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Adding Service Requester Accounts

Service Requesters are individuals who are authorized to submit service requests through the GLOBAL Service Request portal. Requesters may be people who have GLOBAL user accounts, or they may be people such as production line managers, property managers, or tenants who do not have GLOBAL user accounts and need to submit service requests. Maintenance Admins can create Service Requester accounts by adding the information to GLOBAL, or you can use the available Service Requester Self-Provisioning feature to allow requesters to create their own Service Request accounts.

Adding Service Requesters (MicroMain Adminstrators)

There are two ways Maintenance Admins can add Service Requesters to GLOBAL:

Add a single Requester using the New Requester form.
Add multiple Requesters using the data import process.

Adding a Single Requester

To add a single Requester:

On the main menu, select the Security icon. The Security > Users page opens.
On the left menu, select Security then select Requesters. The Security > Requesters page opens.
Select the Create a new Requester button. The Security > Requesters > New Requester page opens.

You can create a new Requester from the list of existing Contacts or by entering the Requester's name in the New Requester form.

To create a new Requester do one of the following:
- Select the Person field, then select a name from the Create new Person drop down menu. The Name and other fields automatically fill based on information in the Contact record.
- Enter a name in the Name field.
Enter the appropriate information in the remaining fields on the form. Only fields marked with an asterisk are required.
Select Save. The Security > Requesters page opens and the new Requester appears on the list. An email with an account activation link is sent to the Requester. The Requester follows the link to create a password and get access to the Service Request portal.
(Optional) Select the Requester's name to edit the Sites the Requester is assigned to.

Note: Requesters added this way are assigned to the site the admin is logged into. If the admin is on the Root Site and does not select Has Access to Root, the new Requester is not assigned to any site and cannot log in. You will need to open the Requesters profile and assign Sites.

Adding Multiple Requesters

To add Requesters using the data import process you will first download and complete the Security.xlsx Excel spreadsheet, then import the spreadsheet to GLOBAL. You can continue working in GLOBAL while data is being imported or exported and receive notifications in GLOBAL and via email when the import or export is complete.

To download and complete the spreadsheet:

On the main menu, select the Security icon. The Security > Users page opens.
On the left menu, select Security then select Requesters. The Security > Requesters page opens.
Select the data import icon . The data import window opens.
Select Download Requesters Template. The Excel file named Security.xlsx downloads to your computer.

Note: Data export times are approximately one minute for each 25,000 records exported.
Open Security.xlsx, select Enable Editing. At the bottom of the page select the Requesters tab. Enter the Requester information in the columns on the spreadsheet. Columns marked with an asterisk are required.

Note: Most fields in GLOBAL are limited to 50 characters, with the exception of Description fields. If your completed data import template includes more than 50 characters in any one of these fields, the data import upload will fail.
Save the file.

To import the completed Requesters Template:

Note: It is recommended that the data import include Site data and that the data import process take place when the user is logged into the Root Site.

On the main menu, select the Security icon. The Security > Requesters page opens.
Select the data import icon . The data import window opens.
Select Import from Template. The Import from Template window opens.
Select Choose File, navigate to the completed Requesters Template and select Open.
In the Import from Template window, select Upload. The Security > Requesters page refreshes and the new Requesters appear in the Requesters list.

Note: Data import times are approximately one minute for each 1,000 records imported.

Note: Your Multisite settings can affect Requesters who have been added to GLOBAL via the data import process. When the Multi Site Option is on and Allow users access to root site is disabled, the Requesters who have been added via the data import process will not have access to the root site. For more information see GLOBAL Multisite Settings.

Note: Data categories and items are not available to users while the categories and items are being imported to GLOBAL. For example, users are not able to access the Assets page or add Assets to tasks while Asset data is being imported to GLOBAL. Users see a progress bar on these pages that lets them know when the import process is complete.