eComm specialists submit provisioning requests throughout the month, after the following are completed:

• Relevant Percipio courses must already be completed (confirmed via dates provided and file uploads to the user's license record), and
• A signed user agreement (both the user and their supervisor must sign the agreement)

The System team then addresses these requests in a single batch during the first week of each month. New users will get their credentials and training materials around the 5th of the following month.

How to submit a provisioning request

Review Contact

Before submitting a request, it's important to confirm that you're provisioning the correct person based.  on their employment with CU. To do so, view the Contact record along with the Related tab.

1. Does their university email populate in a university email field? For example, a CU Boulder employee should have a UCB Email populated.
2. Do they have an employee ID?
3. Do they have an active CU Employment record?*

Submit Request UPDATE

• Scroll to the bottom of the Contact to the Provisioning field and click on "Click Here to Provision or Deprovision"

• Choose Provision and select Next

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• Review details of current access (if relevant) and select Next.

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• Populate eComm specialist information:
  • Affiliated Campus
  • eComm Specialist
    • Additional eComm Specialists (if applicable)

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• Add user information, including:
  • eComm Role
  • What do you want this user to have access to?
  • Business Unit
  • Public Group
    • New Public Group (if applicable)
• Select the Next button

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ADD PERCIPIO & AGREEMENT DETAILS

• Use Global Search
• Navigate from the License

• Search by name or email address in the top bar. Select the Contact's name

• Confirm it's the right Contact by checking the License record on the Related tab (instructions in next section)

• Select the Content name from the License record

• Navigate to the Related tab of the Contact
• Hover Campaign History to find the eComm User Agreement Campaign with the date/time signed
• You may need to View All to see this Campaign

View Individual License Record

• After opening a Contact, navigate to the Related tab
• Hover Licenses and select the License Number to see the full License record

View Pending Requests

• Pending provisioning requests can be viewed on the first row of the license dashboard [3].
• The second row of the Dashboard indicates those without completed pre-access requirements who will be held until the following month. REMOVE  FROM DASHBOARD!! UPDATE IMAGE BELOW
  • View details on the license or contact for which requirements are out-of-date.

View Existing Users

• To view a list of your active users, view the license Dashboard [3], scroll to the last row
• View active licenses and select the license number to see full details

Provisioning

Last Day of the Month

• Provisioning requests MUST be provided by the last business day of the month to be addressed during the first week of the following month. 

Around the 5th of the Month

• New users can anticipate credentials around the 5th of the month.
• eComm specialists are CC-d on the first new user emails, including credentials, reminders to complete the quiz, and when they complete the quiz. 

Deprovisioning

60 Days After Getting Provisioned

• New users who fail to complete training and the quiz after 60 days should be deprovisioned (per the user agreement). The eComm specialist should 1) intervene when CC-d on 4 reminders to complete the quiz and review ROW ??? of the license Dashboard to see when the 60 days have passed.!!!!

Six months After Not Logging In

• Users who do not log in for six months should be deprovisioned (per the user agreement). eComm specialists are encouraged to audit this information in each tool.

Percipio Course Compliance

• Users must re-take the pre-access Percipio courses every 1-2 years. The system office automatically sends reminders to users annually and will reach out to an eComm specialist when a user is no longer compliant and therefore needs to be deprovisioned. The eComm specialist is given a last opportunity to encourage the user to complete the necessary courses before being deprovisioned.

Four Steps to Get Started with eComm for New Users [4]

STEPS 1 & 2 | Discovery & Pre-Access Requirements

• eComm specialists should submit a provisioning request after meeting with a potential user for discovery [5], an important step to ensure eComm is the right fit. Pre-access requirements [6] must be completed by the last business day of the month for provisioning to occur during the first week of the following month.

STEP 3 | Login Details, Training & Quiz

• The System team will notify new users when their credentials are ready (around the 5th of the month) with the eComm specialist CC-d. New users will also receive relevant training courses and a short post-training quiz, to be completed within the first month.
• Once new users complete the post-training quiz, they will be granted access to send Marketing Cloud emails and/or have Cvent events approved. They will be notified via email (with their specialist CC-d) and provided with continued training resources.

View Emails New Users Receive [7]

Submit Deprovisioning Requests UPDATE IMAGE!!!

• Change the dropdown option to Deprovision

• Verify the tools in which the user is currently licensed so you know what to remove. 
• Check the applications to remove and select Next

View Pending Deprovisioning Requests

• Scroll to the 3rd row on the license dashboard [8] to view deprovisioning requests that will be addressed during the first week of the following month. Note, Salesforce is deprovisioned immed!!!!! UPDATE IMAGE

Chatter Free Users

Many users have a license in Cvent ONLY - and thus only pay for Cvent. If you are looking at a user's license record and notice both Salesforce and Cvent are checked, also look under the 'Permissions' section to see if the 'Salesforce Profile' is 'Chatter Free User'. This means they are not paying for Salesforce access and instead have a 'Chatter Free User' in Salesforce, which is free. This grants them access to the Collaborative Community [9] in Salesforce devoted to Cvent. See the example below.

If a user wishes to see Dashboards in Salesforce (or anything more than participate in the Collaborative Community), they require a full Salesforce license.