In Fluxx, there are two ways to create new user records. The first is for a staff member to manually create a user record provided they have the necessary information to create said user (more on that in the next section).
The second way is for the user who wants the account to register for a WPP-Fluxx account via the links on our Grant Portal Home Page.
Creating a New User Manually (WPP Staff Only)
Creating a new user as a staff member is fairly straightforward and requires that you know only 3 key pieces of information:
- The new user's First Name
- The new user's Last Name
- The new user's Email Address
To begin creating the new user, first click the Green Plus button at the bottom of your Fluxx dashboard as you would to add a new card to your dashboard (see screenshot, below).
Once you do so, the normal screen for "Add a Card or Record" will appear. From that window, select the "People" card.
After clicking the "People" card, go ahead and close the "Add a Card or Record" window. You can do so by navigating to the "X" at the bottom of your screen (see also screenshot, below).
To create the new user, hover over the icon in the top left-hand corner of the "People" card you just added to the dashboard. As your mouse hovers over the icon, the "People" icon will change into a "Plus" sign and a small text box saying "New People" will appear. Click on the plus sign (see also the screenshot, below).
Once you click on the "Plus" icon, a new card will pop onto your dashboard immediately to the right of your first People card and will be called "New People." This is where you will enter the information regarding your new user; all the fields that are bolded (I.e. First Name, Last Name, and Email) are required fields. After you've entered these three fields, keep scrolling down!
Keep scrolling until you get to the "Internal" section. This is a critical portion of user creation the determines what Portal and what workflows the new user will have access to. The "Profile" section determines what Portal (i.e. Employee, Grantee, Reviewer, PERC Progress Report Reviewer) the user will be able to open. Since the vast majority of our users will just be "Grantees," you'll most likely just have to select the "Grantee" Profile and then select the ">" arrow to move that profile to the right-hand side box (which means it is selected for that user). Additionally, in the "Login" box, paste the user's email address. This will ensure they just need to enter in their email address in order to sign into their account. Once you've done so, click the "Save and Close" button found at the bottom right-hand corner of the card.
There is one final step to manually create a user. After you click "Save and Close," scroll back down to the internal section. The last step to creating this user is to give them a "Program Role." Click Add Role next to "Program Roles" in order to do so (see screenshot, below).
When you click "Add Role," a window will pop up with a "Role" and a "Program" dropdown. Start with the Role. For grantees, role will always be "Grantee." Please see the "Program Roles Definitions" sheet below for a more complete picture of what each of the "Roles" is used for. Finally, for the "Program" dropdown, always select "All Programs." Never select just "Oversight and Advisory Committee" or "Partnership Education and Research Committee" even if you know that the user will only be working with OAC or PERC.
Program Roles Definitions file found here.
Once you've selected the correct Program Role and the Program "All Programs," click Create Role user. This will add the role to the user in question. That completes the steps for manually creating a new user; now this user will just have to set their password as described in the
Grantee Reference Guide in order to activate their account and be able to log in.
Registering as a New User
If a potential grantee would like to apply for a grant, they can simply go ahead and register for an account within our system. This will get them most of the way to having their own account in Fluxx with limited WPP staff intervention.
The begin the process of registration, the potential grantee would first navigate to the WPP Grantee Portal home page and click on one of the links on the right-hand side of the page (see also the screenshot below). The first link leads to the OAC Registration Form and the second link leads to the PERC Registration Form.
These forms differ in what questions they ask. Let's look at each of them in order.
OAC Registration Form
The OAC Registration Form is split into two sections. The first is the "Organization Information" section, which asks various questions about the community organization that is requesting funding, such as the organization's name, street address, city, postal code, and tax ID.
The second is the "Contact Information" section which asks various questions about the specific person who is registering in the system, such as their first and last names, their work phone number, and their email address. Once they have filled out the required information, potential grantees will click the "Submit Request" button. This will send an email to several WPP Staff members letting them know that a user registration has been submitted.
PERC Registration Form
Unlike the OAC Registration Form, the PERC registration form consists of just one section, "Contact Information" which asks questions about the specific person who is registering in the system, such as their first and last names, their work phone number, and their email address. Since in our system, PERC PIs are linked to their own unique "organizations," we do not ask any questions about the organization they are requesting funds for. Once the potential grantee has filled out the required information, they will click the "Submit Request" button. This will send an email to several WPP Staff members letting them know that a user registration has been submitted, just as with the OAC Registration Form.
Completing a Registration Once It's Been Submitted (WPP Staff Only)
If as a WPP Staff member you received an email letting you know that a user has submitted a registration, you can Complete that registration and help the user to get their new account activated by taking the following steps.
First, head over to the dashboard "1. Registration Dashboard." You can do so by first clicking on the "Three Lines Menu" in order to access the Dashboard Manager (see also the screenshot below):
Clicking on the three lines menu will cause the screen found below to appear on the left-hand side of your screen. From the "Dashboards" menu, navigate down to the "Dashboard Templates" and select the template "1. Registration Dashboard" (see also the screenshot below).
Once you click on the Dashboards name, the system will load the Dashboard itself. The dashboard should appear as in the screenshot, below, with four cards: Submitted Registrations, Completed Registrations, Organizations, and People. See also the screenshot, below.
If you received an email about a submitted user registration, you'll want to start by going to the "Submitted Registrations" card and clicking on the entry (or entries) found thereunder. To begin processing this registration, first take a look at the Contact and Organizational Information provided by the user who filled out the registration. You can find high-level information about both in the top section of the registration in the sections "Main Contact" and "Organization." See also the screenshot, below.
The first step to processing a registration is to check to see if the user/organization in question already exists in the system or if they need to be created. This is where the other cards on the dashboard come in handy.
The order here in which you do so is insignificant, but in this guide we'll start by checking the "People" Card to see if the user in question already exists.
Checking Whether a User Record Already Exists for a Registration (OAC or PERC)
The first thing to do this is to copy the email address of the user and paste it into the search box on the people card. This will search over all the users in the system to see if any have that email address. This is a good start to checking if the user already exists, but isn't always perfect (e.g., some users might have multiple email addresses and may have registered using a different email address than the one that we had on file previously). After checking for that email address in the people card, repeat the same steps for the Potential Grantee's Full Name (First Name + Last Name) and then just their Last Name.
If you return no results after each one of these searches (i.e. the People card is as it appears in the screenshot, above), or the results returned do not match the Person in question, then you've confirmed the User does not currently exist in the system. If this is the case, you'll eventually want to follow the steps laid out in the "Registering a New User" sections (one for OAC-based registration forms and one for PERC-based registration forms) below. However, before doing so you still should check whether or not the registered organization exists in the system yet or not.
If you DID find a user via one of those searches that DOES match the user in question, then you'll eventually want to follow the steps laid out in the "Linking a Registered User to an Existing User" sections (one for OAC and one for PERC) below. Again, you still want to check on the organization record before doing so.
Checking Whether an Organization Already Exists for an OAC Registration
To check to see if an (OAC) organization already exists in the system, the steps are largely similar. First, copy the Organization name from the Registration form as shown in the screenshot, below (Note: Since PERC Registration Forms do NOT contain organizational info, this exact step is not applicable to PERC, hence why OAC is referred to separately here). Then, paste the Organization name into the search box in the "Organizations" card. If (as in the screenshot below) no results are returned when searching for the organization name, you should still check one other data point before concluding that no such organization already exists.
The data point to look at is the organization Tax ID. If you scroll down on the Submitted Registration form, under the "Organization Information" section you can find the "Tax ID" field. Grab the value entered on the registration and paste that value into the search bar in the "Organizations" card as you have done with the organization name (see also the screenshot, below). This will ensure that an organization with the same Tax ID does NOT already exist under a different Organization Name. If you still return no results, you can safely conclude that a new organization record should be created for this registration; if instead you DID find an organization (as shown in the screenshot, below) then you should Link the Registered Organization to an Existing Organization. See the dedicated OAC section for this topic below for OAC-specific tips on doing so.
Registering a New User for OAC
As discussed in the "OAC Registration Form" section, above, the OAC registration forms contains a section for both the person (user) trying to register and a section for the Organization with which the person is affiliated. I