Enterprise Systems Access Request Instructions | Webster University

Enterprise Systems Access Request Instructions

New System Access Request

Modify CX Permissions

Remove Employee Access


New System Access Request

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

      New Access Request
    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. Specify who you are requesting access for:

      • Current Employee Needing New Access -> Use this for any current Webster employee who needs new access to systems. This includes if an employee moves from one department/campus to another and requires new access. If employee only needs access to network/shared drives, you may use the link to access the Request Network/Shared Drive Access Form. If the employee already has CX access but this access needs to be modified in some way (i.e. access to a new screen), you may fill out the Modify CX Permissions form instead (underneath the main System Access Forms box).
      • New Employee to Webster -> Use this for an employee who is new to Webster. If the employee has a previous student role but never a staff/faculty role, you should choose this option.

        New Access Request
    4. Fill in the Employee Data section. 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 Access Request
    5. Clicking the calendar icon in the Effective Date field will bring up a date selector.

      New Access Request
    6. Proceed to fill out the Systems Access section. Some fields only become visible when specific options are chosen. For example, if you choose No for CX (CARS) access, you will see no additional CX-related options.
      New Access Request

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

      New Access Request

      NOTES:

      • If you choose Yes for CX Printing or Review Department Budget, you will be asked to provide additional relevant information for that request (printer name and budget codes, respectively).
      • For the permission to update the Online Directory question, there is usually one person at each site/campus or department who is typically responsible for updating directory information for individuals at their location. 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.
    7. Proceed to fill out the Equipment Required section.

      New Access Request

      NOTES:


      • If you choose Yes for telephone needed, you will be asked if there is an existing phone and if so, what the extension is.
      • You will see a note that says "A technician will be in contact with you to discuss computer technology needs for this employee." Once the form is submitted and the employee agrees to the privacy and policy email they are sent (more information below), a task will automatically be generated for a technician to contact you to discuss what technology is needed.
    8. Use the Additional Comments box to enter any comments that may help Information Technology in processing the form.

      New Access Request
    9. Finally, there is the Supervisor Acknowledgement statement which must be checked, as well as the Employee Acknowledgement section.

      New Access Request

      NOTES:


      • For the Employee Acknowledgement statement, you should enter the employee's email address for whom you are requesting access. Please do not put your own email address in this box. The email address you enter should be one 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 employee does not yet have access to it.
      • After you submit the form, the employee will receive an email to the email address you provided 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 system access request form can be processed. Information Technology cannot begin any work until this approval goes through.
      • Please make sure the employee knows to expect to receive this email and agrees to it as soon as possible to avoid delays in the request being processed. 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.
    10. When all fields have been filled out, 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 Modify CX Permissions

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

    Modify CX Permissions
  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. Please note you should only use this form for an employee who already has CX access but that access needs to be modified in some way (different permissions, screens, etc.). If the employee has never had CX access, please fill out a New Access Request form instead.
  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. Clicking the calendar icon in the Effective Date field will bring up a date selector.

    Modify CX Permissions
  5. Fill out the CX Permissions to be Modified section. Enter the CX access/permissions that need to be modified for the employee (i.e. if there are menus that need to be removed and/or added).

    Modify CX Permissions
  6. The Supervisor Acknowledgement statement must be checked before submitting the form.
  7. When all fields have been filled out, click Submit

    NOTE: For requests to modify CX permissions, the employee does NOT have to approve a privacy and policy email like is required for new access requests.


Request to Remove Employee Access

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

    Remove System Access
  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. Clicking the calendar icon in the Effective Date field will bring up a date selector.

    Modify CX Permissions

  4. For the last question in this section, you will be asked to specify if the employee is leaving the university entirely or moving to a new department/campus.

    Remove System Access

  5. When this form is submitted, tasks will automatically be generated for Information Technology to check system permissions the employee has access to and for a technician to reach out to you to discuss computer technology the employee has. However, please feel free to use the Additional Comments box if there is any other information or special instructions that may help Information Technology in processing the form.
  6. The Supervisor Acknowledgement statement must be checked before submitting the form.
  7. When all fields are filled out, click Submit.