User Management

This page explains the features available in the user management feature area.

Theme Feature Accessible from  Details

Customer Management

View list of Customer information Web app

Left-hand navigation
'Customers' item
Employees can find high-level information about customers (or prospects, if feature enabled) in the customer list. Table columns include:
  • First name and last name
  • Customer ID
  • Primary Agent First and Last Name
  • Online status (not updated dynamically)

The fields are not editable on this page. If data field is not configured to appear in Engage platform by financial institution (FI), the column does not appear.

 

If data field is not populated in Engage, the field is blank.

 

Display:

  • Customers are ordered alphabetically by last name.
  • Default 25 rows, with page navigation (first/previous/page numbers/next/last).
  • Clicking on customer row navigates employee to a customer's detailed profile.
  • New customers should appear in table after first successful log in.
  • If prospect feature enabled, employee can switch between customer and prospect view in the customer list.

Counts of customers are displayed, broken down by prospects and customers and whether or not they have chosen an agent.
Customer Management Search list of customers Web app

Left-hand navigation
'Customers' item
Employees can search for a customer in the Customer List.

  • Single Search Box appearing above customer table.
  • Search triggered by pressing RETURN or clicking on search button if there is at least one character in the search field.
  • Employees can search for first name, last name, username or ID.
  • Search uses spaces in the query to split the query into multiple search terms.
  • Clicking X in the search box clears results and loads the full customer list.
  • If the user has entered text but not conducted a search from the original all results page, hitting the X only clears the text from the search box (because those results should already be present).
  • Maximum number of characters in the search field is 256.
  • If prospect feature is enabled, and prospect or customer filter is active, search will only search prospects or customers respectively.
Customer Management View customer/prospect profile Web app

Customer list, click row

Employees can find further details about a customer or prospect in the customer profile.

Default fields:

  • First name (not editable)
  • Last name (not editable)
  • IdP Username (not editable)
  • Unique ID across FI systems (not editable)
  • Phone Number (not editable)
  • Email address  (not editable)
  • App version (not editable)
  • Accepted Ts&Cs version and timestamp (not editable)
  • Primary Agent First and Last Name (not editable)
  • Primary Agent Avatar (not editable)

FIs can specify further fields that they would like to appear on the page. It is recommended not to add fields that are mastered in another system.

Available field types: Short text field - 40 characters, Long text field - 1000 characters, Tag field - unlimited number of tags, Number field - integer, Number field - float, Phone number - validated to localization, Email - email (clickable), Checkbox - true/false, and Hyperlink - clickable URL.

Agents (and their managers) can navigate to that customer's conversation from this page.

Agents (and their managers) can edit fields only if FI configures tenant to include editable fields.

Customer Management Edit Customer Profile Web app

Customer profile 
Employees can update editable fields on the customer profile.
  • There is an edit button on the customer profile page.
  • Employees can edit fields only if FI configures tenant to include editable fields. No mandatory fields are editable by employees.
  • If employee hits 'edit' button, editable fields become editable. Button or mechanism to 'save' and button or mechanism to 'cancel' appears.
  • If employee clicks 'save', profile changes are saved.
  • If employee clicks 'cancel', profile fields revert to previous version. Employee is returned to 'view profile' screen and 'edit' button reappears.
  • If employee logs off or closes window without saving, profile reverts to previous version.
  • If two employees are editing at the same time, last one to save wins.
Customer Management Customer Data held in Engage Web app

Customer data appears in several locations, including: customer list, customer profile and context pane;
The following data exist for each customer within Engage:
  • First name (Text field, 64 characters)
  • Last name (Text field, 64 characters)
  • IdP Username (Text field, 64 characters)
  • Customer ID (text field, 64 characters)
  • Phone Number (Numeric field, 15 digits)
  • Email address (Email, 64 characters)
  • App version (text field)
  • Accept T&Cs version and timestamp  (text field)
  • Primary Agent Unique identifier (text field)
  • Primary Agent First and Last Name (text field)
  • Primary Agent Avatar (80 by 80 pixels)
  • Primary Agent Expertise (tag, 40 characters per tag)
  • Primary Agent Location (tag, 40 characters per tag)
  • Ts and Cs acceptance history (text field)
  • Conversation participant history (text field)

All text fields should accept any special characters.

Customer Management Customer attribute changes within the identity provider N/A Customers will be able to continue to access Engage if their personal attributes change in the identity provider.

If an FI changes a customer's details within the IDP (including: first name, last name, email address, phone number), customer will continue to be able to login and customer's details should update within Engage system the next time that that customer logs in or when a refresh token expires.
Customer Management Disallowed log in for customers who have been deactivated in the identify provider N/A Customers who have been deactivated in the IDP should not be able to log onto Engage.
Customer Management File sharing Web app

Agent or a Manager can share files with the customers.

  • Option to add an attachment
    • Add an attachment in the chat window.
    • Recall file(s) that were earlier shared with the customers.
    • Add text or description to the file(s) attached.
    • A file preview with the actual image is displayed before sending the image so that the agent or manager can review the image before sending.
  • File size and number of files
    • Share maximum of five files and each of the individual file must not exceed 5 MB. The number of files and the file size can be configured based on the tenant level configuration.
    • Agent or manager sees an appropriate error message if the number of files or the file size exceeds the requirement as determined.
  • Background virus scan
    • Virus scan is performed in the background to ensure no malicious files are shared by the Customers; malicious files are deleted from the system.
    • The system displays an appropriate error message if any malicious files are deleted.
Customer Management Mass reassignment Web app An agent or a manager can reassign customers to different agents in bulk. When an agent leaves Engage, instead of moving the customers to another agent one-by-one which is cumbersome for an FI, the customers can be reassigned to other agents in bulk at one go ensuring that the customers always have a representative in Engage. In case both agent and manager leave the organization, the administrator can assign a new manager to the team who can reassign the customers to a new agent.
  • Agent or Manager can reassign their primary customers or prospects to a different primary agent in bulk.
  • Agent or Manager can search based on the customer name and select the list of customers for mass reassignment.
  • Agent or Manager can send a text message to the selected customers while doing a mass reassignment.
  • Once the customers are reassigned to a different primary agent, those customers show up as part of the previous conversations of the Agent.
  • Restriction is enabled at the system level on the number of customers that can be reassigned at once.
  • Mass Reassignment capability can be enabled or disabled at a tenant level.
  • Once the Primary Agent is reassigned, customers are notified about the change in primary agent as part of their conversation.
The top of the conversation list includes an ellipsis that has the option to reassign customers in bulk (Mass Reassign). When the agent or manager selects mass reassignment, the process goes through the following steps:
  • Select customers either by searching or by scrolling the list.
  • Select an agent to reassign either by searching or using the list
  • Write a message to the selected customers.
  • Click Reassign.
  • The application displays a confirmation message.
Customer Management Group mass message Web app

An agent or a manager can create a group with specific set of customers and send a message relevant to that specific group and not to other customers.

  • Create group and send mass message: An agent or a manager can create a group with specific set of customers and send a mass message who have selected the agent as their primary agent. An agent or a manager can,
    • In the conversation view, select the mass message option from the ellipses to send a message to a group of customers where the agent is currently a primary agent.
    • In the pop-up, select the list of customers. If required, use the search box and search for both selected and not selected customers/prospects by Customer Name, Email Address and Customer ID. A list of all the primary customers/prospects of the agent will be displayed with selectable boxes.
    • Once customers have been selected, they will be moved to a separate list and the total number of customers will be displayed.
    • The number of primary customers/prospects that can be added in a group is restricted based on configuration done at Engage server. The Web Client show appropriate error message when the number of selected customers/prospects is more than the configured value.
    • Create a customer group by providing a unique name to easily identify the group as part of the mass message history.
    • Confirm that the message has been reviewed. Any edits to the message before sending require reconfirming.
    • The Enter key does not work to send a mass message unless the confirmation step has been completed. The controls are available to primary agents in the conversation and managers of the primary agent in the conversation.
  • View mass message history: An agent or a manager can view the details of the mass messages that have been sent previously to a group or all the agent's customers, or as a manager view the customers of the agent within the team. An agent or a manager can either recall the message or further send a follow up message to the same set of customers.
    • The Mass messaging conversation history shows previous mass messages sent to the agent's customers, attributed to the user who sent the message. All the messages are retrieved on opening the panel.
    • Each customer group is displayed as a separate thread and the agent or manager can click on that group to go and view the messages sent to that group.
    • Mass Message list or each Group Mass Message thread has the following details:
      • Title or Context of the Group.
      • Number of active primary customers in the group.
      • Date and Time stamp when the last message was sent.
    • Agent or a manager can see the active primary customers in the group as well as previous participants who are no longer primary customers of the agent.
    • Mass message can be sent only to active customers in the group.
    • Whenever all instances of the mass message are recalled, it is only recalled for the active customers in the group.
    • Agent or a manager can select "All my Customers" group so that they can always send a mass message to all the customers without having to select the customers.
    • Agent or a manager can exit the message all view by clicking on another conversation or by collapsing the mass messaging mechanism. If the mass messaging mechanism is collapsed, the last selected conversation is selected.
    • If a message is created and the mass messaging section is closed, the message persists when the agent or manager opens mass messaging again.
  • Receive mass message from agent or manager: An agent or a manager receiving a mass message can see the mass message to know the information delivered to their customers. This is received by all non-primary agents and managers who have permission to view the conversation.
    • A message sent by an agent appears to come from the agent (an agent message bubble is displayed) and a message sent by a manager appears to be a system message.
    • Receiving a mass message does not trigger audio or browser notifications for the receiver.
    • The time stamp in the conversation list does not change for any conversations receiving a mass message.
    • Conversations receiving a mass message does not turn bold in the conversation list.
    • If the currently viewed conversation receives a mass message, the mass message appears in the conversation view in real-time.
    • If a mass message is the most recent message in a conversation, on clicking a conversation, the time stamp is updated. When an agent or a manager had sent a mass message to their customers, real time updates of the last received message timestamp in the conversations list window of the agent/manager does not happen. The timestamp is updated only after the conversation page is refreshed or clicking the respective customer to whom a message is sent from mass message group.
  • An agent or a manager can edit the group name/participants or delete the group.
  • An agent or a manager are notified when they cannot send a message if the agent has no primary customers, and therefore the message does not appear in the mass message history. The application displays a message, "No primary customers to message." when the agent attempts to send the message.
  • Recall all instances of a mass message (for all customers and conversations): An agent or a manager can recall mass messages from the conversation view of all the customers in the group who have received the mass message.
    • This activity is done from the mass message view for a particular customer group. Left-clicking a message within the mass message view launches the message details over the context panel with an option to recall the message.
    • In the selected message view for mass messages, a check box and a button are provided to recall all instances of the mass message. The button is disabled until the check box is selected. The check box and button are disabled if the message has already been recalled. The check box message reads, "I understand this will prevent all customers from seeing the contents of this message.". This is configurable per FI.
    • Customers can see that a message was recalled but not the contents. Customers can also see an indication in the conversation history that a message was recalled and when the message was recalled.
    • Individual instances of a mass message that have already been recalled keep their original recall date, time, and the person who recalled.
    • When an agent recalls a message, employees can still read the recalled message within the conversation pane. Employees see an indication in the conversation history that a message was recalled, who recalled the message, and when the message was recalled. When a manager recalls a message, employees can still read the recalled message within the conversation pane. Employees see an indication in the conversation history that a message was recalled, who recalled the message, and when the message was recalled.
    • Agents can recall all instances of mass messages in the customer group (even those sent by a manager).
    • Managers that can see the mass message view of an agent can recall all instances of a mass message for the specific agent's customers.
  • Recall one instance of a mass message (for a specific customer or conversation): An agent or a manager can recall an instance of a mass message within the conversation of a specific customer to remove a mass message from the customer's view that should not have been sent.
    • Left-clicking a mass message within a conversation launches the message details over the context panel with an option to recall the message.
    • Customers can see that a message was recalled but not the contents. Customers can also see an indication in the conversation history that a message was recalled and when the message was recalled.
    • When an agent recalls a message, employees can still read the recalled message within the conversation pane. Employees see an indication in the conversation history that a message was recalled, who recalled the message, and when the message was recalled. When a manager recalls a message, employees can still read the recalled message within the conversation pane. Employees see an indication in the conversation history that a message was recalled, who recalled the message, and when the message was recalled.
    • Agents and managers who can see a conversation, can recall a message. Permission to do this activity is handled through the front-end visibility.
    • Agents can recall all instances of mass messages in the customer group (even those sent by a manager).
    • Managers that can see the mass message view of an agent can recall all instances of a mass message for the specific agent's customers.
    • Any single instances of mass messages that are recalled in one conversation do not impact instances of that mass messages sent to other customers in the group.
  • Select mass message from agent or manager to view the details: An agent or a manager can select mass messages sent by an agent or a manager to view the message details and interact with the message if required. Left-clicking a message within a mass message view launches the message details over the context panel with the following details:
    • Message details
      • Sent by: Sender's first and last name. Includes even if the message was sent by a manager.
      • Date sent
      • Time sent
    • If the message was recalled, the message details also includes:
      • Recalled by: First and last name of the person who recalled the message.
      • Date recalled
      • Time recalled
    • Message contents. Displays the message contents.
    • Indication that the message is a mass message.
    • Displays an active "Recall All" button.
    • The selected message state can be closed by clicking X on the top right corner or clicking the white space between messages. This returns the user to the previous contents of the context panel (empty for mass message view).
    • Clicking another message while a message is selected switches the currently selected message to the message that was clicked on.
Customer Management Delete shared file Web app

Agents can delete the files shared in the conversation shared by the employee and customer. But if the agent is no longer part of the conversation, the agent cannot delete the file. However, downloading the file is permitted.

  • A reviewer can also delete the files in the conversation shared by the employee and customer.
  • A manager can delete the files shared by him/her as well as in his/her teammate’s conversations shared by the employee and customer.
  • Agents/Managers are notified with a message prompted on the screen before deleting the file.
  • A confirmation message is available on the Agent/Manager screen after the file has been deleted.
  • All the files are available on a new Files tab in agent’s window.
  • The files are available with the following details:
    • The User who has shared/deleted the file.
    • The date and time at which the file(s) has been shared/deleted.
    • File name and the format.
Customer Management Deactivate customer or prospect Web app

Bank employees (Agent, Manager, and Admin) can deactivate an Engage app customer or a prospect who are no longer associated with the institution or not using the app actively.

  • Agent, Manager, or an Admin can deactivate the customer from the customer’s profile.
  • Customers appear as part of the Previous conversations of an agent or a manager after deactivation and removed from the active conversations list.
  • Agent or Manager cannot send messages or mass messages to the deactivated customer. In case of Group Mass Message, deactivated customers are displayed as part of Previous participants.
  • An Agent or a Manager cannot reassign the deactivated customers or prospects to a different primary agent.
  • Customer/prospect counts anywhere in the app (team page, agent/manager profile, employee list, customer list) does not include deactivated customers/prospects.
  • Employees can see the history of the conversation for the deactivated customers.
  • Controls to deactivate are on the user's profile page and can be edited by any employee authorized to edit the customer/prospect profile.
  • Customers are deactivated in the Engage layer and not within the IDP (OKTA).
Customer Management Reactivate customer or prospect Web app

Bank employees (Agent, Manager, and Admin) can reactivate a customer or a prospect and assist the customers.

  • Agent, Manager, or an Admin can reactivate the customer from the customer’s profile.
  • On reactivation, the customer is assigned to the old primary agent.
  • In case the primary agent is removed or not available in the system, the customer can select a new primary agent when they sign in to the application.
  • Customers appear as part of the active conversations of an Agent or Manager once reactivated.
  • Agent or Manager can send messages and mass messages to the customer when reactivated. In case of Group Mass Message, reactivated customers are moved from Previous participants to Ongoing participants.
  • Customer/prospect counts anywhere in the app (team page, agent/manager profile, employee list, customer list) includes reactivated customers/prospects.
Customer Management Deactivate customers in bulk Web app

An Agent or a Manager can deactivate customers in bulk so that deactivation need not be done for every individual customer.

  • In the Customer level view, an employee can select the bulk deactivation option to deactivate multiple customers (Context menu > Deactivate).
  • Once an employee selects Deactivate, a separate window, "Select Customers for Deactivation window" pops up.
  • Search box is provided to search customers by name, ID, or email.
    • Search begins to filter as the user is typing (like Conversation search).
    • Searches both selected and not selected customers and prospects.
    • Search by Customer Name, Email address, and Customer ID .
  • The text with "Customers" and check box to select is displayed to select all customers.
    • Selecting the box a second time will remove all selected customers from being selected.
    • Selecting Customers box selects all the customers and prospects and if some customers are already selected, it selects the remaining customers that have not been selected.
  • A list of all of the primary customers and prospects are displayed with check boxes.
  • The customer list with both selected and not selected is scrollable. After customers are selected, total number of customers are displayed.
  • After the successful deactivation, the respective customer profile is updated with Deactive status.
Customer Management Preassign agent for new customers Web app

Bank employees (Agent, Manager, and Admin) can add new customers with minimum details to the Engage system and preassign an agent to the customers.

  • Agent: Agents sign in to the Engage app using their credentials and can do the following:
    • On the All Customers page, select Create Customers from the Pre Assign Agent list.
    • Input the User Name of the customer and fill in the First Name and Last Name. If the User Name is already available, then a message, "User Name already exists" is displayed on the screen.
    • Provision to add multiple customers is available. Mention the number of customers to be added.
    • After successfully adding the customer, the customer is automatically assigned to the respective agent creating the customer.
  • Manager/Admin: Managers or Admins sign in to the Engage app using their credentials and can do the following:
    • On the All Customers page, select Create Customers from the Pre Assign Agent list.
    • Input the User Name of the customer and fill in the First Name and Last Name. If the User Name is already available, then a message, "User Name already exists" is displayed on the screen.
    • Provision to add multiple customers is available. Mention the number of customers to be added.
    • After successfully adding the customer, select an agent from the list and assign the customer to the respective agent.
Customer Management Assign agent for existing customers Web app

Bank employees (Agent, Manager, and Admin) can assign agents to customers who have logged into the Engage application, but never selected an agent. The feature is applicable only for the customers who have not been assigned any agents and this activity is performed at the customer level.

Bank employees sign in to the Engage app using their credentials and can do the following:

  • On the All Customers page, select Existing Customers from the Pre Assign Agent list.
  • A separate Select Existing Customer window is displayed.
  • Search box is provided to search customers by name, ID, or email.
    • Search begins to filter as the user is typing (like Conversation search).
    • Searches both selected and not selected customers and prospects.
    • Search by Customer Name, Email address, and Customer ID .
  • A check box is provided to select all customers if required.
    • Clearing the check box will remove all selected customers from being selected.
    • On selecting the check box, all the customers and prospects are selected, and if few customers are already selected, it selects the remaining customers that have not been selected.
  • Alternatively, select the customer record individually. The total number of customers selected is displayed.
  • Click Submit. The signed in agent is assigned to the selected existing customers successfully.
  • In case the signed in bank employee is a manager or an Admin, Click Next after selecting the customers.
  • On the Select Agent page, the list of agents is displayed.
    • Only one agent can be selected.
    • Search box is provided to search customers by name, ID, or email. Search begins to filter as the user is typing (similar to Conversation search).
  • After the Manager/Admin successfully completes the activity, the selected existing customers are assigned to the respective agent.

Employee Management

View list of employee information Web app

Left-hand navigation
'Employees' item
Employees can find high-level information about their colleagues in the customer list. Table columns include:
  • First Name and Last Name
  • IdP Username
  • Role
  • Organizational Unit (OU) *Team
  • Number of Primary customers and Secondary customers (Primary prospects, Secondary prospects-If enabled separately)
  • Online status

The fields are not editable on this page. 

 

If data field is not configured to appear in Engage platform by FI, the column does not appear. 

 

If data field is not populated in Engage, the field is blank.

 

Display:

  • Employees are ordered alphabetically by last name. 
  • Default 25 rows, with page navigation (first/previous/page numbers/next/last). 
  • Clicking on employee row navigates employee to an employee's detailed profile. 
  • New customers should appear in table after first successful log in. 
  • Employees who have not yet signed in, but assigned by unique identifier to an OU show up in a row with just the info Engage has about them.

Counts of employees are shown and broken down by employee roles as well as total. 

Employee Management Search list of employees Web app

Left-hand navigation
'Employees' item
Employees can search for other employees in the Employee list.
  • Single Search Box appearing above customer table.
  • Search triggered by pressing RETURN or clicking on search button if there is at least one character in the search field.
  • Employees can search for first name, last name, or username.
  • Search uses spaces in the query to split the query into multiple search terms.
  • Clicking X in the search box clears results and loads the full customer list.
  • If the user has entered text but not conducted a search from the original all results page, hitting the X only clears the text from the search box (because those results should already be present).
  • Maximum number of characters in the search field is 256. 
Employee Management View employee profile Web app

Customer list, click row

Employees can find further information about their colleagues in the employee profile.

Fields:

  • First Name (not editable, basic information section)
  • Last Name (not editable, basic information section) 
  • IdP Username (not editable, employee section)
  • Role (Admin can edit Admin, Manager and Agent. Manager can edit Manager, Agent, and Employee Data section)
  • Avatar (Self, Manager, Admin , Profile Preview section)
  • Background image (Self, Manager, Admin, Profile Preview section)
  • Display Name (Self, Manager, Admin,  Profile Preview section)
  • Highlights (Self, Manager, Admin, Profile Preview section)
  • Location (Self, Manager, Admin, Profile Preview section)
  • Phone Number (Self, Manager, Admin, Employee Data section)
  • Bio (Self, Manager, Admin, Profile Preview section) 
  • Expertise (Self, Manager, Admin, Profile Preview section) 
  • NMLS Number (Self, Manager, Admin, Profile Preview section)
  • Hours Available (Self, Manager, Admin, Profile Preview section)
  • Available as primary (Self, Manager, Admin, Employee Data section) 
  • Available as secondary (Self, Manager, Admin, Employee Data section)
  • Number of customers (Agent: Count primary and secondary, admin = 0,  manager = total customers in OU, 0 if not in an OU)
  • Organizational Unit (not editable here, Employee data section)

Tags are used in employee expertise and location fields. Tags options are provided by the FI. When an employee is editing tags on a profile, the options should appear in a list with filtering as they type.

Employee Management Employee Deactivation/active Web app

Employee profile/Employee list
Admin can deactivate employees that are not longer using the app. They are also able to reactivate/active employees if they return to the app.

  • Admins are the only users authorized to deactivate or reactivate an employee account.
  • Controls to deactivate/reactivate an employee account are on the user's profile page in its own separate dropdown
  • Deactivated Employees will have a "(Deactivated)" Header next to their name at the top of the profile page
  • Need to validate that the user is offline and has no conversations both primary and secondary
  • User will be automatically removed from team when deactivated
  • Disable Search/Primary/secondary fields when user is deactivated
  • Employee cannot be added to a team when deactivated
  • Employee will get an error screen if attempting to login while in deactivated state
  • Employee will show up as Deactivated or Active in the employees page
Employee Management Edit employee profile Web app

Employee profile 
Employees can update editable fields on the employee profile.
  • There is an edit button on the employee profile page.
  • In the absence of editable fields, no button appears.
  • If employee hits 'edit' button, editable fields become editable. Employees can click a button to 'save' or 'cancel'.
  • If employee clicks 'save', profile changes are saved.
  • If employee clicks 'cancel', profile fields revert to previous version. Employee is returned to 'view profile' screen and 'edit' button reappears.
  • If employee logs off or closes window without saving, profile reverts to previous version.
  • If two employees are editing at the same time, last one to save wins.
Employee Management Notification configuration Web app

Employee profile
Managers can turn on/off the text notification option for any agents from his/her team. An agent will see the Notifications option in the menu only if it’s turned on by the manager.
Employee Management Employee data held in Engage Web app

Data appears in several locations, including: customer list, customer profile and context pane;
The following data exist for each employee within Engage:
  • First Name (text field, 64 characters)
  • Last Name (text field, 64 characters)
  • IdP Username (text field, 64 characters)
  • Role (Admin, Manager, Agent)   
  • Avatar (GIF, JPG, JPEG, PNG - up to 5MB)
  • Background image (GIF, JPG, JPEG, PNG - up to 5MB)
  • Display Name (text field, 40 characters)
  • Highlights (text field, 40 characters)
  • Location (tag field, 40 characters per tag)
  • Phone Number (15 characters, all numbers)
  • Bio (text field, 160 characters)
  • Expertise (tag field, 40 characters per tag)
  • Available as primary  (true/false, set to false for new users)    
  • Available as secondary (true/false, set to false for new users) 
  • Organizational Units (OU Names, 40 characters)

All text fields accepts any special characters.

Employee Management Profile link Web app

Avatar menu
An employee can access "Profile" from the link on the avatar menu on the top left of the interface.
Employee Management User avatars (auto-generated) Web app All users in the system will have an auto-generated avatar.
  • Customer avatars should be auto-generated using a customer's first and last initials.
  • Agent avatars should be auto-generated using an agent's first and last initials.
Employee Management Upload avatar and background Image Web app

Employee profile, edit state
Agents can override their auto generated images with their own images and can upload a background image for their profile card.
  • Employee must be in edit mode on the employee profile.
  • The avatar upload field should display a "+" link on top of an empty avatar state if an image is not uploaded yet.
  • The background upload field displays a "+" link on top of an empty background image state if an image is not uploaded yet.
  • Supported file types: .GIF, JPG, JPEG, PNG . Maximum file size is 5 MB.
  • An image that is the wrong dimensions should be scaled to fill the frame while maintaining aspect ratio (some cropping may occur).
Employee Management Employee attribute changes within the identity provider N/A

Employees will be able to continue to access Engage uninterrupted if their personal attributes change in the identity provider.

If an employee changes details within the IDP, the agent will continue to be able to login and the agent's details should update within Engage system the next time that agent logs in next.

Employee Management Auto log off N/A

Agent portal users will be logged out automatically once the idle timeout is reached.

Idle timeout period for Auto Logout can be configured at a tenant level.

Employee Management Disallowed log in for agents who have been deactivated in the identify provider Web app Agents who have been deactivated in the IDP should not be able to log into Engage.
Employee Management Employee role changes by admins Web app Admins can change the role of employees.
  • Possible roles include Admin, Agent, Manager, and Reviewer.
  • Agents and managers must not have primary conversations to be changed to Admins or Reviewers.
Employee Management Default view for administrators Web app Admin default view is the organizational unit management page.
Employee Management Default view for agents and managers Web app Agent default view is the conversation management page.
Employee Management View list of organizational units Web app

Managers and admins can view organizational units (OUs). An OU contains managers and agents. Broadly, OU structure determines what conversations any manager within that OU can see.

  • The list or table of OUs includes:
    • OU name
    • Manager name
  • Clicking on a create mechanism opens the edit OU profile page in edit mode.
  • Clicking on an OU entry will open a profile page for that OU where agent and manager membership can be edited.
  • Changes to an OU are logged with date and time. This includes adding or removing agents or managers, and renaming the OU. This log does not need to be visible in the interface.
  • Default order is alphabetical by OU name.
Employee Management Create, view or edit an organizational unit profile Web app

Managers or admins can create, view, edit or delete an OU profile.

Viewing an OU profile. Fields include:

  • OU Name (40 characters max, mandatory, must be unique)
  • Managers - Added via IdP username. Display username at minimum, and first and last name if available within the Engage DB. If first and last name are not available, leave blank. First and last name should be displayed after they save the field.
  • Agents - Added via IdP username. Display username at minimum, and first and last name if available within the Engage DB. If first and last name are not available, leave blank. First and last name should be displayed after they save the field. 0-n Agents in this field.

Editing an OU profile:
  • Edit button should only be enabled for admins and for the managers of the OU.
  • To add a manager, an admin can search for a username. Searching should be limited to users with Manager role and employee users that do not yet have a role. Typing any character in the search field should show a drop-down, with the first entry a field to create a new user, and following fields showing any managers that match the entered information.
  • To add an agent, an admin or agent can search for a username. Searching should be limited to users with Agent role who are not already a part of an OU, and employee users who do not yet have a role. Typing any character in the search field should show a drop-down, with the first entry a field to create a new user, and following fields showing any agents that match the entered information. If the user enters an agent name that already exists in another OU and selects the new user entry, change the input field to an error state with the following message (configurable by FI), "Agent exists in another team".

Team name has two error/blocking states:
  • Team name is blank - create/save button is disabled.
  • Team name is already taken - after create/save button is clicked, check to see if name is a duplicate. If it is, disable the create/save button until the name is changed, and set the input field to an error state with the following message, "A team with this name already exists". Once the contents of the input field are changed, the button is enabled again and the input field error state is cleared.

In addition to hover and click states, drop-down menu for agents and managers allow arrow key navigation (up moves the selection up and down moves the selection down - selection indicated by hover state, enter locks in the current selection and triggers the click state).

 

Deleting an OU:

  • An admin or manager can delete an OU (a confirmation dialog appears before deletion). When an OU is deleted, agents and managers are no longer a part of that OU.

 

Counts of the customers serviced by the OU are shown broken down by primary or secondary and prospect or customer.

Employee Management No assigned employee role screen Web app An employee will see this screen if the employee logs in before an administrator or manager has entered their username into an OU and given them a role. The page displays contact information for an administrator or administrator group.
Employee Management Dashboard version number Web app Employees can see the version of the web app they are using.
  • Versions use the format X.X.X
  • Version number is displayed in the bottom left part of the agent portal.
Employee Management Landing page Web app

Employee may see a landing page before they log on to Engage.

 

The page includes a button to navigate to the IdP login page, "Login". This mechanism should not appear until the application has loaded sufficiently to proceed with login. The page includes the Engage version number.

Administrator Function

Update Ts and Cs Web app
  • Administrators are able to add new terms and conditions.
  • Text field to enter HTML for Ts&Cs.
  • If there is an existing version of Ts&Cs, the input field shows the current HTML.
  • Mechanism to save or cancel.
    • Save applies changes.
    • Cancel reverts the text in the input field to the current version.
  • Increment version numbers at every update.


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Published on :
Monday, May 2, 2022 5:48:51 PM IST

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