Add New User

If your user account includes administrative permissions, use the Add New User page to create a new user account.

To open the Add New User page, on the Manage Users page click the Add New User button.

The Add New User page contains the following sections:

New User Information

The system first checks that the user name associated with the user account you wish to add does not already exist in the system.

• Username: Enter a user name. May include uppercase letters, numerals, spaces, or special characters. Maximum 24 characters; minimum 4 characters. The value entered and saved will be the user's Username string when logging into the system and cannot be modified.
• Continue: Click to validate the user name against those of existing user accounts in the system. One of the following will occur:
  • The Add New User page will update, offering additional fields and controls for creating a new user account based on the user name you entered in the Username field.
  • If the user name already exists, the following message will display: "Username already exists." You must enter a different value in the Username field and re-validate the entry.

Update Information

• Account ID: Required. Display only. Displays the unique identifier of your company's instance of the application.
• Login Name: Required. Display only. Displays the system-validated value entered in the Username field. The value cannot be modified.
• Title: Enter the user's business title. Maximum 25 characters.
• First Name: Required. Enter the user’s first name. Maximum 25 characters.
• Middle Name: Enter the user's middle name. Maximum 25 characters.
• Last Name: Required. Enter the user's last name. Maximum 35 characters
• Phone Number: Required. Enter the user’s phone number at his or her desk.
• Phone Extension: Enter the user's phone extension at his or her desk.
• Fax Number: Enter the user's fax number.
• Email Address: Required. Enter the user's email address. Maximum 72 characters.
• Confirm Email Address: Required. Re-enter the email address you entered in the Email Address field. Maximum 72 characters.
• Default Cost Center: Display only. Displays the name of the cost center configured as the default for the user.
• User Cost Centers: Display only. Displays the quantity of all cost centers configured for use by the user.
• View/Edit : Click to open the Cost Centers dialog box, where you can manage the user's cost centers.

Permissions

Click to checkmark the checkboxes corresponding to permissions to be granted to the user, or click to uncheckmark the checkboxes corresponding to permissions to be denied the user.

Select from the following:

• Administration: Click to checkmark the checkbox to grant the user system administrative permissions, including the ability to create, modify, and delete user accounts. Or, click to uncheckmark the checkbox to deny the user administrative permissions.
• VA Continuances: Click to checkmark the checkbox to grant the user permission to submit a continuance for a Virginia license. Or, click to uncheckmark the checkbox to deny the user permission.
• Education: Click to checkmark the checkbox to grant the user permission to look up a continuing education transcript. Or, click to uncheckmark the checkbox to deny the user permission.
• Inquiries: Click to checkmark the checkbox to grant the user permission to run license application or license renewal inquiries. Or, click to uncheckmark the checkbox to deny the user permission.
• License Applications: Click to checkmark the checkbox to grant the user permission to submit license applications. Or, click to uncheckmark the checkbox to deny the user permission.
• License Renewals: Click to checkmark the checkbox to grant the user permission to submit license renewals. Or, click to uncheckmark the checkbox to deny the user permission.
• PDB Reports: Click to checkmark the checkbox to grant the user permission to obtain a state licensing report from the national Producer Database. Or, click to uncheckmark the checkbox to deny the user permission.
• State Service Requests: Click to checkmark the checkbox to grant the user permission to manage firm affiliations, request letters of certification, and update producer information with states. Or, click to uncheckmark the checkbox to deny the user permission.

Activation Email Information

Review the content elements that will populate all activation emails to pending new users.

• Email Preview: Displays the following content elements:
• Greeting: Variable-content, based on pending user's First Name, Middle Name, and Last Name information.
• Body: A Vertafore-configured static message.
• Activation Link: Placeholder for a system-generated hyperlink to pending user's account activation page.
• Customized Message: Displays pre-configured, default, but user-modifiable content. Changes in the content of the Please enter a message for the user field will display dynamically. Maximum 500 characters.
• Please enter a message for the user: Modify the pre-configured, default content or enter custom text to be included in the activation email.

Page Controls

• Continue: Click to validate and save currently entered information and advance to the next step in the user account creation operation.
• Cancel: Click to abort the operation and open the Manage Users page.
• Back: Click to validate and save currently entered information and return to the preceding step in the user account creation operation.
• Save & Return: Click to save the user account information in pending status, close the Add New User page, and open the Manage Users page. An activation email will be sent to the pending user at the email address entered in the Email Address and Confirm Email fields.

When you click the Save & Continue button, the system sends an account activation email to a pending user. The pending user may click the activation hyperlink in the email to open a new web browser window and display the Welcome page. The Welcome page displays the user's login information and offers fields and controls that the pending user can use to set a password, log into the system, and activate the account. Once login is successful, the system sends a second email to the new user confirming the new account and containing login instructions for future reference.

If a user attempts to activate a pending user account that has been revoked, a new browser window will open and the Welcome page will display the following message: "We’re sorry. This activation link is no longer valid. Please contact your agency administrator for more help." For more information, see Manage Users.

Content in the Email Preview sub-section of the Activation Email Information section is Vertafore-configured based on your company's business requirements. For more information, please contact your Vertafore representative.