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Self Service

Use Web self service to create a web self service portal - 'my portal' - into your business
Self Service Portal
The Trivaeo self service app enables you to invite guests, contractors, clients, suppliers, indeed; whoever you like to join you inside your business apps portal. By using the innovative 'permission groups' functionality as an administrator you can clearly define what areas of the business apps portal that your invited users will have access to view or edit. With a self service login provided by your company these users will be able to access the areas of the solution you enable for them. The areas available to your self service users is limited naturally by the apps you have purchased and enabled for your company as well as the permissions you have assigned to each type of self service user you may define. The areas enabled for self service based login access include help desk, workflow actions and tasks, project management, timesheets, collaboration including calendar for myschedule, task management, easy mail, team rooms including blogs and wiki. With timesheet management the self service users can even automatically time their activities on tasks you have assigned them against a project. They can then submit timesheets to you against projects that they have been assigned to. Think of the wonderful use cases your company could satisfy by inviting your contracts to login and submit real-time timesheets of the work they are doing for you? What about inviting your customers to join you in their project team room so that they can collaborate with you on their drawings, plans and projects? The use cases are infinite.
Self Service Features
  • Each self service user license bundle you buy enables 10 concurrent self service user logins at a time
  • You can create as many self service users as you like, you are limited only by 'concurrent' logins
  • You can create as many 'permission groups' as your business needs to define the capabilities and access for each type of self service user you enable on their 'my portal'
  • Provides safe and secure access to the heart of your business whilst enabling collaboration and increased efficiency
  • Easily assign tasks and project tasks to your self service users so that their actions are recorded against your projects
  • Keep track of the hours your sub-contractors and other hired in staff are actually working and have them complete timesheets just like any other employee for complete cost control and oversight
  • Enable the webportal to act as a view of the help desk tickets between your business and its clients, suppliers, contacts and companies
  • A single app framework for self service enables myschedule, my portal, self service, web self service, self serving, webportal, online portal, hr self service, employee self service portal, my time self service and enables your business to boast its own self service portal login and business self serve
Self Service Benefits
  • Safe, secure by highly efficient access to and from relevant business data as defined by your business
  • Increased business effectiveness through faster speed of interactions, task handling and project management execution
  • Enable, Disable or even block self service users in real-time
  • Bring your clients, contacts, companies, suppliers and contractors closer to your business by inviting them inside, with a restricted and controlled set of capabilities of course
  • Improve your accuracy in hours worked and billed for sub-contractors, temp-hire employees with real-time timesheet handling
  • Improve the accuracty and relevance of your help desk and service desk interactions with open and closed tickets
  • Utilise intelligent workflow and automation across your business by including the 'self service' users you have created in your workflow with alerts and notifications
  • Enable self service portal users to see their tickets, workflows, projects, timesheets, calendar, appointments, tasks - you can even invite them into your digital team breakout rooms (Team Rooms) so they can collaborate directly with your teams that they are affected by
The self service portal app in Trivaeo Cloud enables your business to deliver a self service portal login to your invited users easily and effectively. It's very granular permissions based system means you can define as many different self service login types as necessary to cover all the different roles and types of self service access that your business may ever wish to enable. You can create a myschedule type of portal where your invited users can login to view a shared calendar and appointments. You could use it to provide self service based access to your help desk or service desks. You could invite contractors and sub-contractors to submit timesheets to you each day or week summarising their billable and non-billable worked hours. You can even give them the ability to log time for any project active across your business. Imagine your company builds houses. Wouldn't it be great if you could invite the architect and the client to join you in a Team Room where they both can submit and work on the drawings together and provide your project with the approvals it needs whilst you all work of a single set of documentation? Maybe your business wants to assign tasks to resources outside your own eHuman Resources pool of employees? You can do this too! On the admin side you can clearly see who is logged in, when they last logged in and you can enable or disable their login at will. You can even reset their passwords for them as you can be sure they will forget them! The self service portal functionality provides your business with everything it needs to enable and provide a rich, detailed and useful self service portal login to the world around your business. In simple terms when you use Trivaeo Business Apps you have the ability to enable a webportal of your own and provide the ultimate in business self serve to your community. It's completely up to you to decide how you'd like to use it and what elements of the capabilities are exposed to each permission group type of self service user you define. You can have a group for 'contractors' and another yet for 'clients' and another for 'suppliers' - you are not restricted in any form. Define and enable what your business needs, no more, no less.
Introduction to web self service

What is the main purpose of web self service?

Enable self service, web self service and create an online portal for your business

The concept of 'my portal', self service and the join between them both with 'web self service' is not new. The barrier for most businesses is how to enable effective self service based access for users that is actually relevant across the business; not just a single application area like service and support. What about projects? eHuman Resources? Collaboration? Document Management and Document Collaboration and many other areas? With the Trivaeo self service online portal it is possible for your business to define its own self service portal that leverages your businesses use of business apps completely. Just like your employees benefit greatly from the convenience of a single sign on to a broad range of enterprise applications so can the community around your business. This community includes the people that supply stuff to your company, the clients you serve and contractors that work with all parties. The online portal you can create using the Trivaeo Self Service app takes your business into the series league of digitally enabled businesses, yet, it is easy to setup and even easier to administer. It's capabilities include;

  • As an administrator you may freely define as many different self-service user login types as your business needs, perhaps one for each type of self service user login you'd like to enable
  • With each type of self service user login type that you define you can enable or disable access to view or even edit certain areas of the business applications portal as a whole, these include help desk tickets, workflow, projects, timesheets, log time against projects, collaborate with calendar, appointments, tasks or even access Team Rooms that they have been invited to join to view its contents, the blog, create blog posts, view the Wiki or even edit it. One of the most powerful features is to enable self service logged in users to submit timesheets to your business for billable and non-billable hours they may be working for you. They can even use the time logger which records the time in hh:mm that they spend on a task you have assigned them
  • Having created the 'Permission Groups' that you business would like to enable you then proceed to invite these external users to join you on your business apps portal. When you invite them all you need to do is select them as a 'contact' from your CRM system and then set the 'permission group' that you want them to have access to. The Trivaeo technology takes care of sending them an invite to join your business as a self service user, then on initial login to set their own preferred password. As an admin you can see the status of all invites, the registered date, the last logged in date, their online status, approval status and blocked status. You are in complete operational control and can instantly BLOCK a self service user with a single keypress at any time
  • Each self service user license your business purchases enables up to 10 concurrent self service user logins. Remember though that you can invite as many self-service users as you like, the license only limits the number that are ever concurrently logged into and using your business portal. You could create thousands of self-service users and invite them to join you but would only need to purchase an additional license if 10 or more of these invited users were actually logged in at any time
  • Each invited self service user see's a common login to your business and treats the experience absolutely as their own self service based login to YOUR business. The application provides your business with the ultimate business self serve functionality
  • Self Service Examples are too many to note! They could include access to help desks, submitting timesheets, accessing your projects, document collaboration, team rooms and many more

The control over what application areas your self service users can see and access can be even further limited to expanded based on the way you set up your business online portal. What applications are shown or hidden? What is enabled or disabled? You may wish to gradually increase the visibility and amount of application areas exposed to your self service users so they can grow into the business areas with you over time. The choice is totally up to you.

Self Service Examples of a my portal user with a self service login to a web self service portal as defined by your business
The self service example, above, shows a self service user that was enabled with access to the Help Desk areas of the business. This allows this 'customer self service login' to access the web portal so that they can review their trouble tickets and reply to them directly inside the business; avoiding the use of email as a means of serialized communications. The Admin can reset the password which forces the solution to ask the user to set a new password on their next login, or the password can be manually set by the admin. It is a single click to BLOCK this user instantly too if required. Users are LOCKED OUT if they attempt to use the incorrect password a number of times.
Self Service Portal - Main areas of focus

Self Service / My Portal - Highlights

  • Online 24x7
    Provides permanent or temporary yet easy access for your external community of users to the areas of your business apps that you enable for them
  • Real Time
    All actions and tasks handled are recorded and exposed in real time which maximises business efficiency and transparency versus traditional fire and forget options such as sending a task to another user as an email request. They may see it, they may not! It may take hours for them to respond. A self service portal brings these activities into real time!
  • Great Flexibility
    You define the permission group that the user is a member of - your business is in complete control
  • Automation
    You can enable intelligent automation of your business by making your customers or other self service users part of your worklows so that they are included in activities, notifications and alerts
Setting the self service my portal based permissions of each self service user group is done with tick boxes
Enabling or disabling application areas visible to a self service user is as easy as ticking a box!
  • Modularity
    Tick box based enablement of the enabled applications activates them instantly. There are no integration overheads, no messy installations, no coding at all. Tasks, for example, affect nearly all the entire suite of business apps, yet it is only a single tick box to enable task management for a self service user!
  • Anywhere, any time Access
    A portal for self service needs to be available all day and every day. Web based self service makes this easy to achieve. The self service functions may be logged in to on a smartphone, tablet or desktop device and requires no third party software or other installations of any type. Just log in and go!
  • Notifications
    By enabling a user with a self service based log in they are automatically included on the distribution of any alerts or notifications that affect them.
  • Self Service / Contractor Logins
    Assign self service logins to your contractors and other temporary or external staff so that they can receive tasks assigned by your business and complete them
Self Service Portal - Highlights

Typical Self Service Portal Users Workflow

Setting Self Service Users Permission Groups is easy and fast

Step One

Create the Permission Group
A business apps administrator defines a permission group which limits the access and capabilities of the intended self-service user according to the needs of the business. There are no limits on the number or type of self-service permission groups setup by any company. The self-service user is added as a contact to CRM and is then capable of being invited to join your company on the portal through a simple invitation process. Invites are initiated through the admin area of global settings, user management. Select the option to 'Create a Self Service User'
Inviting a self service user to join your online business portal as a my portal user

Step Two

Create the Self Service User
From Global Settings in the administration area under the user management section the admin selects the option to 'Create a Self-Service User'. Start typing the name of the intended user and once identified the rest of the fields in the form will autocomplete. It's a simple matter then of selecting the intended 'permission group' for this user and then clicking on 'OK'. This then invites that user to join your business portal via eMail. The users will be asked to set their own initial password when they click on the eMail invitation acceptance option.
A self service user has received the invitation to join the portal email and then logs in and sets their password and begins using the portal site

Step Three

Invitation Received and User logs In to the Portal
The invited self service user receives an email inviting them to join your business on your web self service portal. When they click the link to LOG IN for the first time they are asked to set their initial password and reminder passphrases. Once succesfully logged in they will have access to the capabilities and applications you enabled in the permission group that they are a member of.
Self Service Users - How To

Web Self Service Users Summary

Enabling the community around your business that interacts with it each day to have their own 'my portal' view of your business is powerful and elegant. The use of 'permission groups' to control and limit the elements of your business applications suite that they have access to keeps your business safe, secured and very easy to access 24 hours a day.

It doesn't matter if you want to enable small things like access to the Help Desk, or the bigger things like enabling self-service users to take part in helping you to deliver projects or even submit timesheets. It all works identically and is easy and intuitive for your users to master. They will see this as a simple self service portal yet it will bring your business ehanced efficiency and make your data and its value to your business become even more real-time than it was before you enabled the self service portal elements of the solution.

Your Resource Managers will be delighted that they are now getting timesheets from your sub-contractors that are accurate and identical in layout and value. They especially like the fact that they can reject timesheets that were incorrect and don't have to search through reams of email to find the updated version. Project Managers will love the fact that they can now assign project tasks to self service users so that they can actually track the elements of a project task as it is being completed externally.

Enabling self service into your business has never been easier. You can have your own business web portal up and running in minutes. Your clients, suppliers, contractors and customers can all login and join you in your digital journey adding value to your data and taking part in real-time.

Dave Tidwell, Chief Operating Officer
  • My Portal
  • Self Service
  • Web Self Service
  • Self Service Portal
  • Self Serving
  • webportal
  • customer self service
  • online portal
  • my self serve
  • portal software
  • HR Self Service (Timesheets)
  • Self Service Login
  • Online Self Service
  • myselfserve login
  • business self serve
Web Self Service Summary
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