Company: User Account Management for Company Officials

1. FMCSA Portal Company: User Account Management for Company Officials Prioritization Phase I Release, December 2010 v1.4

2. Training Objectives • Introduction to Company user Account Management • Account Requests • Accessing Account Requests • Reviewing Account Requests • Modifying Account Requests • Approving/Denying Account Requests • Managing Existing Company users Access to USDOT# Information • Accessing and Reviewing Company user Details • Assigning Alternate Company Official Role • Assigning A&I Secure Access and NCCDB Secure Access Roles • Transferring the Company Official role

3. Introduction to Access Management • Company Officials are responsible for managing who will have access to their Company information available through the FMCSA Portal • Company Officials approve or deny all requests to view their Company information • Company Officials can remove access from a Company user at any point • Company Officials can name an alternate to support them in managing Company user access

4. Viewing Pending Account Requests • The Pending Account Requests portlet on the homepage displays all Company users who are awaiting approval for account requests • Only Users with the Company Official or Alternate roles have the Pending Account Requests portlet on their home page

5. Receiving Company Account Requests • Use the Account Management / Pending Account Requests menu item to review and process the pending requests • The Pending Account Requests screen displays Company users with pending account requests • The Request Type may be New first time Company users requesting access to the FMCSA Portal or Update in which the Company user has an existing FMCSA Portal account and is requesting additional access which requires approval

6. Viewing Pending Account Request Details • To review the details of a single Company user account request • Select a Company user in the Pending Account Requests list • Company user account request details include the User Details and System Role/ Assignment details

7. Reviewing Requested Portal Roles • The Portal Roles/USDOT# Assignment tableallows Company Officials to review the roles requested by Company users for a USDOT# • Requested roles are displayed for both the Portal and the other FMCSA Systems

8. Assigning Roles • Company Officials have the capability of updating a Company user’s account request by adding roles to or removing roles from the request • Company Officials can update the roles requested for both the Portal and other FMCSA Systems

9. Assigning Roles(cont’d) • Company Officials have the additional option of assigning an Alternate role to one Company user • An Alternate has the same rights as the Company Official and serve as their support administrator

10. Updating Pending Account Requests • To add Portal roles or other FMCSA system role to an account request • Select a role to request from the Roles list • Click the Add Role button to move the selected role to the Requested Role list

11. Updating Pending Account Requests • To remove Portal roles or other FMCSA system role to an account request • Select a role to request from the Requested Roles list • Click the Remove Role button to move the selected role to the Roles list

12. Approving / Denying Pending Account Requests • Use the Comment field prior to approving or denying an account request to convey additional information to the Company user

13. Managing User Access • Company Officials or their Alternate may use the Manage Users Access screen found under the Account Management menu to administer access to their USDOT#

14. Managing User Access(cont’d) • Company Official users may manage a Company user’s access to a USDOT#: • Assigning new or removing existing roles • Company Officials can add or remove roles for Company users with access to the USDOT# information they oversee • Assigning the Alternate role to one Company user • An Alternate has the same rights as the Company Official user and serves as support administrator • Remove Access to the USDOT# you administer for a Company user • Remove Access will prohibit the Company user from viewing the sensitive information for the USDOT# you oversee • Restore Access for a Company user to the USDOT# you administer • Restore Access will reinstate the Company user to view the sensitive information for the USDOT# you oversee • Transferring the Company Official role currently assigned to yourself to another Company user • Company users with the Company Official role can transfer the Company Official role assigned to themselves to another Company user • Downloading and Printing the Company user, User List • Provides the Company Official with the capability of either printing or downloading a list of Company users who currently have access to the sensitive information for the USDOT# you oversee

15. Managing User Access (cont’d) • Select a Company user from the Users Search Results list to display his/her account information for viewing and updating • Company users access rights can be updated, however data in the User Search Results fields cannot be modified by the Company Official

16. Managing User Access (cont’d) • The User Profile view displays general Company user information in a read-only format • To view the Company user’s User Profile • Click the magnifying glass next to the Company user’s name

17. Managing User Access(cont’d) • To search for an individual Company user or a list of Company users, enter a Search Criteria in the Search for Users • Company Officials can search for Company users by entering a First Name, Middle Name, Last Name, User ID, Status and / or Role

18. Modifying Access • To add Portal or other FMCSA system roles to a Company user’s profile • Select a role from the Available Roles list • Click the Add Role button to move the selected role to the Assigned Roles list

19. Modifying Access • To remove Portal or other FMCSA system roles from an account request • Select the role to remove from the Assigned Roles list • Click the Remove Role button to remove the selected role to the Available Roles list

20. Modifying Access(cont’d) • To Remove Access to the USDOT# you administer for a Company user • Select a Company user from the User List • Click the Disable Account button • To Restore Access to the USDOT# you administer for a Company user • Select a Company user fromm the User List whose account is disabled • Click the Enable Account button

21. Modifying Access(cont’d) • To Transfer the Company Official role to another Company user • Select a Company user from the User List • Click the Transfer Role button • On the Transfer User Confirmation screen, click the Transfer Role button • Click Ok on the confirmation box

22. Download/Print Company User List • To Download the Company user, User List • Click the Download List button • The Company user, User List may be downloaded into an Excel spreadsheet • To Print the Company user, User List • Click the Print List button

23. Update Modified User Profiles • Use the Comment field to enter any pertinent comments regarding actions taken in modifying a profile • The Comment History field displays all comments previously sent to the Company user • Use the Cancel button to clear any roles or comments added to a profile if choosing to remove these modifications • To save the modifications made to a Company user’s User Profile • Click the Update Profile button

24. Review • Company Officials and their Alternate receive email alerts for each Company user request listed in their Pending Account Requests portlet, which displays Company users who are awaiting approval for their request for access to the Company Official’s USDOT# • Company Officials and their Alternate can review and modify Account Request details prior to approving or denying a request • Company Officials have the option of assigning the Alternate role to one Company user who serves as an alternate administrative user for that USDOT# • Company Officials and their Alternate have access to view the User Details for all Company users who have access to their USDOT# and can revoke a Company user’s access using the Manage User Access functionality • Email alerts are sent automatically by the FMCSA Portal to notify Company users when their account requests have been approved or denied, or when their existing account has been modified

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