Enterprise Systems Access Request Instructions

New Employee ESA Request

Change/Modify Access

Remove Employee Access


New Employee ESA Request

    1. Go to the Cherwell Customer Portal (sign in using Connections username and password). In the Systems Access Forms section under Services Offered, select New Access Request.

      New Access Request in Customer Portal


    2. Each required field will be outlined in red. Some fields change/appear based on the options you choose. Fill out each item as completely as possible.

    3. If you indicate that this is a Replacement position, you will be prompted to enter the name of the person the new employee is replacing. Enter any part of their name and click the person icon at the end of the box to search the database. A list of possible matches will appear. Click on the appropriate person and click OK.

      Replacement Employee


      Employee Database


      Note: If you choose New Employee you will not see the Replaces prompt.

      New Employee


    4. Fill in the new employee data. CX ID is REQUIRED!  Hiring managers will need to ensure that the new employee has completed the HR process before submitting a form for them. The Department field will only be visible/required for Faculty/Staff at the Webster Groves campus. If you choose any other campus or role, this field will not show up.

      New Employee Data

    5. Clicking the calendar icon in the Effective Date field will bring up a date selector.

      Date Selector

    6. Proceed to fill out the Systems Access and Equipment Required sections. Some fields only show when specific options are chosen. For example, if you choose No for CX (CARS) access, you will see no additional CX-related options.



      No CX Access


      However, if you choose Yes, you will see other questions related to CX appear:


      Yes CX Access

      Notes:

      • If you choose Yes for CX Printing or Department Budget, you will be asked to provide additional relevant information for that request.
      • For the permission to update the Online Directory question, only one person at each site/campus is typically responsible for updating this information. This is the information on this web page -> http://www.webster.edu/directory.html. Only choose Yes for this question if this employee should be that responsible person.
      • If you are requesting a new computer, you will be asked to choose between a Windows/Macintosh desktop or laptop along with an area to specify any additional special requirements for the computer (i.e. special software). Some options may be subject to availability/budget. If there are any questions/concerns about your request, you will be contacted by Information Technology staff.
    7. Near the end of the form you have a place to enter any comments that might help Information Technology in processing the form.

      Additional Comments

    8. Finally, there is the Supervisor Acknowledgement statement which must be checked, as well as the Employee Acknowledgement section.

      • For the Employee Acknowledgement statement, the email address entered should be one to which the employee has immediate access to. This DOES NOT have to be a Webster email address if one has not yet been assigned or the new employee does not yet have access to it. This is meant specifically for the new employee’s personal email address. Please do not put your own email address in this box.
      • The new employee will receive an email to the email address you provide which will ask them to Agree or Disagree to the IT privacy and policy statement.
      • The new employee MUST agree to the privacy and policy statement before the ESA form can be processed. IT cannot begin any work until this approval goes through.
      • Please make sure the new employee is expecting to receive this email and agrees to it as soon as possible.  An example of the email is shown below and it will come from support@webster.edu with the subject line beginning with Webster University ESA Form Approval Required.

 Supervisor Acknowledgement New

When all fields have been completed, click Submit.

Approval Email

Approval Email


Notes:

  • Your name will be listed in the first paragraph letting the new employee know who has requested access for them.
  • The I agree and I DO NOT agree links open up new email messages that the employee will need to send via their email client. The To and Subject lines will already be filled out for them. The employee should be careful not to modify the subject line of this email or type above the “IMPORTANT: Please do not edit…” message in the body of the email.

ESA approval response 

 


Request to Change/Modify Employee Access

  1. Go to the Cherwell Customer Portal (sign in using Connections username and password). In the Systems Access Forms section under Services Offered, select Change/Modify Access.

    Change Access in Portal

  2. Each required field will be outlined in red. Some fields change/appear based on the options you choose. Fill out each item as completely as possible.
  3. You will be asked if the employee will be holding the same position. Choose Yes for this if the employee’s job is remaining the same but they need a change in their current access (i.e. additional permissions).

    If you indicate that this is a Replacement position, which you will be asked if you choose Yes to the question asking if the employee is moving to a different position/department, you will be prompted to enter the name of the person the new employee is replacing. Enter any part of their name and click the person icon at the end of the box to search the database. A list of possible matches will appear in a new window. Select the appropriate person, and click OK.

    Change Employee Data

    Select Remplacement

  4. Fill in the Employee Data section. The Department field will only be visible/required for Faculty/Staff at the Webster Groves campus. If you choose any other campus or role, this field will not show up. Because this is a request to change/modify access, you should already know the employee’s Webster email address. Please make sure to type in the employee’s Webster email address into the Webster Email Address field as this is the address that will receive the ESA Approval email. Please do not type your own email address into this box.

    Employee Data

  5. Clicking the calendar icon in the Effective Date field will bring up a date selector.

    Date Selector


    Note: Some fields only show when specific options are chosen.


  6. Proceed to fill out the Systems Access and Equipment Required sections. Some fields only show when specific options are chosen. For example, if you choose No for CX (CARS) access, you will see no additional CX-related options.

    No CX

    However, if you choose Yes, you will see other questions related to CX appear:

    Yes CX Access

    Notes:

    The Change/Modify System Access form should be filled out by the new manager. If this is a case where the employee is moving to a new department or campus, you may not know which menus the employee had access to previously. This question is not required so leave blank if you are unsure.

    If you choose Yes for CX Printing or Department Budget, you will be asked to provide additional relevant information for that request.

    For the permission to update the Online Directory question, only one person at each site/campus is typically responsible for updating this information. This is the information on this web page -> http://www.webster.edu/directory.html. Only choose Yes for this question if this employee should be that responsible person.

    If you are requesting a new computer, you will be asked to choose between a Windows/Macintosh desktop or laptop along with an area to specify any additional special requirements for the computer (i.e. special software). Some options may be subject to availability/budget. If there are any questions/concerns about your request, you will be contacted by Information Technology staff.

  7. Near the end of the form, you have a place to enter any comments that might help Information Technology in processing the form.

    Additional Comments Change

  8. Finally, there is the Supervisor Acknowledgement statement which must be checked as well as completing the Employee Acknowledgement section.
  • For the “Employee Acknowledgement” statement, the Employee Email field will automatically be filled in with whatever email address you specified in the Webster Email Address field under the Employee Data section. Please make sure you did not put your own email address in this box.
  • The employee will receive an email to that email address which will ask them to Agree or Disagree to the IT privacy and policy statement.
  • The employee MUST agree to the privacy and policy statement before the ESA form can be processed. Information Technology cannot begin any work until this approval comes through.
  • Please make sure the employee is expecting to receive this email and agrees to it as soon as possible. An example of the email is below and it will come from support@webster.edu with the subject line beginning with Webster University ESA Form Approval Required.

Acknowledgement Change

When all fields have been completed, click Submit.

Approval Email

Approval Email

 

Notes:

  • Your name will be listed in the first paragraph letting the employee know who has requested changed/modified access for them.
  • The I agree and I DO NOT agree links open up new email messages that the employee will need to send via their email client. The To and Subject lines will already be filled out for them. The employee should be careful not to modify the subject line of this email or type above the “IMPORTANT: Please do not edit…” message in the body of the email.

    Change Approval Response


Request to Remove Employee Access

  1. Go to the Cherwell Customer Portal (sign in using Connections username and password). In the Systems Access Forms section under Services Offered, select Remove Access.


    Remove Access in Portal

  2. Each required field will be outlined in red. Some fields change/appear based on the options you choose. Fill out each item as completely as possible.

  3. Fill in the Employee Data section. The Department field will only be visible/required for Faculty/Staff at the Webster Groves campus. If you choose any other campus or role, this field will not show up.

    Removal Data

  4. Clicking the calendar icon in the Effective Date field will bring up a date selector.

    Date Selector


  5. You will be asked to specify if the employee is leaving the university entirely or moving to a new department/campus.

    Moving or Leaving

  6. Proceed to fill out the Systems Access and Equipment to Return sections. Some fields only show when specific options are chosen. For example, if you choose No for CX (CARS) access, you will see no additional CX-related options.

    No CX Remove

    However, if you choose Yes, you will see other questions related to CX appear:

    Systems Access Removal

  7. Near the end of the form you have a place to enter any comments that might help Information Technology in processing the form. For instance, you can use this section to specify any special instructions or system/computer related concerns that could not be addressed in the above sections.

    Additional Comments Remove

  8. Finally, there is the “Supervisor Acknowledgement” statement which must be checked.

    Supervisor Removal Req. Acknowlendgement

  9. When all fields have been completed, click Submit.