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EMS Web Client – Boston Campus How to Process and Confirm Department Space Tags/Key Words: Boston Campus, EMS, Web Client, Desktop Client, department space, room scheduling, process space request, confirm space Overview This process is in the TEST phase (at the Sackler School) Room stewards – individuals responsible for scheduling space (e.g. conference room within a department suite) – use the EMS Web Client to process space requests submitted via the Space & Resource Reservation System (VEMS). Dependencies Virtual EMS Configuration Space & Resource Reservation System (VEMS) o Web process template defining department space, booking rules, etc. Web users assigned to department template Web Client Configuration Steward o Security User account o Security User Template Other Web Client Configuration o Configuration>Facilities>Buildings o Configuration>Facilities>Rooms> Essential settings: Notes Setup Types (include Academic As-Is if room is part of academic scheduling inventory) Features User Defined Fields (if any apply to the room) Images (photos of room configurations – use naming convention) o Configuration>Administration>Departments o Configuration>Administration>Notification Rules o Configuration>Other>Messages When possible: o Use a standard web process template (e.g. multiple departments use a single template for booking rules and space) o Create Role-based Security User accounts Summary of Steps 1. Go to Web Client: Roomscheduling.tufts.edu/emswebclient/ 2. Navigate to: Dashboard>Notification Rules 3. Highlight reservation to review and select “Go To” 4. Highlight reservation or booking to confirm, select Tools>Wizard>Change Booking Status Wizard 5. Select Status to change to: Change Status>Next>Finish 6. Select Confirmation>Set Up. Note: “confirmations” are based on confirmation status – i.e. the confirmation message for a space request in a “pending” status is different than the message for a space request in a “denied” status. How to Process and Confirm Department Space Scenario: The Boston Campus Department of Neuroscience is the steward of conference space located within their department in the Arnold Building (Arnold 109). A Space & Resource Rervation System aka VEMS user with permission to use the Neuroscience Web Process Template submits a request to use Arnold 109 via the Space & Resource Reservation System. The Neuroscience room steward uses the EMS Web Client to process the space request. Step 1. Log into the EMS Web Client using utln/password: Roomscheduling.tufts.edu/emswebclient/ Step 2. Click on “Dashboard” --- if it’s blinking and/or red, a new request (or change) has been submitted since the last login. Step 3 The notification rule “Sackler- Neuro Spaces-Test” alerts web client user of changes or new requests for Arnold 109. In the example below, there are 5 reservation requests: o 2 prior requests were “cancelled” by the Space & Resource Reservation System (VEMS) user o 1 request has been “ confirmed” o 2 requests have been submitted (status = tentative) but are not yet confirmed Step 4 Highlight the reservation or booking to review. Select “Go To” Step 5 Highlight the reservation or booking to confirm (in this case, the booking 4/1 @9:45am). Right click and select: Tools>Wizards Step 6 Select: “Changing Booking Status Wizard” Step 7 Change the Status (in this example, from “Tentative” to “Confirmed”) and click Next. Step 8 Verify the booking that is being confirmed (in this example, there is only one booking). Click “Finish” Step 9 Right click on the booking or select “Confirmation” The SK-Neuro Confirmed “Message” auto populate the information that pertains to a “confirmed” booking (different messages are created for each confirmation status, e.g. pending, bumped, denied). Step 10 Select Email Select whether the sender should be from the “Department” or the “User” Preview the email and hit “Send” The request is now confirmed in the system (the space is booked on that day/time) and the user has received a confirmation of the booking. Document Log 03/19/2014 3/30/2014 4/10/2014 Freeman, Sharon, OIT Freeman, Sharon, OIT Freeman, Sharon, OIT Notes Created Updated Updated Posted on ITKB Re-posted on ITKB