Site Coordinator Instructions - Personal Property Registry Manual

Site Coordinator Instructions - Personal Property Registry Manual
Alberta Personal Property Registry Electronic System
(APPRES)
______________________________________
Site Coordinator (ROL)
User Guide
This package provides step by step instructions on how to approve an affiliation request
from within the Alberta Personal Property Registry System (APPRES).
This package should be provided to the individual(s) in your organization that has been
designated as the APPRES site coordinator.
ROL APPRES Site Coordinator Instructions
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Getting Started
The instructions in this package are intended for your APPRES site coordinator and detail
in step by step format how to approve a request for affiliation to your organization from an
employee.
An APPRES site coordinator is the individual that is responsible for reviewing, approving,
rejecting and terminating access to APPRES for an employee.
Approval of Site Coordinator
PLEASE NOTE:
Approval of a designated site coordinator is performed by Personal Property Registry
(PPR) staff. Contact PPR in the method described below if you are the designated site
coordinator and require approval.
In addition, there must be a pending request for affiliation to enable PPR staff to approve
you as a site coordinator. This means you have obtained an ASAS User ID, enrolled in
APPRES and requested affiliation to your organization.
If you are the designated site coordinator for your organization and require approval please
send an email to Personal Property Registry at [email protected] and
include the following details:
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

Personal Property Registry Client Account number
ASAS User ID (refer to the ASAS information package for information on how to
obtain this)
Your name, address and phone number
Affiliation code for your organization
If you do not have access to an email account, please fax the details on your organization
letterhead to (780) 422-1091
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ROL APPRES Site Coordinator Instructions
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Login
To approve a request for affiliation you would begin by logging onto APPRES. Navigate to
this location to begin:
https://appres.reg.gov.ab.ca
Supply your ASAS User ID and password and click “Login” to continue.
Supply your ASAS User Id and
password and click login to begin.
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ROL APPRES Site Coordinator Instructions
__________________________________________________________________________________________________________
Security Activities
Once logged in maneuver your cursor over the “Menu” text located in the upper left hand
area of the screen. A dropdown list will appear, move your cursor down to “Security
Activities” and click to continue.
PLEASE NOTE:
You will only have the Security Activities option if you are the site coordinator. If you are
the site coordinator for your organization and do not have this option contact Personal
Property Registry staff as described in the “Getting Started” section earlier in this material
to obtain this option.
Click Security Activities to continue.
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ROL APPRES Site Coordinator Instructions
__________________________________________________________________________________________________________
Maintain Affiliation
It may take several seconds before the Security Activities page is displayed. Click “Go”
beside Maintain Affiliation to continue.
Click “Go” to continue.
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ROL APPRES Site Coordinator Instructions
__________________________________________________________________________________________________________
Maintain Affiliation - Browse
The affiliation code for your organization is the default search criteria and cannot be
changed. Clicking “Search” will return all users affiliated to your organization regardless of
their status.
You can choose to filter the request to a specific user of your organization or by an
affiliation status by supplying one or more of the following:



APPRES User ID
Affiliation status
ASAS User ID
For the purpose of this example, the affiliation status “Requested – Pending Approval” has
been selected. Click “Search” to continue.
Click “Search” to continue.
You may choose to filter the list to
view only those requests that are
pending approval by selecting this
status.
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ROL APPRES Site Coordinator Instructions
__________________________________________________________________________________________________________
Pending Approval
A Security information warning dialogue box may appear, click “Yes” to continue.
The page should refresh with any request for affiliation that is pending approval of the site
coordinator.
To review / approve the pending request, click on the hyperlink under “Affiliation Code” for
a specific user. In this example there is only one user in the list.
Click on the affiliation
code to continue.
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ROL APPRES Site Coordinator Instructions
__________________________________________________________________________________________________________
Maintain Affiliation
The page will refresh and detail about your organization and the user requesting affiliation
should appear under “Affiliation Information”. You should carefully review this information
to ensure this is a user you wish to approve. Once approved a user will be able to sign
onto APPRES and perform search and registration functions (if the user is accredited for
registration functions). The charges incurred are the responsibility of the organization.
If you wish to approve the user, change the affiliation status from “Requested – Pending
Approval” to “Approved” by clicking in the radio button to the left of “Approved”.
The “Role Assignment” section that appears below the “Affiliation Information” section is
explained in detail later in this material.
Click beside the “Approved” text to
continue approval process.
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ROL APPRES Site Coordinator Instructions
__________________________________________________________________________________________________________
Role Assignment
Role Assignment is the list of tasks that a user may be able to perform. A user will only be
able to perform an accredited task as long as that user has been accredited for it even if
you grant that user the role assignment in this process.
The role assignments available to a user will default to those that your organization has
been authorized to perform. You may choose to remove or grant a user the ability to
perform one or more role assignments by adding or removing the checkmark from beside a
specific role assignment. (Please see Description of Role Assignment section later in this
material for a detailed explanation of each role and the affect of adding or removing a role.)
Role assignments that are considered optional will appear without a checkmark in the box.
If you wish to grant a user an optional role assignment click in the box beside the role
assignment(s) you wish to grant. (In this example all the roles were granted to this user)
Click “Save” to continue.
Click “Save” to continue
approval process.
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ROL APPRES Site Coordinator Instructions
__________________________________________________________________________________________________________
Approval of Request - Save
The page will refresh and you will need to confirm the role assignments (or changes) you
have granted this user.
Click “Continue” to complete the approval process.
Click “Continue” to
complete save.
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ROL APPRES Site Coordinator Instructions
__________________________________________________________________________________________________________
Approval of Request - Complete
The page will refresh and the affiliation status for this user has been updated to “Approved”,
this user will now be able to access APPRES. It is recommended that the site coordinator
notify the user of the approval.
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ROL APPRES Site Coordinator Instructions
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Description of each Role Assignment
A role assignment allows a user to perform functions on APPRES. Granting or removing
certain role assignments may affect other role assignments even if a role assignment has
been granted to a user. For example, if you remove the role assignment “Search
Transmitting Party User” the user will not be able to perform a search even if a search type
role assignment has been granted. The following is a brief description of each role
assignment and the effect of removing (or adding) the role assignment.
Account Holder
This role assignment allows a user the ability to view “Browse Client Account” information
under the Finance Option on the Registries Activities page.
This role assignment is optional, by default this option is not checked, if you wish to grant a
user this role assignment scroll to the bottom of the list of role assignments and click in the
checkbox to the left of the text “Account Holder” click save and continue to grant complete
the process.
If granted this role assignment the user will see this under Finance Options:
If not granted the user will have this selection:
Report Requestor
The role “Report Requestor” allows a user to request the Expiring Registration Number
report. It is recommended that the Report Requestor role remain checked.
Register Transmitting Party User
This role allows a user to perform registration functions which include the ability to submit
financing statement(s), financing change statement(s), or reregister an expired or
discharged registration.
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ROL APPRES Site Coordinator Instructions
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The role “Register Transmitting Party User” allows a user to perform one or more of the
registration types listed below. Removal of the Register Transmitting Party User role will
prevent a user access to any of the registration types even if those roles are granted to a
user.
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Security Agreement
Garage Keeper’s Lien
Crown Charge
Land Charge
Sale of Goods or Factors Act
Statutory Charge
This is a mandatory role assignment and will always remain checked. You may choose to
remove one or more of the registration types if necessary. The registration type removed
will not appear in the list of registration types available to a user
Re Register an Expired or Discharged Registration
This role allows a user to register to re register a registration that has expired or been
discharged in the past 30 days. To successfully submit a re registration of an expired or
discharged registration, the user must also have accreditation for the registration type. It is
recommended that this role be granted to a user.
Search Transmitting Party User
This role allows a user to perform one or more of the search types listed below. Removal
of the Search Transmitting Party User role will not allow a user access to any of the search
types even if a search type role assignment was granted to a user.


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Business Debtor Search
Certificate of Expired or Discharged Registration Number Search
Individual Debtor Search
Registration Number Search
Serial Number Collateral Search
Below is what would appear under “Search Options” on the Registry Activities page if this
role was removed:
It is recommended that the Search Transmitting Party User role always remain checked.
You may choose to remove one or more of the search types listed. The search type
removed will not appear in the list of search types available to a user.
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ROL APPRES Site Coordinator Instructions
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PLEASE NOTE:
You may wish to consider limiting the ability to perform a Business Secured Party search to
certain users in your organization. This search retrieves all registrations where your party
code had been used to record the secured party details during the registration process. The
fee for this search is $3.00 plus .50 cents for each registration returned. Depending on the
volume of registrations your organization performs, initiating this search could be very
costly.
Supervisor
This role allows a user to reassign financing statement(s) or financing change statement(s)
that are in a draft status to another user within your organization. This is a recommended
role.
Upload Electronic PPR Statement
This role allows a user to upload a file containing a security agreement financing statement
or financing change statement. This process uploads the financing statement / financing
change statement into a draft status in APPRES. This is a recommended role.
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ROL APPRES Site Coordinator Instructions
__________________________________________________________________________________________________________
Updates to Affiliation Status
It is the responsibility of the site coordinator to update the affiliation status to ensure a user
no longer has access to APPRES. To update an affiliation status you would navigate to the
Maintain Affiliation screen and supply the ASAS User ID of the user that you wish to
update.
Failing to update the affiliation status for a user that should no longer have access to
APPRES may result in the user continuing to access APPRES and charges being applied
to your client account.
Click in the appropriate radio button and click save and continue to update the status.
Click in radio button to
reflect appropriate status.
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