E-Room Account Creation

 

 

Docollab Admin Tool:

              For logging in Docollab Admin tool we need virtual machine called VMWare.

              Once logging in VMware, open Docollab Admin tool in internet explorer using the following link: https://wdcectp21/docollab_admin_tool/

              (Enter the valid credentials for logging into Docollab).

 

E-Room Account Creation

  • Before creating any account in e-Room , we need to search for the user.

           --> Check whether the particular user is present or not.
           --> Go to Manage Tab and click on search user icon.

            

              

             

                                                       


           --> Search with the email ID and click on Search tab.

                                                             


                                                              

  •  If the user already have account in e-room, it will be listed and click on the user that we need to perform the action.
  • Click on the EDIT option to undergo changes.
  • If the user is not present, user needs to fill a form for creating an new account in E-room

       

Fig-1

    In order to create a new account in E-Room              

  • Go to account→Request a creation. 

 

  • Clicking on this navigates to the screenshot mentioned below.

                                

 

    Before creating account, check with that account creation type

               -→Internal User(Solvay users)

               -→External Users(Non Solvay Members)

 

Note: A user whose mail id ends with @solvay.com, for example –david.dowdell@solvay.com, will come under Solvay/Rhodia User Creation

          If the user mail id ends with other than solvay.com will come under external user

 

As you can see in Fig-2(a), there is first tab written as ‘Please choose an action’. It’s a drop down box; you can select any of the two options as mentioned above depending on mail id.

  

    Once we check the type of the user, and if user is Internal(Solvay User).

  •   Enter the last name of the user as provided in the form and click on the search option.

  •   After clicking on search, check whether the user listed is  correct. 

  • In case the user listed is not correct, choose the correct user as per the form. 

  Note: Sometimes, while searching for the user, multiple users gets listed. In this case, make use of the drop down list icon to select the correct user for which we need to create an account.

 

  •  Once We click on the user for which we need to create the account
  •  The other fields will get filled automatically where in we need to fill the enterprise and function for which user want the access. (This info is present in the form attached by user).



  •  Choose the enterprise, function for which the user has requested, and choose the country to which the user belongs to.
  •  Then click on the Add to Requests List.
  •  After clicking on add to request list, a pop up box appears.

Note:  Sometimes the requester will be the user itself or on behalf of the user anyone can request for creation

 

  • So in requestor's  email we will give mail id of who have requested for creation.
  • Now, in comment box we need to prescribe a ticket no. and what the ticket issue is.
  • After completing this, just click on Send the requests list.



  • Then we need to go again to the manage tab, search user, now we will see that a particular user is present there. We need to just select that account and click on the tab to “create selected account”.

  • If the user is external user, and we need to craete E-Room account.

  • In the above case, the user mail Id is adedoncker@DELOITTE.com, where it is an external user.

  • For creating account for this type of user, they need to fill creation form but along with this form they need to fill one more form i.e. NDA (only for external user)
    NDA Form

  • We need to send this NDA form along with the user creation form, and ask the user to fill for it if they don't have validity or in case the user is new user.

    Note:

    We need to update the groups with below info

    $ SBS-IS-Appli-SD-Auth NDA

    This means:-

    When we receive an NDA, we need to update the NDA groupbecause if we receive another request for the same company. we can avoid asking for the NDA form once again.

    The NDA group is in GMAIL. Normally, we have access on it as we are member of it.

    You need just to put as a comment that deloite users don't need to sign the NDA for the next requests.

 

  • Once we get the NDA form and user creation form, we need to create an account.

    Note: The only difference b/w internal and external user creation is that in request a creation part we will choose external user creation instead of Solvay/rhodia users in Please choose an action field as given below present in the screenshot.

E-Room Account Deletion

For the deletion of the account we need to follow the steps below.

In order to delete the E-room account of any users, we need to know the Email id of the users.

Step 1: Need to find the user mail ID from the GUDSIS in case the user has not specified in the ticket.

Step 2: Click on Accounts-→Request a Deletion

 

 

Step:3 Enter the Email id of the user.

 

Step 4: Click on the Add tab. The user's account gets added to the disable Selected account list.

 

Step 5: Select the user and click on Disable Selected Account(s).

 

E-Room Reset Password

Sometimes the user's raise a new ticket like reset the Password in E-Room.

Step 1: Login to Docollab tool http:\\wdcectp21/docollab_admin_tool

Step 2: Click on Manage tab.

 

 

Step 3: Search for user using email id.

 

 

Step 4: Click on Edit option.

 

 

 

Step 5: Select option Reset password


Step 6: The E-Room account of this user gets reset.

 

 

ERoom Account Exension:

If the user raises a ticket stating thet he is not able to access the account then you can open the particular eRoom account of the user as per the procedure.

→ Go to Manage Tab - Search for the user account

→ Click on "Edit" and open the account.

→ Check "Extend Account" button is displayed at the end of the access field.

→ If the button is enabled , Check if the user is a Solvay User/ Not

If yes (Solvay user) then you can directly click on "Extend Account" button which means the account gets extended for next 6 months.

If not, (other users) Check if we have the NDA form validity to extend the account(for referring the NDA form follow the procedure as described above).

→ Click on "Send Password" in order to share the credentials with the user.

Reply to the user in the ticket and keep in "Activities before closure" status

 

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