................................... 7
3.3. Terminology ................................................................................................................. 9
4. Accessing e:Vision ............................................................................................................. 10
5. Add an Agent..................................................................................................................... 12
6. Edit Agent details .............................................................................................................. 18
7. Support and Frequently Asked Questions ........................................................................ 24
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e:Vision Agent Management for Agents
Conventions
Tip or special note
Very important point
Bold and italicised text indicates an e:Vision Page
Italicised text indicates an e:Vision field name or action
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1.
e:Vision Agent Management for Agents
Audience and Purpose
1.1. International Agents
This course is for all International Agents who process or require a thorough understanding
of the management of International Agent access to e:Vision.
The course is designed to be delivered as a manual only with additional support provided by
the University’s International Office. If you have enquiries please contact your primary
international marketing contact within the International Office or email
[email protected]
This course includes:
Overview of the SMS project.
Concepts and navigation of e:Vision.
Creating, updating and disabling Agents
Upon completion of this course you will be able to:
Login to e:Vision and locate the various processing functions.
Maintain Agents
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2.
e:Vision Agent Management for Agents
The SMS Project
e:Vision is the name of the new student management system being implemented as part of
a wider programme of work to simplify, streamline and automate student administration
processes for staff, agents and students.
e:Vision will replace existing paper-based and online application forms with a single online
application and application management process. Students will have a ‘one stop shop’ for
administration activities. It will also make student information more readily available to
staff and agents, and reduce duplication and fragmentation of core student data.
e:Vision will be delivered in stages. Refer to the e:Vision blog for more information
https://blogs.otago.ac.nz/evision/
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3.
e:Vision Agent Management for Agents
Navigation, Actions and Terminology
e:Vision behaves the same as many websites you already use. There are navigation functions that are particularly helpful in e:Vision as well as
e:Vision specific terminology and actions you need to be aware of.
3.1. Finding your way around the page
The ribbon menu gives you access to the main
areas of e:Vision.
Page buttons open new pages or compl;ete
actions.
Information is displayed centrally
Hyperlinks provide access to additional
information or activities
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e:Vision Agent Management for Agents
3.2. Actions
Hyperlinks
Links to other forms or information pages, which may open in the same window you are viewing or a new
window may be opened.
Popups
Links to popups are similar to hyperlinks however; they are displayed on the page with a dotted underline.
When you hover your mouse over the link, a small information box will pop up , for example:
Help
Click on this icon to access additional help.
Saves information.
Clears the flag that indicates there is new correspondence from the applicant.
Cancels whatever you are doing and returns you to the previous page.
or
These icons expand and collapse a section of the form.
*
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Mandatory field.
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List box
e:Vision Agent Management for Agents
Displays a list of entries for the field.
For these fields you can only choose from this list.
Date entry
To enter a date you can:
1) Type the date in as day/month/year (dd/mm/yyyy)
2) Select the date from a calendar popup. Use the arrows < > to move to the month required.
3) Select the date from a month and year list box. You must press ENTER after you have made the
selection.
Use to alter the number of rows on a report.
Indicates the number of rows displayed and the total number of rows.
Browsers
e:Vision uses functionality available in the latest versions of internet browsers.
Internet Explorer version 8 will display buttons and layout slightly differently to other browsers.
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e:Vision Agent Management for Agents
3.3. Terminology
Agent
Depending upon the context, Agent may refer to:
A business entity contracted with the University (also referred to as an Agency)
Person/s (Agent) within the business entity
Agency
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A business entity contracted with the University
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4.
e:Vision Agent Management for Agents
Accessing e:Vision
There are several e:Vision systems available to you and depending on your progress through training and the rollout day, your access will be
adjusted in each instance.
e:Vision Sandpit
You may request access to this system to practice. Please contact the International Marketing office for a login to this
system. The web address is https://sits-sandpit.otago.ac.nz.
e:Vision
This is the REAL system. You will be able to access this system upon receipt of your login details from the International
Marketing office. The web address is www.otago.ac.nz/evision or go to the Otago homepage, click on International and
then look for e:Vision Login for Agents under More Information.
e:Vision is a secure application containing much confidential information. User logins and the information being updated are recorded.
Please remember, like any secure system, not to share your login information.
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e:Vision Agent Management for Agents
Maintain Agents
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5.
e:Vision Agent Management for Agents
Add an Agent
In this section we will look at the e:Vision form used to add an Agent. Specifically we will cover:
5.1
5.2
5.3
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Create Agent details
Create a login
Finalise the Agent and Email the login details to the Agent
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5.1
e:Vision Agent Management for Agents
Create Agent details
This is the first screen you will see when you login to e:Vision for the first
time. It enables you to edit your own login details or create new users
(agents) within your agency.
We have automatically set up an access as Agent Manager. This person
manages the login access for all staff and can create new users.
Note: We have created a login called ‘Otago Access’. Please do not disable
this as it enables an International Marketing staff member to go into your
portal and assist you if you are having problems submitting applications.
To begin the Create new process, select:
•
•
Agent maintenance on the left menu
Create new or edit an existing agent
This opens the Agent maintenance page.
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e:Vision Agent Management for Agents
Continued…
To continue the Create new process, select:
•
•
Create a new agent from the Agent option list
Continue
This opens the Agent details page.
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5.2
e:Vision Agent Management for Agents
Create a login
Complete the Agent details
Username - must be between 5 and 8 alphanumerical characters.
Select Continue
This opens the Confirmation page
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e:Vision Agent Management for Agents
Continued…
On the Confirmation page the Manager can:
•
•
•
Verify the Agent information
Select Back to correct information
Select Continue to confirm the information
Select Continue
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5.3
e:Vision Agent Management for Agents
Finalise Agent Maintenance
The Manager may now finalise the Agent Maintenance OR email the Agent
Username and temporary password.
Finalise Agent (without sending login email)
To send Username and Password at a later stage, the Manager will Edit the
agent record and use the Reset Password
Select Finish
This opens the Agent maintenance page
Send login email:
Change the default Email address if required
Select Send Email
This opens the Agent maintenance page
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6.
e:Vision Agent Management for Agents
Edit Agent details
In this section we will look at the e:Vision form used to edit an Agents details. Specifically we will cover:
6.1
6.2
6.3
6.4
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Select an Action
Select an Agent
Edit Agent details and reset passwords
Confirm Agent details
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6.1
e:Vision Agent Management for Agents
Select an action
To begin the Create new process, select:
•
•
Agent maintenance on the left menu
Create new or edit an existing agent
This opens the Agent maintenance page.
To continue the Edit Agent process, select:
•
•
Edit an existing agent from the Agent option list
Continue
This opens the Edit an existing agent page.
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6.2
e:Vision Agent Management for Agents
Select an Agent
To locate an Agent:
Enter a few characters of the Agency or Agent name in the Agent Search OR
Scroll through the Agents displayed
Select the Agent
Select Continue
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6.3
e:Vision Agent Management for Agents
Edit Agent details and Reset password
The Manager may now update the Agent details:
•
•
•
•
Select a new Agency
Update the Branch
Update the Login enabled check
Reset password
Selecting Reset password will open the Agent maintenance page (step 7.1)
Select Continue
This opens the Confirmation page
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6.4
e:Vision Agent Management for Agents
Confirm Agent details
The Manager now confirms the changes and selects:
•
•
Back to return to Agent details page
Continue to open the Agent maintenance page
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e:Vision Agent Management for Agents
Troubleshooting and Support
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7.
e:Vision Agent Management for Agents
Support and Frequently Asked Questions
Support arrangements and Frequently Asked Questions are published on the e:Vision blog
Agent Managers and Agent support is via the International Marketing team
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