vos staff guide - 2: my staff workspace...my staff workspace vos staff guide - 2: my staff workspace...

VOS Staff Guide - 2: My Staff Workspace 2-1 V19 – 01/2020

2: My Staff Workspace Chapter Contents

Quick Search ................................................................................................................................. 2-2 My Staff Dashboard ........................................................................................................................ 2-2

Configuring the Dashboard ................................................................................................................... 2-7 My Staff Resources ........................................................................................................................ 2-7

Correspondence ................................................................................................................................... 2-9 Messages ............................................................................................................................................. 2-9 Communication Templates ................................................................................................................. 2-11 My Alerts ............................................................................................................................................. 2-12 Search Lists ........................................................................................................................................ 2-13 Assigned Cases .................................................................................................................................. 2-14 My Reports ......................................................................................................................................... 2-15 My Virtual Recruiter ............................................................................................................................ 2-16 My Preferences .................................................................................................................................. 2-17 My Appointments ................................................................................................................................ 2-18 Upcoming Events ............................................................................................................................... 2-19

Manage Existing Events ................................................................................................................ 2-19 Add New Event ............................................................................................................................. 2-20

My Email Log ...................................................................................................................................... 2-20 My Staff Account .......................................................................................................................... 2-21

Preferences (Landing Pages, Recently Assisted, Case Notes) ......................................................... 2-22 Preferences (Auto Assist Display) ...................................................................................................... 2-23 Preferences (Employer Search Area) ................................................................................................. 2-23 Preferences (Menu Preferences) ....................................................................................................... 2-23 Preferences (Summary and Detail Landing Pages) ........................................................................... 2-24 Staff Signature .................................................................................................................................... 2-24

The first page displayed when you open Virtual OneStop® is the My Staff Dashboard page. It is also the top selection in the first menu group, My Staff Workspace. This chapter briefly describes the dashboard, and the other options available from My Staff Workspace, with a topic for each, describing how they can help you quickly access the features you use most often.

• Quick Search – lets staff find the individual, employer, or provider you need to assist, by entering as little as four characters to find them.

• My Staff Dashboard – displays multiple, simple widgets that provide quick, summary views of data for specific areas, with links to see more details for that area. You can configure how the widgets display, customizing the dashboard for access to the areas you use most frequently. For example, case managers may want to move Staff Productivity and Case Load widgets near the top; staff supporting one-stop events (e.g., Rapid Response or Job Fairs) may move My Calendar and My Correspondence to the top.

• My Staff Resources – is an alternate path for many menu options that access and manage data specific to your schedule or saved tools. This topic will briefly summarize each option available for My Staff Resources, and reference the topic that contains more details, if they are also accessed from a different menu group.

• My Staff Account – lets staff set up preferences for their account, such as default pages you see when you access an individual or employer, sort order for some search results pages, and the arrangement/minimizing of some menu groups.

• Directory of Service – is an alternate path for seeing the menu groups and options as a full page, where each group can be expanded to see short descriptions of each option.

My Staff Workspace


Quick Search At the top right of all Virtual OneStop pages there is a Quick Search link, as well as a Quick Search control on the dashboard and in the My Staff Workspace menu group. This lets you quickly find an individual or employer and assist them. When you enter four or more characters or digits in the search field, the system displays a list of individuals/employers who match the entry. Results are based on the last four digits of an individual’s SSN, an employer’s FEIN, or a match of in other fields. The full range of criteria used in the search can be identified by clicking the Help icon at the right of the search entry field. As staff, you can open this Quick Search tool from the top right of a page, or from the top left (as the first menu item). Both links with search results are shown in the figure below

Quick Search Tool and Search Results

When you click on a desired individual or employer, the system displays the default landing page for that user and you can begin assisting them. For more details on assisting an individual, see Chapter 3 - Manage Individuals; for more details on assisting an employer, see Chapter 16 - Manage Employers.

My Staff Dashboard The My Staff Workspace menu group provides you with quick access to My Staff Dashboard, as well as options for My Staff Resources, My Staff Account, and Directory of Services. The My Staff Dashboard page is a quick way for you to view some common items and information through widgets as soon as you log in (as well as to return to at any time by clicking the option in the My Staff Workspace menu). These moveable widgets provide direct access to information within the system by selecting the appropriate links. They also provide a simple view to a portion of the information (such as the numbers of messages read and unread and the number of new appointments and upcoming events.

My Staff Workspace


Staff Dashboard Showing Commonly Used Widgets

The following is a description of each of the available dashboard widgets: • Active Case Load – Staff can easily identify the number of individual cases they are managing

and quickly access the most important ones. They can view their active caseload by program (e.g., WP, WIOA, TAA, SNAP), or as a total. By clicking the relevant hyperlink on the widget, the system displays a listing of each person in their caseload, by program or in total. From there, they can simply click any link to open the details for the case they want.

Active Case Load Widget and Details

• Staff Productivity – Staff can quickly view indications of their own productivity over the last month broken down by programs (e.g., Generic, TAA, WP, WIOA) and by types of activity in each program (e.g., completed applications, participation records, service enrollments, and outcomes). Staff can also see the numbers for their general case management activities (e.g., case notes, referrals to providers, referrals to internal jobs, to external jobs, and actual job placements for

My Staff Workspace


internal jobs). By hovering over the visual indicators, staff can see the actual number. Staff can change the number of days displayed from 30 to 60 or 90.

Staff Productivity Widgets

• My Report Indicators – Staff have access to a rolling display of current system information based on the following data: Staff Internal Job Placement, Staff External Job Placement, Case Status, and Staff Activity Performance. All views of the widget include quick access to detailed reports related to the displayed information or staff can click to go directly to the Reports area of the system. For more details, see Chapter 29 - Manage Reports.

My Report Indicators Widgets – Four Examples

For example, from the Staff Activity Performance view, clicking the number for previous month displays a detailed Activity Summary Report for each staff member in a region (as shown below).

My Staff Workspace


Staff Activity Summary Report

• My Messages – Staff can quickly view the number of unread and read messages they have in their Message Center. They can click to view the unread of read messages or go directly to the Message Center. For more details, see the topic “Manage Messages” in Chapter 31 - Manage Communications.

• My Correspondence – Staff can quickly view the number of letters and correspondence templates they have created, which are stored in the Correspondence Center. They can click to view the letters or correspondence templates or go directly to the Correspondence Center. For more details, see the topic “Manage Correspondence” in Chapter 31 - Manage Communications.

• My Calendar – Staff can quickly view the number of new appointments and upcoming events on their calendar. They can click any day on the calendar with a hyperlink to view what is scheduled on that day, click to view appointments on their Appointment Calendar or events on their Event Calendar, as well as go directly to the Appointment Center. For more details, see Chapter 32 - Manage Schedules.

My Calendar Widget

• Latest News and Announcements – Staff have access to a small, rolling area that displays timely information controlled through the site’s content management tool. The content management administrator can change the contents at any time to inform staff members of news, announcements, or cautions unique to the site. Each message can contain links to internal and

My Staff Workspace


external content. When an administrator has not posted news or announcements recently, the system will not show the widget on the dashboard.

• Need help or more information – Staff have quick access to the Assistance Center or the Learning Center for technical assistance, including online tutorial videos. For more details, see the topics “Assistance Center” and “Staff Online Courseware” in Chapter 33 - Other Staff Services.

• Labor Market Services – Staff can click links to access important labor market information. For more details, see the topic “Labor Market Services” in Chapter 33 - Other Staff Services.

Labor Market Services Widget

• Saved Lists – You can quickly assist previously assisted users, directly from the dashboard, because the system automatically displays the following information:

The last five individuals you have assisted The last five employers you have assisted Any user lists that you have saved, filtered by the type of list selected (e.g., Providers).

Saved Lists Widget

My Staff Workspace


• Scheduled My Reports – Staff have quick access to all the reports they scheduled through their My Reports options that are currently completed and available. For more details, see the “My Reports” topic in Chapter 29 - Manage Reports.

• Surveys – Staff may have access to information about surveys that are available in the system, if their site is configured for it. For more details, see the topic “Manage Satisfaction Surveys” in Chapter 25 - Manage Follow-Up and Surveys.

Configuring the Dashboard Staff have several options to configure the dashboard so that information displays where they want it. By clicking the Configure Dashboard Widgets link (below the displayed widgets), staff can check or uncheck the widgets they wish to display or hide from their dashboard. In addition, staff can perform the following:

• Click the minus sign (-) at the top left of each widget to minimize it. • Click the X at the top right corner of each widget to close and remove it from the dashboard. • Click in the title bar of each widget and hold it (displaying the move symbol, ), to move it to

another location on the dashboard.

Configure Dashboard Widgets Menu

Note: Depending on the system configuration, the specific widgets available may vary. In addition to expanding and collapsing the dashboard widgets, staff can also expand or collapse items on the left menu, as well as move them based on personal preferences. For more details, refer to the topic “Using the Footer Toolbar (Changing Settings)” in Chapter 1 - Overview.

My Staff Resources The My Staff Resources option is a quick way to access and manage data specific to your schedule or saved tools. Select options under My Staff WorkspaceMy Staff Resources. The figure and bulleted list below indicate the options available from the My Staff Resources page. Each option is described, briefly, in a topic following the figure and list. Note: Some of these options are also available from other menu groups (e.g., from the Communications

menu group). For those options, the topic in this chapter will reference the related chapter for more details.

My Staff Workspace


My Staff Resources Options Page

Staff may choose from the following My Staff Resources options: • Correspondence – Manage the letters that you can create and save in the system. For details,

see the topic “Managing Correspondence” in Chapter 31 - Manage Communications. • Messages – Communicate with other case managers, employers, or individual users, and

receive message alerts, if applicable. For details, see the “Messages” topic on page 2-9. • Communication Templates – Maintain the communication/correspondence templates you have

created. For details, see the “Communication Templates” topic on page 2-11, and the topic “Managing Templates” in Chapter 31 - Manage Communications.

• My Alerts – View existing alerts and change staff alert subscriptions based on members of your caseload. For details, see the “My Alerts” topic on page 2-12.

• Search Lists – View/delete individual and employer search list results you have saved. For details, see the “Search Lists” topic on page 2-13.

• Assigned Cases – Manage any cases currently assigned to you. For details, see the “Assigned Cases” topic on page 2-14.

• My Reports – Access any standard reports results you have saved. For details, see the “My Reports” topic on page 2-15.

• My Virtual Recruiter – Create and maintain the automated job searches that you can set in the system to run daily, weekly, or monthly based on saved search criteria.

• My Preferences – This is an alternate method for accessing the Preferences link displayed at the bottom of every page (previously covered in Chapter 1).

• My Appointments – View and manage appointments set with individuals, employers, or other one-stop staff. For details, see the “My Appointments” topic on page 2-18.

• Upcoming Events – View and manage scheduled events that may include scan card events. For details, refer to the “Upcoming Events” topic on page 2-19.

• My Email Log – View emails that you have sent or received using the system.

My Staff Workspace


Correspondence The system lets you access and manage letters you have sent from My Staff Resources, as well as from the Correspondence option under Communications.

To access your correspondence:

• Select My Staff ResourcesCorrespondence from the left menu. A list of the letters that you have created in the system is displayed (as shown in the following figure).

Note: The system initially filters the list to only current letters. You can filter the list for deleted letters or all letters. If you filter on all, deleted letters will show in italics.

Correspondence List Page

From this page, you can access the following services: • Download – From this Download column, you can click one of the links to open a separate pop-

up display for saving the letter content to your computer or an external drive, in a specific format (PDF, HTML, Word, or RTF).

• Copy – Opens the letter as a form in edit mode, with the Letter Name and the Recipient Type blank. You can edit and press Save to create a new letter with that name.

• Edit – Opens the letter and allows you to make changes to it. • Delete – Select checkboxes for letters you wish to remove from the list and click the Delete link. • Create New Letter / Print Mailing Labels – This button at the bottom of the page creates a new

form letter or mailing labels for selected recipients (by pressing the Create button at the bottom of the page).

See the topic “Managing Correspondence” in Chapter 31 - Manage Communications for more details.

Messages The system lets staff view and delete messages to and from other case managers, staff, individuals or employers, as well as received message alerts.

To access your messages:

• Select My Staff ResourcesMessages from the left menu. The Messages list displays all of your Inbox messages (as shown in the following figure).

My Staff Workspace


Messages List Page

The following is a list of some of the navigation, selection, and action controls you use from the Messages list. For more details, you can also access Chapter 31 - Manage Communications.

• Folder Tree: A navigation panel on the left side of the messages help you to select the messages to be displayed in the list page. Options include:

Inbox – Displays the inbox messages you have received and that are currently active, both read and unread.

Deleted – Displays messages that you have received, but deleted from your Inbox. Drafts – Messages that you have created, but not sent. Junk – Messages that the system has prevented from being displayed in your Inbox. These

messages may be suspicious or “junk” mail. Sent – Displays messages that you have sent. Purged – Displays messages that you have removed from a user's Inbox using the purge

process. Purged messages are still stored on the system, but are not able to be viewed by employers or job seekers.

• Closed envelope – Displays if the message has not been opened or read. • Open envelope – Displays if the message has been read. • Msg Date – Allows you to filter how far back to see messages. • Page – Allows you to go to a specific page in the list of messages. • Rows – Allows you to set how many messages display per page. • Delete – Allows you to check boxes next to the messages and click the Delete Selected Item(s)

link (in all but Deleted view). • Purge – Allows you (as staff) to view items that have been purged from the Deleted folder.

Some items to note in addition to these messages: • Who the message is From, the Subject of the message, and the Date it was sent are displayed. • To view the contents of a message, click the name of the message in the Subject column. To

delete a message from your Inbox, select the checkbox for that message and then click the Delete link at the bottom of the messages list.

My Staff Workspace


• To communicate with other staff, employers, or job seekers registered in the system, click the Create New Message button.

• Click the Show Filter Criteria link to view messages in a specific date range.

Note: If you have new or unread messages when you log in, a message alert pops up to notify you. Click OK to open the Message list page.

Communication Templates The system includes a Communication Templates component that lets staff create templates for sending form letters to individual clients, employers, other staff members, or providers.

To access your templates (and the default system templates):

• Select My Staff ResourcesCommunication Templates from the left menu. A list of letter templates displays (as shown in the figure below).

Correspondence/Letter Templates List Page

From this page, you can access the following services: • Create a New Template – Click the Create New Template button to create a new template. • Edit a Letter Template – Click the Edit link in the Action column to open the template/form letter

in edit mode. • Preview a Letter Template – Click the Preview link in the Action column to preview the

template/form letter (in a preview box that does not allow changes, and displays how the letter will print).

• Copy a Letter Template – Click the Copy link in the Action column to open the template/form letter in edit mode, but with the Letter Name blank. Enter a new name and click the Save button to create a new template with that name.

• Delete a Letter Template – Click the checkbox for the template you want to remove from the list, and then click the Delete link. (This is only available for templates you created—not templates that are shared.)

My Staff Workspace


Note: Letters generated and sent using correspondence templates which include “MY” variable (e.g., ##MYFULLNAME##, ##MYEMAIL##, ##MYSIG##), will always be filled in with the name, email address, signature, etc., of the person who is logged in and sending the letter. This is true no matter who has created the letter template.

You can select one or several criteria to filter the templates by clicking the Show Filter Criteria link, selecting the criteria, and then clicking Filter to relist the templates for those criteria.

See the topic “Managing Correspondence Templates” in Chapter 31 - Manage Communications for more details on each service.

My Alerts The system lets you define thresholds for staff alerts you will receive for specific individual and employer actions. The system will send you a message when these actions have already occurred or are about to occur. You may be able to set some alerts to occur once, or repeatedly, based on a user-defined duration. You can modify your alert subscriptions at any time. Note: You may only receive staff alerts for members of your caseload, which means you must be an

assigned case manager. If customers belong to a case assignment group, only the group lead receives these alerts.

To access your alerts: 1 Select My Staff ResourcesMy Alerts from the left menu, or…

Select CommunicationsAlertsMy Alerts from the left menu.

A list displays the alerts you have chosen to receive (as shown in the figure below). 2 Review the list for alerts you want to change. 3 Press Modify My Alert Subscriptions (bottom of the page). 4 From the displayed Alert Subscriptions page, adjust your alert subscriptions settings.

Note: For more details on the full description of managing My Alert subscriptions, as well as system alerts and text watch alerts, you can also access the topic “Managing Alerts” in Chapter 31 - Manage Communications.

For more details on creating/editing staff alerts, you can also access a video in the Learning Center, on My Staff Alerts.

My Staff Workspace


My Alerts and the Manage Alerts Subscriptions Page

Search Lists The system lets you view and delete the search lists that you have saved during your searches for individuals or employers, as well as allowing you to add new individuals to your individual search lists, delete multiple selected users from saved search lists, and upload lists of individuals or employers via Excel files.

To access your Search Lists:

• Select My Staff ResourcesSearch Lists from the left menu. A list displays any Individual or Employer searches that you have saved (as shown in the following figure).

My Staff Workspace


Saved Search Lists

In the Action column, you can:

• Click Delete to remove the search list. • Click Select to display the list of saved search results (e.g., the individuals originally saved to a

list for an Assist Individuals search). You can add or delete individuals as shown below. Clicking Select for an individual or an employer search list opens a page of saved results similar to the results that you see when you complete a standard search to assist an individual or to assist an employer. The page of individuals, or employers, includes the ability to check boxes and delete selected individuals, or employer, from the search list, and the ability to add individuals or employers to the list. See Chapter 3 - Manage Individuals, or Chapter 16 - Manage Employers, for more information on the search list details for each and how you can add new users to the list.

Assigned Cases The system includes an Assigned Cases component that lets staff quickly access a list of all the individuals for whom they are currently an assigned case manager.

To access your cases:

• Select My Staff ResourcesAssigned Cases from the left menu.

A list displays the individuals for whom you are the assigned as the case manager (as shown in the following figure). The Assigned Cases list is similar to any other Search Results List for individuals (with the Search Criteria being you as the staff who is the assigned case manager).

My Staff Workspace


Assigned Cases Results Page

The displayed page is the search results page for an individual search. The results are identical to those you will get if you select Manage Individuals, and pick the “Select Me” link for Assigned Case Manager in the staff criteria at the bottom of the Advanced Search Parameters page.

Notes: If the Right To Work Flag option exists for your system, an additional RTW column will appear, and you will be required to validate the current citizenship and RTW status for any individual with the RTW flag set to “No.” For details, see the topic “Right To Work Validation Flag” in Chapter 3 – Manage Individuals.

See the topic “Assisting an Individual” in Chapter 3 - Manage Individuals, for more details on finding individuals based on the assigned case manager, along with other possible criteria.

My Reports The system lets you view and maintain any standard reports that you have saved with configuration/options selected, or any saved reports that others have shared with you.

To access your saved reports:

• Select My Staff ResourcesMy Reports from the left menu. A list displays the reports that you have saved, and the reports that have been saved and shared:

My Staff Workspace


My Reports Page

From this page, you can: • Update Filters – Opens the report options page with display filter options set to those for the

saved report. • Display Report – Generates and displays the report with the saved options. • Edit – Opens the box for changing the saved report’s Name/Description, and indicates if it is

shared.

Edit Report Description Page

• Delete – Deletes the saved report from the list. • Schedule – Certain reports can be scheduled to run as a batch time with specific run-time

parameters that can be defined. This may include Frequency (one time, weekly, monthly), Duration (begin and end date), and Report Format (PDF, Excel).

My Virtual Recruiter The system lets staff create and manage résumé and job search alerts for themselves. The initial list page will look similar to the individual and employer Virtual Recruiter page, except that it will display the lists for both job search and résumé Virtual Recruiter alerts that the staff member created.

My Staff Workspace


To access My Virtual Recruiter:

• Select My Staff Resources My Virtual Recruiter from the left menu. A list of the alerts that you have created in the system for yourself – rather than for individuals or employers – is displayed (as shown in the following figure).

Virtual Recruiter Job Search and Résumé Alerts - List Page

To create a new automated alert: 1 Click the Create new Job Alert or the Create new Résumé Alert button. 2 Perform the search with desired criteria and click the Save Search button from the results. 3 Enter the title, frequency, and other data in the Virtual Recruiter Information area and click Save.

To view detailed information about the Virtual Recruiter alert, click on the name of the alert in the Title column. Other information about your Virtual Recruiter alerts that appear includes when the alert Expires, how often it is Scheduled to run, when it will Next Run, and the type of Notification you will receive.

Clicking Run in the Action column will immediately launch the Virtual Recruiter you selected. To remove a Virtual Recruiter alert from the system, check the box for that alert and click the

Delete link at the bottom of the table.

Notes: For more details on creating automated job searches, you can also see the topic Saving a Job Search, in Appendix A. Also, see the video in the Learning Center, The Virtual Recruiter for Individuals.

My Preferences The My Preferences link was previously discussed in Chapter 1. My Preferences on the My Staff Resources fly-out is an alternate method for accessing the Preferences link, which is displayed at the bottom of most pages. This allows the staff member to adjust system default settings for display screens in the system. This includes their view of themes, languages, and fly-outs in the left menu, as well as the

My Staff Workspace


ability to open a Menu Configuration page to define which staff menu groups are expanded or collapsed, or in what order the groups are displayed.

My Appointments The system lets you enter and keep track of appointments related to your tasks.

To access your appointments:

• Select My Staff ResourcesMy Appointments from the left menu. A calendar displays the current month’s appointments (as shown below).

Appointments Calendar Page

Note: The navigation, selection, and action controls you use from the Appointments Calendar are identical whether accessed from My Staff Resources or from Manage Schedules. For more details, see the topic “Appointment Calendar” in Chapter 32 - Manage Schedules.

From the calendar, you can: • Use controls on the top of the calendar to move to calendar pages for different months/years. • Use a drop-down to select Detailed List View to display your appointments as a list similar in

function to the Message List page. • Click on an appointment (from the calendar page) to open an Appointment Details page for that

appointment. The Appointment Details page is similar to a filled-in Add Appointment page except that the person viewing the appointment, and when it takes place, will determine if any controls are still active on the Appointment Details page.

My Staff Workspace


Upcoming Events The system lets you view upcoming events (such as training classes or workshops) that you or other one-stop personnel have identified for posting.

Note: The navigation, selection, and action controls you use from the Events Calendar are identical whether accessed from My Staff Resources or from Schedules. For more details, see the topic “Events Calendar” in Chapter 32 - Manage Schedules.

From the Events calendar, you can:

• Use controls on the top of the calendar to move to calendar pages for different months/years, or change the appearance of the calendar.

• Use a drop-down to select a Detailed List View to display calendar events as a list similar in function to the Message List page.

• Select from a list of Filter Criteria to limit what is shown on the Events calendar.

To access the events calendar:

• Select My Staff ResourcesUpcoming Events from the left menu, or • Select Manage Activities Events from the left menu, or • Select SchedulesEvents Calendar from the left menu.

A calendar displays the current month’s events (as shown in the following figure).

Upcoming Events Calendar Page

Manage Existing Events From the Events calendar, you can:

• Use the expandable filter controls to filter for regions and event types.

My Staff Workspace


The filter can be expanded or collapsed with a click at the top of the list to filter the type of event to display, as well as the region or offices associated with the event.

• Use controls on the top of the calendar to move to calendar pages for different days/weeks/months/years.

• Click on an Event to open a details page. From the Event Details page, you can:

• See details of the event description, class size, frequency and duration times, location, etc. • Click Manage Attendees to register an individual or employer for the event. • Click Return to Calendar to redisplay the calendar.

Note: For more details on managing or adding events, see the topic “Events Calendar” in Chapter 32 - Manage Schedules.

Add New Event The event calendar lets staff mass-communicate service offerings to their customers. The process of creating a new calendar event, whether a true scan card event or not, involves a series of steps on pages of an Event wizard. The wizard moves staff through each step to define the new Event. For more details on the Events Calendar, and the wizard, see the topic “Add a New Event” in Chapter 32 - Manage Schedules.

Event Information Page of Event Wizard

My Email Log The system displays a listing of the emails you have sent and received using the system, and allows you to view the contents of the message.

To access your email log:

• Select My Staff ResourcesMy Email Log from the left menu.

My Staff Workspace


Email Log Page

The page lists the Recipient, Subject, Date sent or received, and Status for each email. Click the View link for an email to view details of the message.

My Staff Account Selecting My Staff Workspace My Staff Account from the left menu opens the staff member account page. From this page, you can change some default information about how you log into the system, the name associated with you (as it displays in staff fields), and what defaults are used when you search for and assist individuals or employer. From this page, you can:

• Enter changes to your password • Change your first and last name (as seen by the system and by other registered users) • Change address information • Change contact information.

Phone Numbers Email address

Note: The email address entered here may be used in areas that create the sending of an email notification to a staff member or case manager.

• Change some system preferences, like the summary and detail links for landing pages, which can be selected as links, in the listed results for a user search.

My Staff Workspace


Update My Account Page

Preferences (Landing Pages, Recently Assisted, Case Notes) Landing Pages A particularly useful and often overlooked preference at the bottom of the My Staff Account page is the ability to determine the landing page that you will first see, by default, when you click on a user’s name (from a search list) to assist an individual or an employer. As indicated in the figure above, this lets you select the initial page that will display when you select the individual or employer to assist. For example, you may prefer to see the Case Management Summary tab, or the Programs tab, or one of the other profile pages as the default page. Most Recently Assisted Staff can also determine how many individuals or employers are listed in areas of the system where the most recently assisted individuals/employers are displayed, such as on search pages. The minimum number for this setting is five and increases in increments of five, up to a maximum of 25. Case Notes Sort Order Staff can select preferences for how the system sorts case notes the staff member creates for individuals, employers, and providers. Case notes can be sorted by either contact date or create date, and in ascending or descending order by date.

My Staff Workspace


Preferences (Auto Assist Display) When staff assist an individual or employer and search for their name, a results page displays. By clicking on the correct name from that list, the system default will bring up the indicated landing page. When the search results in only one individual or employer, staff can change the radio button to go straight to the landing page, bypassing the list of results.

Auto Assist Options for Individuals or Employers, Display Results

Preferences (Employer Search Area) You can specify the geographic location you want the system to use when performing searches for employers by clicking the link in the Area field.

Preferences (Menu Preferences) Staff members can adjust the order of the groups of menu items that display in the left menu. They can also define whether each of these menu groups display expanded, collapsed, or do not display at all. For example, if the individual staff member cannot perform functions associated with scanned or acquired documents images, they may want to choose Not Displayed for the Staff Menu Configuration for Manage Documents, or they may want to change the order in which that group displays using the drag-and-drop ability (as indicated in the following figure).

My Staff Workspace


My Staff Account – Menu Preferences

Note: This preference ability for navigation is also possible from the Preferences link that displays on the bottom of each page when assisting an employer or individual.

Preferences (Summary and Detail Landing Pages) Staff members can determine the information that is displayed when viewing search results in both Summary and Detail views by selecting from a list of checkboxes on the My Staff Account preferences page, as shown in the following figure. The links to specific tabs or locations under the Action column can be different in the Summary view of the resulting user names than in the Detailed view, and there can be from one to five links, which can be configured uniquely for the staff member in the Preferences section of their Staff Account preferences.

My Staff Account Preferences – Summary and Detail Search Results Options

Staff Signature If your system includes configuration for digital signatures, then with the addition of a low-cost signature pad, your staff signature can be created and stored online within a digital version of a document. This eliminates the need to provide a hard copy first since signatures can be entered on the digital document stored within the system The first step (as staff) for attaching your digital signature to documents, is to attach the digital signature pad (with a USB connection) and then create and store your signature from the link at the bottom of the My Staff Account page.

My Staff Workspace


Digital Staff Signature

The Digital Signature link will open a blank signature block the first time you click it. You can then use the signature pad to sign and then save the signature. At any time, you can return to the signature block to see the saved signature, or to update it with a newer signature. The stored signature can then be used in other areas where a signature is required (e.g., when you create a printable copy of an individual’s WIOA Application).

Note: In order to capture digital signatures, if the related signature pad software is not already installed, you need the Topaz signature pad and the e-signature software installed on your computer. You can install by clicking on the Topaz Setup Program link to start downloading the program. This link will normally display in the Staff Signature area if your system is configured for digital signature, but you have not yet installed the signature pad.

The system stores digital signatures for staff only, not individuals. For example, when staff create a printable copy of a WIOA Application, they can choose to attach their saved signature. The system will also let the individual sign their name to be included in the Application Form. However, the individual’s signature will not be stored.

My Staff Workspace
