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Overview
User profiles can be created through the Deem Partner Dashboard with appropriate permissions.
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Benefits and Need to Know
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Benefits and Need to Know
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Benefits
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On this page:
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Overview
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TMC and their clients can manually create accounts with appropriate permissions
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Client can manually create accounts with appropriate permissions
TMC must provide Deem Partner Dashboard Access
Permissions
User Manager: Allows individual to manually create/deactivate/reset password as well as update profiles
Profile Extract Administrator: Allows individual to extract user profiles
Profile Upload Administrator: Allows individual to upload user profiles
Profile Upload Log Access: Allows individual access to past user extract logs
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Need To Know
Profiles can be create manually or through an HR feed, User Profile Upload or Web Services
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. User profiles can be created through the Deem Partner Dashboard with appropriate permissions. For more information, see Partner Dashboard/Console Admin Permissions.
Profiles can be created through the following options, please select links for further information.
Manually create profiles, which is documented in this topic.
Note: If you creating users through an HR feed or Web Services
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, DO NOT create profiles manually.
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Manually creating profiles with these services enabled
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may result in inaccurate profiles
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, overwritten data
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Before creating a new account, verify the user does not already have a one. There are many times where a client may already have a user profile under a different email address. You do not want to have duplicate profiles in your system.
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Deem provides how a user account is created and modified.
Click on Service tab
Click on Edit User
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Enter traveler information
Click on Search
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Creation and Modification Source will display to the far right of the account
How the user account was created and last modified
Profile Load
Manually
Single Sign On
Open Enrollment
Web Service
Note: As you can see below you may see a profile created by one source and updated by another. The modification source indicates how the profile was last updated.
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Create User Profile
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Benefits and Need to Know
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How to create
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Log into Deem Partner Dashboard
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Access client’s site
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, or deactivated user accounts.
Manually Create User Profiles
To manually create a user profile for a new account:
From the Partner Dashboard home page of the site you want to modify, select the Users tab.
Note: You may only have access to the Users tab depending on permissions granted
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Select the Add a New User link to display the Add a New User page.
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Enter basic User profile information
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Account Information
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Test users only. Select Support Account if the account is a test user.
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This setting:
Saves the account from being deactivated if
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it is configured for an HR feed or Web Services.
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Guest User: Currently not being used
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User Name: Typically email address, but can be anything that is specific to each user such as Employee ID
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External ID: Typically matches the User Name, unless your client is implementing Open Expense. The External ID must match that of the expense tools User Name.
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Email: User email address
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Groupware ID: Will auto fill from what is entered into the email section. Must match the user email address.
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Title: Optional
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First Name: Travelers legal name as it appears on their travel documents. Keep in mind if you have this field opened to the traveler to update, they will have the option to update if need be.
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Middle Name: Travelers legal name as it appears on their travel documents. Keep in mind if you have this field opened to the traveler to update, they will have the option to update if need be.
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Last Name: Travelers legal name as it appears on their travel documents. Keep in mind if you have this field opened to the traveler to update, they will have the option to update if need be.
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Excludes the account from Deem reports.
Do not select the Guest User check box. This field is not currently used.
In User Name, enter the user identifier that the end user will enter when they sign on.
User names must contain only characters (a-z, A-Z), digits (0-9),and special characters: . ,@, - or _. The length must be between 1 and 64 characters.
Typically, an email address is entered for the user name. However, the user name can be another identifier such as an Employee ID. If single sign on (SSO) is enabled for a company, the company User ID can be used.
In External ID, enter a unique identifier for the end user.
Typically, the External ID is that same as the User Name. However, if there is a possibility that the User Name may change in the future, it is recommended choose an External ID that will not change, such as an Employee ID. For example, a static External ID that is different from the User Name may make updates easier and more precise for HR feeds and expense tools.In Email, enter the end user’s email address.
The Groupware ID field automatically fills in the address entered in the Email field. The Groupware ID much match the user’s email address.
Optional. Select a Title for the user from the list.
In First Name, Middle Name, and Last Name text boxes, enter the user’s legal name exactly is it is displayed in their travel documents.
Note: When configuring profiles, you can choose to set the Name fields to be User Editable, which allows the traveler to update their own name fields.
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Travel Approver Settings
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Travel Approver Settings are available only if Pre-Trip Approval - PTA is configured for approvals by the manager within the profile.
Note: Account creation using HR feed/ Profile Upload or Web Services is recommended if PTA is enabled and the manager from profile is configured.
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If travel approval is required for the user. In Travel Approver Name
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, select the approving manager’s name for the list.
Note: If the
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manager’s name is not displayed in the list
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, either the manager’s account has not
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be created
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or activated. Or,
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the account was not granted
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travel approver permissions.
If the user will grant travel approval. Select Travel Approver Permissions
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if the user is
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a manager
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Note: HR feed or Web Services is recommended if PTA is enabled, and the manager from profile is configured.
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Site Administrator:
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Activate Account: Check box to activate account
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who is designated to approve travel.
Admin and Activation Settings
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Do NOT select Site Administrator.
Select Activate Account to activate the user’s account when saved.
In Password Options, select either:
Have system generate random password
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to generate an activation email
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and
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force the client to reset their password
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after their initial login
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Save User: Click on if you do not need to create another user or update user account
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.
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Save & Edit User: Click if you would like to edit the current account you are creating. You will be brought to the newly added account for updates.
Click here to see how to Update Account
Pre-defined password for user
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to define the password for the user.
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You
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must then
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provide the password to the user.
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If you select this option, it is recommended to select the Force user to change password on first login
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Note: System-generated passwords are recommended for security.
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However, you may
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want to choose pre-defined passwords if your ease of login for your users is a higher priority. Pre-defined passwords can also be used when creating test accounts.
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Optional. Select Generate Activation Email to send an email to the user . Select Preview Activation Email to display a sample email.
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Save Options
After all account information is completed, select from:
Save User to save this account and exit the Add a User page.
Save & Add Another
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to save this account and refresh the Add a User page to create another user account.
Save & Edit User
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to save the current account
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Click here to see how to Update Account
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, then display the Edit User Profile page for this account. On this page, you can add more detailed account information, including the user’s contact information, permissions and delegations, travel preferences, travel documentation, and localization preferences.