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Narrator:  Today we are going to look at the Site Members section of your client site within ACOA Direct.  Thank you for taking time to listen to this video as it is intended to better prepare you in understanding the use and practicality of ACOA Direct.

Onscreen the « Client Summary » webpage from ACOA Direct is displayed.  The narrator clicks on the “Site Members” link located on the left hand side of the webpage.
Narrator:  An individual with ‘Admin’ access rights, such as the Authorized Client Administrator, has been granted sufficient rights to manage the client site and its members.  And as such, it is of the upmost importance that the Authorized Client Administrator understands his or her responsibilities as detailed in the Government On-Line Agreement (ACOA Direct Agreement) with ACOA.
Among other things, the Authorized Client Administrator has the ability to add additional members to the client site in question.  For this reason, it is important that the Authorized Client Administrator, and any other member added as an administrator, have a solid understanding of what is entailed by the three different access levels to ensure that each member is granted rights that are appropriate to their position and responsibilities.  We recommend that the members be granted lowest access level sufficient to complete their work.
The three access levels are as follows:
The Read access level only permits viewing of the site and its various components.
The Edit access level includes Read rights with the added ability to submit claims, add and edit documents, messages and other site content.
The Admin access level includes Edit rights with the added ability to manage permissions and invitations (such as adding new members).

 As for the Site Members view, the members with ‘Admin’ rights can view the Site Members and Outstanding Invitations (including the Shared Secret), as well as manage the list of site members (for example, add new members).  An individual with ‘Read’ or ‘Edit’ access rights can view the Site Members and Outstanding Invitations only.

Onscreen the narrator points to the ‘Read’ ‘Edit’ and ‘Admin’ column headers.
Narrator:  A tip to knowing what these access rights are defined as, you simply move your mouse over the words ‘Read’, ‘Edit’, ‘Admin’, ‘Remove’, ‘Reissue’ or ‘Cancel’, and the system provides you with a definition. 
So if you have ‘Admin’ rights, you can proceed to invite a person to participate in this site.
Onscreen the narrator points out the “Invite a person to participate in this website” field.  The narrator then goes on to fill out the “Name”, “Email Address” and “Access Level” fields.
Narrator:  The Name field is used to indicate the name of the individual receiving the invitation.  This does not impact the email address field.
If an invalid email address is entered, the system will not recognize that it is incorrect or invalid.  Therefore,  the person invited will not receive the intended email and you will not receive an email notification that the invitation remains undelivered.  It is therefore of utmost importance that you verify the accuracy of the e-mail address before sending the invitation.
Onscreen the narrator types information in the “Name” and “Email Address” fields and assigns an access level.
Narrator:  After entering the name and email address, you then assign the access level.
Ensure that the person receiving the invitation is aware that this invitation is only valid for a period of 14 days, after which it will expire.  In other words, the Shared Secret required to activate their account has a 2-week expiration period (and it is a one-time use).  The 'Shared Secret' should be provided to the invitee in writing, by phone or in person.  Given that e-mail is not a secure method of communication, the shared secret should never be communicated using this method.
Onscreen the narrator points to the “Reissue” hyperlink located at the right of the screen.
Narrator:  An invitation can always be ‘re-issued’ to any contact that has not YET activated their account via Access Key.  The system will send the contact an email with a note that the invitation has been re-issued and at that time, the system will re-issue a different shared Secret with a new 2 week expiry date.

Invitation(s) can also be made to one or more individuals who will be involved with your business or organization.   Provide them with ‘Read’, ‘Edit’ or ‘Admin’ rights, as appropriate.  Invitees will receive an email invitation.

Onscreen the narrator points to the “Cancel” hyperlink located at the right of the screen.
Narrator:  You can ‘cancel’ an invitation within the 14 day period.  The system will remove the name and display a note that the invitation has been cancelled (note: no email cancellation alert is sent to the person).  However, if the person then tries entering via the link in the email invitation; the system will provide a message explaining that the invitation is not valid.
Onscreen the narrator points to the dial buttons located in the ‘Read’, ‘Edit’ and ‘Admin’ columns for each site member.
Narrator:  Access rights can be changed at anytime, from ‘Read’ to ‘Edit’, from ‘Edit’ to ‘Admin’ and ‘Edit’ to ‘Read’.  Simply click on the box that you want to change the rights to, click ok and the system will update the access rights.  Note that an email alert is NOT sent to the site member.  Site members with Admin rights should manage their own members from the site.  If a site member is currently logged on when you change the access rights, they simply need to click on ‘F5’ and the system will immediately revise their rights.
Onscreen the narrator points to the “Remove” hyperlink located at the right of the screen.
Narrator:  The access rights for a member can be ‘Removed’.  Note that an email alert is NOT sent as well to the site member.  A rule is applied to disallow you, the client, from changing or removing access rights for an ACOA site member.

Onscreen the narrator points to the logos next to the site members’ name.

Narrator:  Note that there is a logo next to the members’ names.  The ACOA logo represents an individual with ACOA.  The other logo represents a non-ACOA site member.

It is important for you, an individual with Admin rights, to ensure the list of your site members is kept up-to-date (e.g., if someone leaves the company, please remove them from the site as they will still have their Access Key account and will be able to access your client information until you remove them). 
Onscreen the narrator clicks on the “Help” link and explains that this tool should be used and reviewed in order to understand how to better navigate the system.

Narrator:  It is also recommended you view the other training videos located under in the ‘Help’ link, such as the Client Account Information, Project Information, Creating and Submitting a Package, Using Shared Documents, Using the Message Centre, as well a video within the navigation tips.
This concludes our session on Site Members.  Thank you again for taking the time to listen to this video.  We trust it has been useful in addressing any questions you may have.  If required, please feel free to contact your ACOA representative for further assistance … or as well to communicate with ACOA’s Help Desk at 1-888-322-2482 during regular office hours between 8 a.m. and 6 p.m. (Eastern Time).  Please note the Help Desk is not available on weekends or statutory and civic holidays. Thank you