Your User Account

This page describes how to view and edit your user profile and manage your duties.

You must be on duty for an event to start working in the system. Your administrator will typically set up and advise you of your position/s.​

Overview

Your user profile contains your:

• Essential contact information

• Assigned Positions

• Connected sites

• Alert and communication preferences

Your email address and mobile numbers are used for email and SMS notifications.

User accounts are created by System Administrators. New users will receive an automated welcome email inviting them to sign in and set their password.

You may have read only or edit permissions for your user account.

User Menu

Access the User Menu by clicking on the down arrow next to your name.

An expanded user menu

The User Menu is grouped into the following sections:

• PROFILE - relates to your user account

  • My User Account - for viewing and editing your account details

• SYSTEM - relates to the running of the system

  • System Administration - site management (only visible to administrators)

  • User Preferences - configure personal preferences such as layout options

  • Background Processes - a list of resource intensive processes you've scheduled to run in the background, such as reports, merges etc

  • Diagnostics - used to check your system is up to date and functioning optimally

• SESSION - relates to your current login session

  • Go On or Off Duty - change your duty status

  • Sign Out - log out of the system (will not change your current duties)

Viewing Your User Account

Your User Account page includes your:

• Crisisworks ID - your name, email and phone number

• Multi-Factor Authentication (MFA) set up status. MFA helps secure your account to prevent it being compromised or hacked. It is recommended that you configure this as part of your organisation's information security policy.

• Email verification status - the system needs to confirm that the email address being used is actually yours. This is done automatically when your user profile is created by your administrator.

• Phone number verification status - the system needs to confirm that the phone number being used is actually yours. This is set automatically when SMS for MFA is enabled.

• Connected Sites - you may be set up to access additional sites, including production and training instances.

To view your account use the down arrow to the right of your name and select 'My User Account'.

'My User Account' link in the User Menu

User Account screen

Updating your User Profile

You may need to view your profile to check the details registered with the system.

Others with permission may view your profile to access your key contact information.

To edit your profile:

1. Use the down arrow next to your name in the menu and select My User Account.

2. Use the Open Contact Record button to open your contact record.

3. Use the Edit button to Edit your contact record

4. Update as needed (first name, last name and email are required). Some fields, like Positions, are only editable by system administrators. (For more information on editing a contact item refer to Editing Contacts)

5. Save with the Save button

The following sections include specific settings you can change.

Communication Preferences

Your contact account can have both Primary and Secondary phone numbers and email addresses. Communications include or automated notifications for key events, such as item assignment or overdue alerts, or messages from administrators.

Communications Preferences section

SMS Communications

This setting specifies which phone number (Primary Phone or Secondary Phone) numbers you wish to receive SMS Communications. It accepts only mobile numbers. You can only select a Secondary if there is an mobile number in your Secondary field.

To receive SMS Communications you must also tick the box for the Receive communications by SMS setting.

Email Communications

This setting specifies which email (Primary Email or Secondary Email) address you wish to receive email Communications.

To receive SMS Communications you must also tick the box for the Receive communications by email setting.

Email Subscriptions

Use the Email Subscriptions section to opt in or out of communications from Datalink. We send communications on software updates and news, maintenance updates and system outages. Check any boxes that match the communications you wish to receive from us.

Email subscriptions can be opted in or out using the checkboxes

Avatar

The Avatar field is used to upload a user's photo or other image in jpeg format that represents them visually. For more information about uploading files refer to the File Upload.

Signature

Signatures are used with document templates, such as those used for compliance. It is not necessary to upload your signature unless you use these templates.

You can upload your signature as a JPEG or PNG file using the Signature field using the File upload. JPEG is strongly recommended if you're using a transparent background.

A sample signature uploaded into the Signature field

Signature Text

This can be set to your official title/role. It often accompanies your signature in letters and mail merge templates. Do not include your name if the template already does.

Changing Your Password

To change your password:

1. Go to My User Account page from the down arrow next to your name

2. Click on the Change your Password button

3. Set a new password, the password must fulfil the following conditions:

   1. Must have at least 8 characters

   2. Upper and lower case letters

   3. A special character (@*!&#$%^<>._-[]{}()=~+?,;:"'/|)

   4. A number

4. Re-enter the password to protect against mistyping

5. Click Send Code to receive a verification code by SMS or email

6. Copy the code from your phone or email into the field below

7. Use the 'Change Password' button to effect the change

Configuring Multi-factor authentication (MFA)

Multi-factor authentication (MFA) helps secure your account to prevent it being compromised or hacked. MFA adds an extra, highly secure, step to logging in addition to the username and password. It is strongly recommended that you configure this and that this is part of your organisation's information security policy.

The system supports two types of MFA:

• Authentication App that supports one-time password (OTP) codes (recommended), and;

• SMS based authentication

To view your current set up, click on Configure MFA on the My User Account page.

The status of your MFA setup for the two modes are shown to the right of the screen.

MFA settings screen before setup

Enabling Authenticator App for MFA

To enable an Authenticator App or password manager (such as Microsoft Authenticator, Authy or 1Password):

1. On the Multi-factor authentication Settings page, under the Authentication App section, click on Set up

2. On the Enable your authenticator app for MFA screen

   1. Scan the QR code using your One-Time Password (TOTP) program or get a code to manually enter

   2. Enter the code provided into the field below

3. Save

Never share your MFA codes with anybody over phone or email

Enabling SMS for MFA

To enable SMS as a Multi-factor authentication method:

1. On the Multi-factor authentication Settings page, under the SMS section, click on Change

2. On the Enable SMS for MFA screen

   1. Enter your mobile number

   2. Use the Send Code button to send a code to the mobile number provided

   3. Find the text message containing the code in your phone and enter the code you received in the field below the Send Code button

3. Save

Never share your MFA codes with anybody over phone or email

Setting your preferred Multi-factor method

Once you have set up one or more MFA methods, you can choose your preferred method at any time.

To do this:

1. Go to the Multi-factor authentication Settings page

2. In the Set preferred Multi-factor method section, select one of the following options:

   • Authenticator app if available, otherwise SMS

   • SMS if available, otherwise authenticator app

   • Prompt for selection of preferred method when signing in

If you don't set a preference, the system will prompt you to choose each time you sign in.

Go On or Off Duty

You can manage your duties for Events via the Go On or Off Duty option under Session.

This can also be done via the Event menu. For more information on your duties, see Working with Events.

Go On or Off Duty option in the User Menu

Diagnostics

The Diagnostics section of your user menu is used to ensure that your system continues to run smoothly and can help when obtaining support from the Help Desk. You can show or hide these sections using the corresponding buttons.

App Data

App Data gives a snapshot of the health of the system, including the main registers.

Use the Reload button to apply available updates​.

The icons indicate as following:

• Spinning loading symbols indicate that the diagnostic is still being run. Please be patient until the process completes. If the spinning continues longer than reasonable reload the settings or contact the Help Desk.

• Green Ticks indicate that these registers are running properly.

• Orange exclamation mark icons flag potential problems. If you are also experiencing problems, contact the Help Desk and which settings were flagged.

Updating settings screen

Custom Location

This setting allows you to enter a custom Latitude and Longitude to simulate being in another location. This will affect your default location in maps throughout the system.

To set a Custom Location:

1. Enter a decimal value for the Latitude into the Latitude box

2. Enter a decimal value for the Longitude into the Longitude box

The format of the values entered into these fields is important otherwise it will not work.

It should just be decimal numbers and an optional negative prefix in Latitude for South or Longitude for West.

Do not include the degrees symbol, quotes or direction suffix.

The location for Sydney, for example, would entered as be Latitude -33.8688 and Longitude 151.2093.

You can obtain accurate Latitude and Longitude values for locations through applications like Google Maps.

Diagnostics

Sending Diagnostics to Datalink is helpful if there are ongoing problems. You can do this using the Log Diagnostics button.

Do not use the Reset Configuration button unless you've first spoken with Help Desk about.a problem that this may solve as it may have unexpected effects.

Software Information

This section gives you information on the App and Server version that you are running which can be useful for obtaining support.

Offline Support enables you to use the system offline and synchronise changes when you return to the office.