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MEMBERS AND USERS MAINTENANCE – MANAGING USER RECORDS

HOW TO CREATE A NEW USER RECORD?

1. Click on the MEMBERS & USERS function from the JIRAN system main menu.

2. From the MEMBERS & USERS LISTING screen, click on NEW USER to initiate the creation of a new user record.

3. The system will display the USER DETAILS screen for you to enter the user’s details.

4. Enter the following information to create a new user record:

DATA FIELDS	DESCRIPTION
Email	Denotes the email address of the user
User Name	Denotes the full name of the user
NRIC No	Enter the details of the New, Old or Passport No of the user (omit the dashes for New NRIC values, e.g. 721027076467.
Race	Select from the drop down selection
Gender	Select from the drop down selection
Date of Birth	Select date of birth from the date selection option
Address, City, PostCode	Address of the RA
City	Select from available selection
Postcode	Postcode of the RA address
State	Select from the available selection
Country	Select from the available selection
Nationality	Select from the available selection
Home No	Enter the users home contact no
Mobile No	Enter the users mobile contact no
Office No	Enter the users office contact no
Office Ext	Enter the users office extension no (if applicable)
Fax No	Enter the users fax contact no
Profile Photo	Upload the user’s image Click on UPLOAD once the file has been selected for upload before saving the record. Click on the REMOVE PROFILE PICTURE (below the actual upload image) if the image needs to be removed and/or uploaded again. INote: Only jpeg, jpg, jpe, gif, png file extensions are supported.

5. Click on SAVE to create the user record.

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6. Once the record has been created, the system will display the remaining data entry needed to complete the entry of following user details:

a. Change Password Tab – denotes the password values to be entered by the System Administrators or users.

b. Admin Details – facilitates the classification of user and the security profile assignment.

c. Properties Tab – facilitates the tagging of properties to the user record.

d. Inventories Tab – displays the inventories assigned to a user record.

e. History Tab – displays the historical information of activities carried out against the user record.

HOW TO MAINTAIN THE CHANGE PASSWORD TAB?

1. After the completion of the USER DETAILS tab, switch to the CHANGE PASSWORD tab once it is activated.

2. Maintain the following information on this tab:

DATA FIELDS	DESCRIPTION
Current Password	Enter the current password. When a new user record is created by the RA Security Administrator, this field is not applicable.
New Password	System Administrator or users to enter the new password
Confirm Password	Re-enter the new password again for confirmation

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3. Click on SAVE after these values have been entered.

HOW TO MAINTAIN THE ADMIN DETAILS TAB?

1. After the completion of the CHANGE PASSWORD tab (if applicable), switch to the ADMIN DETAILS tab once it is activated.

2. Maintain the following information on this tab:

DATA FIELDS	DESCRIPTION
User Type	Denotes the classification of the user. Typically user type categories include: · Administrators, i.e. System Administrator’s · Committee, i.e. Committee Members · Guards · Users, i.e. Residents
User Profiles	Determine the user profile to be assigned to the user. This is dependent on the user type classification. The user profile assigned will determine the functions that can be accessed by the users in JIRAN system.
Member	Not Applicable
Active	Not Applicable
Remarks	Additional remarks required to be entered for this record

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3. For GUARDS & COMMITTEE MEMBER records, the following additional fields must be defined:

a. Effective From & To Date, i.e. to denote the period of employment for this individual

b. Employment Remarks, i.e. to include any comments in relation to this individual’s employment with the RA

4. Click on SAVE after these values have been entered

HOW TO MAINTAIN THE PROPERTIES TAB?

1. After the completion of the CHANGE PASSWORD tab (if applicable), switch to the ADMIN DETAILS tab once it is activated.

2. Click on ADD PROPERTY and maintain the following details:

a. Address of the property to be assigned. Select from the available list.

If the address does not exist in the drop down list, please proceed to maintain it in the PROPERTY MAINTENANCE function.

b. Select the resident type from the available selection.

c. Select the effective period of this property record from the date selection option.

3. Click SAVE to create the property record.

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4. Check (R) if the user wishes to:

a. Receive email notifications from the RA Committee

b. Participate in the RA Community forum.

5. Click SAVE to create the overall property information.

6. The creation of a property record will also result in the creation of the corresponding security fees for user’s payment.

7. To remove all assignment of system collaterals, e.g. fees, inventories, residences to the users, the RA Administrators will need to click on DELETE to delete these assignments.

8. When clicked, the RA Administrators will see the following screen:

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9. Click on DELETE to delete these assignments.

HOW TO MAINTAIN THE INVENTORIES TAB?

1. The INVENTORIES tab displays the list of inventories that has been assigned to the user of the property.

2. This assignment is done at the FEES function.

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ABOUT THE HISTORY TAB

1. The HISTORY tab display the historical activities (descending timestamp order) undertaken against the user record.

2. This information is provided for System Administrators and users alike to monitor their activities.

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HOW TO UPDATE A USER RECORD?

1. Select the user record to be updated from the MEMBERS & USERS Listing search option.

2. Update the user record in the respective tabs and click on SAVE to update the user record.

HOW TO DELETE A USER RECORD?

1. Select the user record to be updated from the MEMBERS & USERS Listing search option.

2. Click on DELETE in the USER DETAILS tab to remove the user record from the system.