User Prompts

This option allows administrators to prompt users to input information at the time they log on to the website. Users can be prompted to verify data or provide missing information, or they can be required to agree to various license agreements in order to access the website. The following prompt types are currently available:

• Update User Fields - requires specified users to update their user profile by providing the requested information when they log in to RizePoint. For example, perhaps administrators want all users to verify their phone numbers and email addresses once every six months. Or, perhaps a new user field is required. A User Prompt could be configured to prompt all users to supply this information the next time they log on, eliminating the need for the administrator to gather this information by other means and then personally enter all of the data.
• Update Location Fields - requires primary contact of a location to update, or verify the accuracy of, the information associated with their location. Administrators can specify which information must be verified. For example, perhaps administrations want the primary contact to confirm that the email address and phone numbers in their location record is current every 90 days. If a user is associated with more than one location, a list of those locations with which they are associated is displayed, and they must select and verify each location.
• License Agreement - requires specified users to accept the terms of the site before they can log on successfully. For example, perhaps administrators want all users to agree to a confidentiality statement the first time they log on to the website. If they agree to the terms, then they may log on to the site. If they do not accept the terms, then they are restricted from the website.

Updating Location Fields can be custom configured by RizePoint to use one of the following options: Prompt users designated as a primary contact to update the Location information. (This is the default setting.) Prompt users who have been given direct access to a location (NOT through a role association) to update the Location information. Prompt all users associated with a location to update the location information. This would include the person designated as the primary contact and all users associated with the location, either through a role assignment or directly.

WARNING: Use caution when assigning the USER PROMPT permission to users. This permission should be reserved for administrative users only. There are several points to consider when deciding who should be able to create and assign user prompts: You only have access to prompts that are assigned to users in your own Managed Users list. When creating a prompt, all users are available for inclusion. If someone creates a prompt and then assigns it only to users outside their own managed users list, the person who created the prompt will not have access to it again. Any user with this permission may edit a prompt if it has been assigned to any user in his/her Managed Users list, regardless of who created the prompt. Users will only be prompted once for each type of User Prompt (once for Updating User Info, once for Updating Location Info, once for a License Agreement), regardless of the number of prompts that have been created. For example, if two LICENSE AGREEMENT prompts exist, and the same user has been assigned to both, that user will only see the first License Agreement prompt. Keep in mind that because you only have access to prompts that are assigned to users in your own managed users list, you may not know if another prompt of the same type has already be assigned to a particular user.

SETTING UP A USER PROMPT

When a user with the USER PROMPTS permission signs on to RizePoint, a USER PROMPTS menu entry appears in the System > Manage Users menu.

Setting up user prompts consists of three primary steps:

• Create a new user prompt
• Specify which users will be affected
• Specify the contents of the prompt (text of license agreement, or the fields that must be updated by the user)

Once a prompt has been created, the prompt screen will open immediately when a user who has been designated to be prompted for information logs in. (See User Prompts at Log In for instructions for answering prompts.)

CREATING A NEW USER PROMPT

1. Log on as a user with the USER PROMPTS permission.
2. Go to System > Manage People > User Prompts.
3. Click the NEW USER PROMPT button.
   
   
4. In the New User Prompt window, enter a name for this user prompt.
   
   
5. Click the Calendar icon in the START DATE field to display a calendar, then select the date on which to begin prompting users for information.
6. Select the type of prompt you're creating.
   
   
7. Select an option from the FREQUENCY droplist:
   
   
   • RUN ONLY ONCE: The prompt will be run the next time the designated users attempt to log on.
   • RUN ON EVERY SIGN-ON: The prompt will be run every time the designated users attempt to log on.
   • EVERY <frequency> <unit of time>: If you select this option, enter the frequency, then the unit of time (days, weeks, months, years) before running the prompt again.
8. The ENABLE FOR ALL USERS checkbox varies slightly, depending on the type of prompt being created:
   • UPDATING USER FIELDS or LICENSE AGREEMENTS: Check this box if you want to run this prompt for every user in the system. If you want to specify only certain users, leave the box unchecked.
   • UPDATING LOCATION FIELDS: Check this box if you want to run this prompt for every user in the system who is designated as a Primary Contact for one or more locations. If you want to specify only certain users, leave the box unchecked.
9. Click CONTINUE. The User Prompt Information window opens.
   
   

SPECIFYING THE USERS

If you checked the ENABLE FOR ALL USERS checkbox, all users (or all primary contacts associated with locations) will automatically be prompted. Therefore, you may skip this section and go to the Specifying the Contents of the Prompt instructions, below, to complete prompt configuration.

You can include individual users or all users assigned to a specific role, or a combination of both.

The USERS button always indicates the total number of users that are currently selected. Notice that when you first create a User Prompt, a "1" appears on the USERS button. This is because, by default, the user who creates the role is automatically selected as a user. You may, however, remove this user from the User Prompt rule.

TO SPECIFY INDIVIDUAL USERS:

1. In the User Prompt Information window, click the USERS button. A list of all currently selected users is displayed. (Remember, the USERS and ROLES buttons are only available if you did not check the ENABLE FOR ALL USERS button.)

   Note that you may also remove any previously selected users from this window by selecting the user, then clicking the REMOVE button. However, do you remove yourself from the list.

2. Click the ADD button. A list of all users in the system is displayed.
   
   
3. Select the Users you want to include, then click SAVE & RETURN.
   
   

   If you're creating a prompt to UPDATE LOCATION FIELDS, remember that only selected users who are designated as primary contacts are prompted. Therefore, if you select users here that are not Primary Contacts, they will not be prompted even though they have been selected.

4. Click on the RETURN button at the top of the window to return to the User Prompt Information window.

TO SPECIFY ALL USERS ASSIGNED TO A ROLE:

1. In the User Prompt Information window, click the Roles EDIT link. A list of all roles is displayed.
   
   
2. Select the roles that you want to include.
3. Click the SAVE & RETURN button. Notice the USERS button in the User Prompt Information window. It updates to display the total number of users currently selected to be included in this User Prompt.

SPECIFYING THE CONTENTS OF THE PROMPT

USER OR LOCATION INFORMATION:

1. In the User Prompt Information window, click the Fields EDIT link.
   
   
   
   

   If you checked the ENABLE FOR ALL USERS checkbox, then no USERS button or Roles fields are available on the User Prompt Information page, because all users are automatically included. Instead, only the FIELDS-EDIT link is available.

   A list of all user or location fields is displayed. These are the same fields that are available when you create or edit an existing user or location in Mobile Manager. It includes user or location information such as address, phone, etc., as well as any user-defined fields that appear there.
   
   

2. Click either the REQUIRED or INFORMATIONAL radio buttons beside the fields that you want to be updated. Note that if the field is designated as INFORMATIONAL, the user may leave the field blank when validating the data. The user may not leave a field designated as REQUIRED blank.
3. Click SAVE & RETURN.

LICENSE AGREEMENT:

1. In the User Prompt Information window, click the License Agreement - EDIT link.
   
   

   Note that if you checked the ENABLE FOR ALL USERS checkbox, then no USERS button or Roles fields are available on the User Prompt Information page, because all users are automatically included. Instead, only the LICENSE AGREEMENT-EDIT link is available.
   
   

2. Enter the text of the license agreement in the field provided. You may click the PREVIEW button to see what the text looks like. Note that you may use HTML formatting, if desired.
   
   
3. Click the SAVE & RETURN button.