VOS Staff Guide - 2: My Staff Workspace - Florida · based on the following data: Staff Internal Job Placement, Staff External Job Placement, Case Status, and Staff Activity Performance

VOS Staff Services User Guide 2-1 VOS Sapphire 02/2021

2: My Staff Workspace Chapter Contents

My Staff Workspace Overview ............................................................................................................................2-2 My Staff Dashboard .............................................................................................................................................2-3

Pinned Links Section .....................................................................................................................................2-5 Configuring the Pinned Links .................................................................................................................2-6

Services Section Widgets ..............................................................................................................................2-7 Widget Descriptions ..............................................................................................................................2-8 Configuring the Services Widgets........................................................................................................2-12

My Staff Resources ............................................................................................................................................2-14 Correspondence .........................................................................................................................................2-16 Messages ....................................................................................................................................................2-17 Communication Templates ........................................................................................................................2-19 My Alerts ....................................................................................................................................................2-20 Search Lists .................................................................................................................................................2-22 Assigned Cases ...........................................................................................................................................2-23 My Reports .................................................................................................................................................2-24 My Virtual Recruiter ...................................................................................................................................2-25 My Preferences ..........................................................................................................................................2-26 My Appointments.......................................................................................................................................2-27 Upcoming Events ........................................................................................................................................2-28 My Email Log ..............................................................................................................................................2-29 Guest User Search ......................................................................................................................................2-30

My Staff Account ...............................................................................................................................................2-32 Changing Account – General Data ..............................................................................................................2-33 Changing Account – Preferences Settings ..................................................................................................2-33

Preferences - Assist User Defaults ......................................................................................................2-34 Preferences - Case Notes ....................................................................................................................2-35 Preferences - Landing Pages ...............................................................................................................2-36 Preferences - Menu Configuration ......................................................................................................2-38

Changing Account – Staff Signature ...........................................................................................................2-39 Directory of Services ..........................................................................................................................................2-40

My Staff Workspace


My Staff Workspace Overview The first page that displays when workforce staff open Virtual OneStop® is the My Staff Dashboard. My Staff Dashboard is also the first selection in the top menu group of the left navigation menu, My Staff Workspace (see figure below). This chapter covers each option in My Staff Workspace. It describes how you can configure your dashboard and menus, set up preferences, and use the options to quickly access features that you use the most.

Two Ways to Access My Staff Workspace Options – Left Menu and Tabs Above Dashboard Area

The My Staff Workspace options include the following:

• My Staff Dashboard – Displays several collapsible sections, including a Pinned Links section and a Services widgets section. Pinned Links lets staff create links to specific pages in the site. Services widgets show summary data for certain options along with links to the related pages for those options. Both sections on the dashboard are configurable. For more on this, see the topic “My Staff Dashboard” below.

• My Staff Resources – A quick path to many menu options you can use to manage data specific to your schedule or saved tools. See the topic “My Staff Resources”, which summarizes each option in this group. When the options are also accessible from a different menu group, it also references the topic locations in other chapters.

• My Staff Account – Lets you set up preferences for your account, such as the default pages you will see when you assist an individual or employer, the sort order for items in search result pages, and the arrangement and configuration of left navigation menu groups. See the topic “My Staff Account” in this chapter for details.

• Directory of Services – An alternate path for seeing the left navigation menu groups and their options as a menu page. Each group can be expanded to see short descriptions of each option, rather than selecting the options from the left navigation menu. See the topic “Directory of Services” in this chapter for more information.

My Staff Workspace


My Staff Dashboard The My Staff Dashboard page gives you quick access to tools and links to view many common options and information through Pinned Links or Services widgets. Once you configure your dashboard to suit your needs, it is a quick way to get to options you use the most. It is available as soon as you log in, and you can return to it from any point in the system, from the left menu or a link in the top menu bar.

There are three ways you can see your staff dashboard:

• Dashboard at sign in

When you sign in from the home page, your staff dashboard displays (see figure below). If you have any unread messages, you will see a pop-up alert informing you of the number of new or unread messages.

My Staff Dashboard at Login with Unread Messages Alert

You can click on the closed envelope or on the number of messages link to go directly to your Message Center, or click the Close button to dismiss the alert and see your dashboard. See the topic “Messages” in this chapter for more on the Message Center.

• Dashboard from left navigation menu

The left navigation menu displays the different menu groups and selections available to staff. My Staff Dashboard is the first selection in the top menu group, My Staff Workspace (see figure below).

My Staff Workspace


Dashboard Selection from Left Navigation Menu

• Dashboard from top menu bar

The top menu bar appears at the top of every page in the system. It includes an icon for My Dashboard to return to your dashboard at any time (see figure below).

Dashboard Selection from Top Menu Bar

The My Dashboard page includes separate sections for different types of information. Each section can be collapsed or expanded, and you can configure each section to see brief data views and access the pages or features you use frequently.

Each section is described in the topics below, including how to add items to the section and how to configure the items. The Services section includes a short description of each widget that may be available to staff.

My Staff Workspace


Pinned Links Section Some pages in the system include a “Pin to Dashboard” button at the top left of the page (see figure below) that you can use to add a link back to the page from the Pinned Links section of your dashboard. Once it is pinned, you can use the link any time to access that page from your dashboard. The pinned link is available until you remove it.

Pin to Dashboard Button on a Labor Market Services Job Details Page

To pin a link to a page:

1 Access the desired page that includes the button in the upper left (see figure above).

2 Click the Pin to Dashboard button. The button will change to Pinned to Dashboard along with an alternate color.

3 Go to your dashboard. The pinned link will now display in the Pinned Links section (see figure below).

Pinned Links Section of Dashboard

My Staff Workspace


Configuring the Pinned Links The lower right corner of the Pinned Links section includes a gear icon (see figure above), which allows you to configure existing pinned links by changing them to an Active or Inactive status.

To remove pinned links:

1 Click the gear icon in the lower right of the Pinned Links section (see figure above). The My Dashboard Pinned Links page displays with a list of the active pinned links (see figure below).

My Dashboard Pinned Links Page

2 Click on each active pin that you want to remove from your dashboard. Use buttons at the bottom of the page to Select All pins or to Clear All selected pins.

3 Click the Save Changes button. The dashboard redisplays with the changes you made.

When you save changes, the marked Active Pins are moved to the Inactive Pins tab and removed from the dashboard display. You can reactivate them from the Inactive Pins tab, as explained below.

To reactivate inactivated links:

1 Click the gear icon in the lower right corner of the Pinned Links section.

2 Click the Inactive Pins tab and select each inactive pin that you want to reactivate.

3 Click the Save Changes button. The dashboard redisplays with the changes you made.

My Staff Workspace


Services Section Widgets The Services section of your staff dashboard displays a number of configurable services widgets (see figure below). These widgets provide quick access to information within the system, and they often include data summary views (e.g., the number of individuals in your active case load), as well as links to the related pages or functions (e.g., the appointment or events you have on your calendar, or individuals you recently assisted).

Staff Dashboard Showing Commonly Used Widgets

My Staff Workspace


Widget Descriptions Below are descriptions of the dashboard Services widgets available to workforce staff. You can configure if and where these widgets display within three columns of the Services section by dragging/moving the widgets between the columns with your mouse, or by using a configuration page to add or remove the widgets, and rearrange where they display using keyboard controls that move them between columns. For more details, see the topic, “Configuring the Services Widgets”.

• Active Case Load – See the number of individual cases you are managing and quickly access the most important ones. You can view your active caseload by program (e.g., WP, WIOA, TAA, SNAP) or as a total. By clicking the relevant link on the widget, the system displays a listing of each person in your caseload. From there, you can simply click any name link to open the details for the case you want (see figure below).

Active Case Load Widget and Listing Page

• Staff Productivity – View indicators of your productivity over the last month broken down by programs (e.g., Generic, TAA, WP, WIOA) and types of activity in each program (e.g., completed applications, participation records, service enrollments, and outcomes). You can also see the numbers for your general case management activities (case notes, referrals to providers, referrals to internal and external jobs, and actual job placements for internal jobs). By hovering over the visual indicators, you can see the actual number. You can change the number of days displayed from 30 to 60 or 90 (see figure below).

Staff Productivity Widget Views

My Staff Workspace


• My Report Indicators – Access a rolling display of current system information based on the following data: Staff Internal Job Placement, Staff External Job Placement, Case Status, and Staff Activity Performance. Each view on the widget includes links to detailed reports related to the information (see figure below). You can also click View More Reports to go directly to the Reports menu. For more details, see Chapter 29 - Manage Reports.

My Report Indicators Widget – Four Views

As an example, from the Staff Activity Performance view for the widget, clicking a month name displays a Staff Activity Summary Report for the staff members in your region (as shown below).

Staff Activity Summary Report

• My Messages – Shows the number of unread and read messages you have in your Message Center. You can click on either number or on the Enter the Message Center link to view your unread and read messages. For more details, see the topic “Manage Messages” in Chapter 31 - Manage Communications.

• My Correspondence – See the number of letters and correspondence templates you have created, which are stored in the Correspondence Center. You can click on links to view your letters or correspondence templates or on the Enter the Correspondence Center link to go to

My Staff Workspace


the Correspondence Center. For more details, see the topic “Manage Correspondence” in Chapter 31 - Manage Communications.

• My Calendar – See the number of appointments you have and upcoming events from your calendar widget (see figure below). You can click any day on the calendar with a hyperlink to view what is scheduled on that day or click a number link to view appointments on your Appointment Calendar or events on your Event Calendar. For more details, see Chapter 32 - Manage Schedules.

My Calendar Widget

• Latest News and Announcements – View a rolling area with timely information to inform staff members of news, announcements, or cautions unique to the site. The widget’s content is controlled by an administrator through the site’s content management tool. The content management administrator can change the contents at any time, and each message can contain links to internal and external content. If an administrator has not posted any news or announcements recently, the system will not show this widget on the dashboard, even if you have configured it as an active widget.

• Need help or more information – Access the Assistance Center or Learning Center for technical assistance, including online tutorial videos. For more details, see the topics “Assistance Center” and “Staff Online Courseware” in Chapter 33 - Other Staff Services.

• Labor Market Services – Access labor market information, including detailed labor market profiles on geographic areas, industries, occupations, and educational programs (see figure below). For more details, see the topic “Labor Market Services” in Chapter 33 - Other Staff Services.

My Staff Workspace


Labor Market Services Widget

• Saved Lists – Quickly assist previously assisted users directly from the dashboard using saved lists:

The last five individuals you have assisted The last five employers you have assisted Any user lists that you have saved, filtered by the type of list selected (Individuals,

Employers, or Providers).

Saved Lists Widget

• Scheduled My Reports – Access any reports that are currently completed and available that you have scheduled through your My Reports feature. For more details, see the topic “My Reports” in Chapter 29 - Manage Reports.

My Staff Workspace


• Surveys – For systems that include the Survey module, you may have access to information about surveys that are available in the system. For more details, see the topic “Manage Satisfaction Surveys” in Chapter 25 - Manage Follow-Up and Surveys.

• Customer Relationship Management (CRM) – For systems that include the CRM module, staff who have access to CRM can use this widget to see potential marketing leads, access a list of any contacts (by account type), view any work items in a CRM workgroup queue, or see their appointments. For more details, see the topic “Option 1: CRM Widget” in Chapter 34 – Customer Relationship Management (CRM).

• Work Items – For systems that include the GUS Unemployment module, this widget will only show information for unemployment staff with access to those features. The widget can be enabled using the Configure Dashboard Widgets page; however, it will display full-width in its own separate section, below all widgets in the Services section of the dashboard. For more details if you are UI staff, see Chapter 5 – Work Items in the GUS Staff Services User Guide for GUS Module.

Configuring the Services Widgets You have several options to configure your dashboard so that information displays where you want it. In the Services section, you can collapse or expand any individual widget that is displayed and drag the widgets to rearrange them within the three display columns. From the Configure Dashboard Widget page, you can select the widgets to be displayed and change their positions using keyboard controls instead of a mouse.

To collapse or expand an individual widget on the dashboard:

• Click the down arrow to the left of the widget’s title to collapse it.

OR…

Click the right arrow to expand the widget.

Collapse / Expand Control on a Widget

To move a widget on the dashboard:

• Click in the title bar and hold it (displaying the move symbol ) to move the widget to another location on the dashboard. You can ‘drag and drop’ any widget above or below, or to the left or right of another widget.

My Staff Workspace


To change the available widgets that display on your dashboard:

1 Click the Configure Dashboard Widgets link at the bottom of the Services area (below the displayed widgets) to open the Configure Dashboard Widgets page (see figure below).

Note: The specific widgets available may vary, depending on your site configuration and your staff privileges.

Configure Dashboard Widgets Page – Dashboard Widgets Available

2 Check or uncheck boxes for the widgets you want displayed on the dashboard.

3 Click the Save button at the bottom of the page. The dashboard is redisplayed with the widget changes in the Services section.

Note: You must save any changes you make to the checked dashboard widgets in the top section first, and then return to the page, before changes to the available widgets will display in the three columns for changing their position by keyboard.

To change widget positions using the keyboard:

1 Click the Configure Dashboard Widgets link at the bottom of the Services area.

2 Scroll down to the bottom section (see figure below).

Dashboard Widget Position Layout (by Keyboard)

My Staff Workspace


3 Use the keyboard controls identified in the blue text instructions on screen to select and move widgets up or down in a column, or to the next or previous widget column.

4 When all widgets are arranged in the columns as desired, click Save. The dashboard redisplays with the widget changes in the Services section.

My Staff Resources The My Staff Resources page is a curated collection of commonly used functions that are available to all staff, such as managing correspondence and messages, viewing previous search lists, setting up preferences, or viewing appointments and upcoming events.

To access any My Staff Resources options:

1 From the Services for Workforce Staff group in the left navigation menu, click My Staff Resources.

OR…

2 From the My Staff Dashboard page, click the My Staff Resources tab (see figure below).

My Staff Resources Options from Left Navigation Menu or My Staff Resources Tab

The My Staff Resources options are briefly described below and covered in the rest of this section.

Note: Options that are also available from other left menu groups (e.g., from the Communications group) are introduced in this chapter and referenced to later chapters for more details.

• Correspondence – Manage the letters that you can create and save in the system. For details, see the topic “Correspondence”.

• Messages – Communicate with other case managers, employers, or individual users, and receive message alerts, if applicable. For details, see the topic “Messages”.

• Communication Templates – Maintain the communication/correspondence templates you have created. For details, see the topic “Communication Templates”.

• My Alerts – View existing alerts and change the staff alert subscriptions you receive, based on members of your case load. For details, see the topic “My Alerts”.

My Staff Workspace


• Search Lists – View/delete individual and employer search list results you have saved. For details, see the topic “Search Lists”.

• Assigned Cases – Manage any cases currently assigned to you. For details, see the topic “Assigned Cases”.

• My Reports – Access any standard reports results you have saved. For details, see the topic “My Reports”.

• My Virtual Recruiter – Create and maintain automated job or candidate searches that you can set to run daily, weekly, or monthly based on your saved search criteria. For details, see the topic “My Virtual Recruiter”.

• My Preferences – This is an alternate method for accessing the Preferences link displayed at the bottom of every page (also covered in Chapter 1). For details, see the topic “My Preferences”.

• My Appointments – View and manage appointments set up with individuals, employers, or other one-stop staff. For details, see the topic “My Appointments”.

• Upcoming Events – View and manage scheduled events, which may include scan card events. For details, see the topic “Upcoming Events”.

• My Email Log – View emails that you have sent or received in the system to identify if the transmission was completed. For details, see the topic “My Email Log”.

• My Work Items – This option lets staff with the GUS Unemployment module view and manage work items assigned to them. If you are UI staff, see Chapter 5 – Work Items in the GUS Staff Services User Guide for GUS Module.

• Guest User Search – Find guests that need help retrieving their account information by using guest IDs contained in email sent to your office. For details, see the topic “Guest User Search”.

My Staff Workspace


Correspondence The Correspondence option lets you create and manage letters and mailing labels. You can access your Correspondence center from either the My Staff Resources menu or the Correspondence option in the Communications group of the left navigation menu.

To access your correspondence:

• From the My Staff Workspace group in the left navigation menu, click My Staff ResourcesCorrespondence. A list of the correspondence you have created displays (see figure below). The system initially filters the list to only current items; you can filter the list for deleted or all items.

Correspondence List Page

From this page, you can perform the following tasks:

• Download – In the Download column, click on a download icon to open a separate pop-up window for saving the selected correspondence content to your computer or an external drive in a specific format (PDF, HTML, Word, or RTF).

• Copy – Opens a form where you define the correspondence options and select recipients, and then are able to edit and save it as a new item.

• Email – Opens the Email Letter page, from which you can send the correspondence as a PDF attachment in an email message.

• Edit – Opens the correspondence in edit mode so you can change it and save it. • Delete – Select checkboxes for the correspondence you wish to remove from the list and click

the Delete link. • Create New Letter / Print Mailing Labels – This button at the bottom of the page allows you to

create a new form letter or mailing labels for selected recipients.

See the topic “Manage Correspondence” in Chapter 31 - Manage Communications for more details.

My Staff Workspace


Messages The Messages option lets you create and manage internal messages exchanged with other system users, including staff, individuals, or employers, as well as received message alerts from the system.

Note: System alerts will also display in the ‘Received’ view of the My Email Log page.

To access your internal messages:

• From the My Staff Workspace group in the left navigation menu, click My Staff ResourcesMessages. The My Staff Messages page displays your message folders, with the Inbox folder active (see figure below).

My Staff Messages List Page

From this page, you have the following options:

• Folder Tree: A navigation panel on the left side of the messages helps you to select the messages to be displayed in the list page. Folders include:

Inbox – Displays messages you have received and that are currently active, both read and unread.

Deleted – Displays messages you have received, but deleted from your Inbox. Drafts – Displays messages you have created, but not sent. Junk – Displays messages the system has prevented from being displayed in your Inbox.

These messages may be suspicious or “junk” mail.

My Staff Workspace


Sent – Displays messages you have sent. Purged – Displays messages you have deleted from the Inbox and then purged from the

Deleted folder. Purged messages are still stored on the system (staff can see their own purged messages, but are not able to view messages purged by employers or job seekers that they are assisting).

• Closed envelope icon – Displays if the message has not been opened or read. When you have new or unread messages, a message alert pops up to notify you when you log in.

• Open envelope icon – Displays if the message has been read. • Show Filter link - Lets you enter a date range for displaying messages. • Page number – Allows you to go to a specific page in the list of messages. • Page size – Allows you to set how many messages display per page. • Sort the list – By who the message is From, the Subject of the message, or the Msg Date it was

sent or received, click the column headings. • View message – Click the title of the message in the Subject column. • Send a new message – Click the Create New Message button. • Delete Selected Items – Allows you to delete selected messages in all but Deleted folder. • Purge Selected Items – Allows you to purge selected items from the Deleted folder only. • Mark As Read/Unread – Allows you to mark selected messages as either read or unread. • Move To Folder – Allows you to move selected messages from the current folder to another.

For more details, see the topic “Manage Messages” in Chapter 31 - Manage Communications.

My Staff Workspace


Communication Templates The Communication Templates option lets you create and manage templates, which can be reused for composing form letters or other correspondence for individual clients, employers, providers, or other staff members.

To access your templates and default system templates:

• From the My Staff Workspace group in the left navigation menu, click My Staff ResourcesCommunication Templates. A list of templates displays (see figure below).

Communication Templates List Page


• Create a New Template – Click the Create New Template button at the bottom of the page. • Edit a Template – Click the Edit link in the Action column to open the template in edit mode. • Preview a Template – Click the Preview link in the Action column to preview the template in a

preview pop-up window that displays how the letter will look as a PDF document. Any variables in the template will still display as the variable names in this preview.

• Copy a Template – Click the Copy link in the Action column to open the template in edit mode. You can enter a new name, make any other desired changes, and click the Save button to create a new template with that name.

• Delete a Template – Click the checkbox in the Select column for the template you want to remove from the list, and then click the Delete link below the list. This is only available for templates you created—not templates that are shared or that are identified as “SYSTEM”.

• Filter the Template List - Click the Show Filter Criteria link above the list, select the desired criteria, and then click Filter to relist the templates.

My Staff Workspace


Note: Letters generated and sent using communication templates that include “MY” variables (e.g., ##MYFULLNAME##, ##MYEMAIL##, ##MYSIG##) will always be filled in with the name, email address, signature, etc., of the person who is logged in and sending the letter. This is true no matter who has created the letter template.

See the topic “Manage Communication Templates” in Chapter 31 - Manage Communications for more details.

My Alerts The My Alerts option lets you select staff alerts you wish to receive and define thresholds for when to them. The system will send you a message when these actions have already occurred or are about to occur, based on your selections. You may be able to set some alerts to occur once, or repeatedly, based on a user-defined duration. You can modify your alert subscriptions at any time.

Note: You may only receive staff alerts for members of your case load, which means you must be an assigned case manager. If staff belong to a case assignment group, only the group lead receives these alerts.

To access your alerts:

1 From the My Staff Workspace group in the left navigation menu, click My Staff ResourcesMy Alerts.

OR…

From the Communications group in the left navigation menu, click AlertsMy Alerts.

A list displays the alerts you have chosen to receive (see figure below).

2 Review the list for alerts you want to change.

Note: Only the alerts to which you are subscribed and have settings selected display on the initial page.

3 To change settings and/or add alerts, click Modify My Alert Subscriptions at bottom of the page.

4 From the displayed Alert Subscriptions page:

a. Check the box in Select column to add a new alert.

b. Select your alert subscriptions settings for any new alert or alert you want to change.

5 Click Save to save all your alert subscription changes.

My Staff Workspace


My Alerts List Page and Modify My Alert Subscriptions Page

See the topic “Manage Alerts” in Chapter 31 - Manage Communications for more details on managing My Alert subscriptions, as well as system alerts and text watch alerts.

My Staff Workspace


Search Lists The Search Lists option lets you view, edit, and delete search lists that you have saved during your searches for individuals, employers, or providers, or staff users. You can select users from the lists to work with, and for individual or employer lists, you can add or delete users to/from them.

To access your Search Lists:

• From the My Staff Workspace group in the left navigation menu, click My Staff ResourcesSearch Lists. A list displays any user searches that you have saved (as shown in figure below).

Saved Search Lists


• Change search list title – Click the Edit link. • Remove search list – Click the Delete link. • View saved search list results – Click the Select link. You can select a user to work with, and for

individual or employer lists, you can add or delete users.

See Chapter 3 - Manage Individuals or Chapter 16 - Manage Employers for more information on the search list details for each user type.

My Staff Workspace


Assigned Cases The Assigned Cases option lets you access a list of all individuals for whom you are currently an assigned case manager.

To access your assigned cases:

• From the My Staff Workspace group in the left navigation menu, click My Staff ResourcesAssigned Cases. A list displays the individuals for whom you are assigned as the case manager (see figure below).

Assigned Cases Results Page

The results are the same as those you get if you select Manage Individuals from the left navigation menu and pick the “Select Me” link for Assigned Case Manager in the staff criteria at the bottom of the Advanced Search criteria page.

Note: If the Right to Work Flag option exists for your site, an additional RTW column will appear, and you will be required to validate the current citizenship and RTW status for any individual with the RTW flag set to “No.” See the topic “Right to Work Validation Flag” in Chapter 3 – Manage Individuals for more information.

See the topic “Assisting an Individual” in Chapter 3 - Manage Individuals for more details on finding individuals based on the assigned case manager, along with other possible criteria.

My Staff Workspace


My Reports The My Reports option lets you view and maintain any standard reports that you have saved with your chosen configuration settings, as well as any saved reports that others have shared with you.

To access your saved reports:

• From the My Staff Workspace group in the left navigation menu, click My Staff ResourcesMy Reports. A list displays the reports that you have saved and reports that have been saved and shared by others (see figure below).

My Reports Page


• Update Filters – Opens the report options page with display filter options set to those for the saved report, which you can change and save.

• Display Report – Generates and displays the report, using any saved options. • Edit – Opens a pop-up window for changing the report’s name/description, and whether it is

shared with other staff. • Delete – Deletes the saved report from the list. • Schedule – Certain reports can be scheduled to run as a batch job with specific run-time

parameters that can be defined. This may include Frequency (one time, weekly, monthly), Duration (end date), and Report Format (PDF, Excel).

See the topic “My Reports” in Chapter 29 - Manage Reports for more details on saving and maintaining any report to be included in your My Reports list.

My Staff Workspace


My Virtual Recruiter The Virtual Recruiter option lets you create, manage, and run automated searches for job orders or candidate resumes. You can specify how often you wish to receive the alerts and the method by which to receive them (internal message, email, and/or text message).

To access My Virtual Recruiter:

• From the My Staff Workspace group in the left navigation menu, click My Staff Resources My Virtual Recruiter. Lists of job search and résumé virtual recruiters that you have created are displayed (see figure below).

Job Search and Résumé Virtual Recruiters Lists Page

For each of the listed alerts, you can:

• View and edit a Virtual Recruiter – Click on the name link in the Title column. • Run a Virtual Recruiter and see search results – Click the Run link in the Action column. • Remove a Virtual Recruiter – Click the checkbox in the Select column, and then click the Delete

link at the bottom of the table.

To create a new automated alert:

1 Click the Create new Job Alert or the Create new Résumé Alert button. 2 Select the desired search criteria, and perform the search.

3 In the Save this Job Search section below the search results, click the Save Search button. 4 In the Virtual Recruiter Information section, enter the title, frequency, notification method,

expiration date, and any other data. The search criteria used displays in the lower section.

5 Click Save. The Virtual Recruiters list page redisplays with the new alert.

My Staff Workspace


For more details on creating automated job searches or candidate searches, you can also see the topic “Virtual Recruiter” in Chapter 31 - Manage Communications.

My Preferences From the My Preferences page, you can change display settings, called Themes, and configure how menu groupings appear for you in the left navigation menu (see figure below). These are your personal, customized settings and do not affect any other users.

The My Preferences options are also covered in Chapter 1 as Page Preferences, which are accessed via the Page Preferences link in the footer bar on all pages.

To change your theme or menu configuration:

1 From the My Staff Workspace group in the left navigation menu, click My Staff ResourcesMy Preferences. The My Preferences Page displays (see figure below).

My Preferences Page

2 If you desire a different screen display theme, make your selection in the Themes section.

3 In the Navigation Menus section: To configure your left navigation menu, click the Click Here link. You can configure which

menu groups will display, the order in which they display, and if groups initially display as expanded or collapsed.

This same configuration is possible from the My Staff Account page, along with multiple other preferences, such as default landing pages. See the topic “Preferences - Menu Configuration” for details on configuring the menu for your staff account.

To see a list of recommended browsers and internet settings to get the best performance out of the site, click the these settings link. This is also available via the Preferred Settings link in the footer bar on all pages.

My Staff Workspace


My Appointments The My Appointments option lets you enter and keep track of appointments related to your case load.

To access your appointments:

• From the My Staff Workspace group in the left navigation menu, click My Staff ResourcesMy Appointments.

OR…

• From the Manage Schedules group in the left navigation menu, click Appointment Calendar. A calendar displays the current month’s appointments (see figure below).

Appointments Calendar Page


• Select which calendars to view (yours and/or another user’s). • Switch between a Calendar View layout or Detailed List View to display appointments. • Move to calendar pages for different days/months/years by using controls on the top of the

Calendar View. • View or edit appointment details by clicking on an appointment in the calendar. • Create a new appointment by clicking the Add Appointment link.

See the topic “Appointment Calendar” in Chapter 32 - Manage Schedules for more information.

My Staff Workspace


Upcoming Events The Upcoming Events option lets you view upcoming events that you or other one-stop staff have posted.

To access the Events Calendar:

• From the My Staff Workspace group in the left navigation menu, click My Staff ResourcesUpcoming Events.

OR…

• From the Manage Schedules group in the left navigation menu, click Events Calendar. A calendar displays the current month’s events (see figure below).

Upcoming Events Calendar Page


• Use the filter criteria controls to filter which events to display on the calendar: By area for event regions and offices By Event Category (checking category boxes from a drop-down list) By Event ID (this will ignore all other criteria in filter fields) Filter events by those with a Display Status to display All, only Shown, or only Hidden

• Move to calendar pages for different days/weeks/months/years by using controls on the top left and right of the calendar.

• View or edit event details by clicking on an event in the calendar. • Create a new event by clicking the Add Event button.

My Staff Workspace


From the Event Details page, you can:

• See details of the event description, class size, frequency and duration times, location, etc. • Copy the event • Edit the event • Modify or cancel the event’s occurrences • Register an individual or employer for the event link • Download the event as a calendar file (.vcs or .ics)

See the topic “Events Calendar” in Chapter 32 - Manage Schedules for more details on managing or adding events.

My Email Log The My Email Log option displays a list of emails you have sent and received, including system alerts. You can view the contents of a message and see the status. If a message you sent went through successfully, the Status column will indicate Success. If the transmission was unsuccessful, a reason will display in the Status column (see figure below).

To access your email log:

• From the My Staff Workspace group in the left navigation menu, click My Staff ResourcesMy Email Log. The My Email Log page displays (see figure below).

My Email Log Page


• View details of the message – Click the View link in the Action column. • Change the view from Sent to Received messages to view system alerts – Select from the Display

Emails drop-down list above the table. All received messages will indicate Success in the Status column. The first column, From, will indicate the sender; for many messages this may indicate a system alert.

My Staff Workspace


Guest User Search The Guest User Search option allows staff to find and assist registered users who experienced problems signing in to the system and requested staff assistance.

For example, a user who forgot their password can attempt to retrieve/change the password, which will require verification answers, such as their user name, date of birth, and SSN. If some of this does not match, they are taken to a Contact Staff page where they identify the problem, supply basic information, and submit the request for staff assistance.

Appropriate staff will receive an email that indicates the reason or problem. For security reasons, it does not contain personally identifiable information (PII). The message will contain a Guest ID, which staff use to see PII that they can use to assist the user with the problem identified in the email (see figure below).

Contact Staff Message – Received by Staff

To assist a user using their Guest ID:

1 From the My Staff Workspace group in the left navigation menu, click the My Staff Resources Guest User Search.

2 Enter the Guest ID from the Contact Staff message into the Guest ID field and click Submit (see figure below). The page refreshes to display the PII data that staff can use to search for the user’s account and assist them (see figure below).

Guest ID Page with Search Results Displayed

My Staff Workspace


3 Click the Pre-Populate Assist Screen button to open the Individual search criteria page for assisting a user. It will be pre-populated with the guest user criteria.

4 Find and assist the user, and then make any changes to their system access credentials based on their original request.

My Staff Workspace


My Staff Account The My Staff Account page lets you change many fields and preferences that are initially set up for your account (see figure below). You can change your login information, name, contact information, and office information. You can also change preferences, such as the defaults that are used when you search for and assist individuals or employers.

From your My Staff Account page, you can change three types of information:

• General data about your account related to your site and organization • Preferences that make your use of the system easier or quicker • An electronic staff signature you can save to reuse at different points in the system

The following topics briefly cover making changes in each of these areas.

My Staff Account Page

My Staff Workspace


Changing Account – General Data You can change much of the general data for your staff account, such as your password, security question/response, name, address, phone number, email address, and office.

To change general staff account data:

1 From the My Staff Workspace group in the left navigation menu, click My Staff Account. The My Staff Account page displays (see figure above).

2 In the Login Information section, to change your password, click the Change Password link to open a separate window and enter a new password.

3 Make any other desired changes in the Name, Address Information, Phone Numbers, or E-mail Address sections.

Note: Administrators can limit the staff access for the Region and Office settings. These fields may be disabled.

4 To save the Staff Account data, click the Update Account button at the bottom of the page.

A page will display an “Update successfully saved” message and a Return to My Staff Account button. Click the button to return to the My Staff Account page and see your changes.

Changing Account – Preferences Settings In the Preferences section of the My Staff Account page, you can customize preferences for the data displayed in many areas of the system that you use regularly.

To change your staff account preferences:

1 From the My Staff Workspace group in the left navigation menu, click My Staff Account. The My Staff Account page displays.

2 In the desired Preferences section, review the different preference settings, and make any desired changes.

3 To save preference changes, click the Update Account button at the bottom of the page.

Note: You can use system default preferences. However, there are multiple preference groups and controls that you can adjust for your use. These are indicated in the topics that follow.

My Staff Workspace


Preferences - Assist User Defaults The top potion of the Preferences section lists settings mainly associated with how the pages will display when you assist an individual or employer (see figure below).

Top of Preferences Section

To change your assisted user defaults preferences:

• From the My Staff Workspace group in the left navigation menu, click My Staff Account. The My Staff Account page displays.

Display Default Office Alert

This is an infrequently used alert, intended for staff associated with more than one office. It can be set to Yes to display a pop-up alert, which those staff will see when they first sign in, indicating "Please set your default office." The pop-up will only display for staff set up in Admin with more than one office.

Smart Assist Option

When set to Yes, if you are assisting a user in one of the Staff Profile folders (e.g., Programs tab) and you select a new user to assist, you will be returned to the same folder and tab for the new user.

Assist Individual or Employer Landing Page

This often-overlooked preference determines the landing page that you will first see when you click on a user’s name from a search list to assist an individual or an employer. For example, you may prefer to see the Case Management Summary tab, Programs tab, or one of the other profile pages as the initial page to display when you click on an individual’s name.

Number of activities to display per page on the Programs Tab-Activities Grid

The Activities/Enrollments grid that is displayed for a specific program on an individual’s Program tab has an option for how many rows to display at a time – 5, 10, 25, 50 or 100. You can set the default number to display and still change the amount at any time when you are on the Activities grid itself.

My Staff Workspace


Display # of Most recently assisted individuals and employers

You can specify how many individuals or employers are listed in areas of the system where the most recently assisted individuals/employers are displayed, such as on search criteria pages. The minimum number for this setting is five and includes selections from ten to 15, 20, 25, 50 or 100.

Display new registrants in the most recently assisted individual and employer links

When set to Yes, all newly created individuals or employers are included in your ‘most recent individual/employer you assisted’ list in the Quick Assist area of the search criteria pages.

Employer user account type

When you select to assist an employer, this setting determines if the search criteria will include finding employer user accounts that match: primary user only, all employer contact accounts with logins, or all employer contact accounts with or without logins.

Preferences - Case Notes You can set preferences for how the system displays and sorts case notes that you create for individuals, employers, or providers (see figure below).

Case Note Selections in Preferences Section

To change your case notes preferences:

• From the My Staff Workspace group in the left navigation menu, click My Staff Account. The My Staff Account page displays.

Case Notes Display

You can select to display all case notes or only unsuppressed case notes, based on the user type, with separate settings for individual, employer, and provider users.

Case Notes Sort Order

You can select how the system sorts case notes that you create for individuals, employers, and providers: by contact date or create date, and in ascending or descending order.

Case Notes View Preference

You can select the default display for case notes: Summary View or Detail View. You can change the view when you are on the Case Notes tab.

My Staff Workspace


Auto Assist Options for Individual or Employers

You can specify if—when only one record is found in search results—the system displays the result as a row with the standard user name and landing page links, or if it automatically opens the user’s default landing page (as you can define above).

Job Search Criteria

You can set the geographic area to be used as the default when you perform job searches from any of the job search criteria tabs (e.g., Services for Workforce StaffManage Job OrdersSearch for all Jobs).

Preferences - Landing Pages When you perform searches to find and assist an individual, the links that display in the Action column of the search results (for Summary and Detailed views) are referred to as ‘Landing Page’ links. Clicking on these links takes you directly to that page for the selected individual. There are four default landing pages for workforce sites (see figure below).

Default Landing Page Links - Summary View

You can change the default Landing Page links from your My Staff Account page.

To change your landing page preferences:

1 From the My Staff Workspace group in the left navigation menu, click My Staff WorkspaceMy Staff Account. The My Staff Account page displays.

2 In the Summary Landing Page and Detail Landing page areas (at the end of the Preferences section), check the boxes for the landing pages you want displayed in the Action column (see figure below).

3 To save your preference changes, click the Update Account button at the bottom of the page.

My Staff Workspace


Summary and Detail Landing Page Options

My Staff Workspace


Preferences - Menu Configuration You can configure your left navigation menu and define which menu groups will display, the order in which they will display, and if menu groups initially display as expanded or collapsed. This feature may be desirable for controlling the order of menu groups you use the most, or to collapse or hide groups that you cannot use. For example, if your site has both workforce staff and unemployment modules, and you do not use the unemployment menu groups, you can configure those groups as ‘Not Displayed’. Or, if you do not have privileges to scan or upload documents, you can configure Document Management as ‘Not Displayed’ (see figure below).

To configure your left menu display:


2 In the middle of the Preferences section, to the right of the Menu Preferences label, click the Menu Configuration link. The Menu Configuration page displays (see figure below).

My Staff Account Page and Menu Configuration Page

3 Make your desired changes as described below:

Keep the left menu displayed at all times (as in previous versions of the system) – Click the Classic radio button in the Left Navigation Configuration section (see figure above). The Default option is the auto-retracting menu.

My Staff Workspace


Change the order of groups for a user type – Click and hold a group ribbon with the left mouse button to drag it to the desired location, and then release the mouse button to drop it (see figure above for the Currently Managing group ribbon being moved).

Expand or collapse (hide) a group’s options – Click the appropriate radio button, Expanded or Collapsed.

Display or hide an entire group from the menu – Click the Not Displayed radio button.

4 Click the Save button at the bottom of the page to save your settings. The Directory of Services page displays.

Note: You can also change your menu configuration from the Page Preferences link that displays in the footer bar on the bottom of all pages. See the topic “Configuring Your Left Navigation Menus” in Chapter 1 for details.

Changing Account – Staff Signature If your system is configured for digital signatures, then you can create your staff signature using your mouse or attached signature pad, and store it online to be used later within a digital version of a document. This eliminates the need to provide a hard copy first since signatures can be entered on the digital document stored within the system.

To store your staff signature:


2 In the Staff Signature section at the bottom of the page, click the Create Digital Signature button. A separate Signature pop-up windows displays (see figure below).

Note: If you have a separate signature pad installed, you may first see a prompt to select the installed pad model (e.g., Topaz pad) or an E-pad selection (for your mouse) before opening the window.

Create/Store Electronic Staff Signature

3 Create your signature using your mouse or pad. The entry will show in the Signature pop-up window as you sign.

4 Click the Save button. The signature will display in the signature area.

5 Click the Update Account button to save the added signature and any other changes made to the My Staff Account page.

My Staff Workspace


The stored signature can now be used in other areas where a signature is required (e.g., in program applications). You can return to the signature block on this page to update or remove the saved signature at any time.

Notes: Only staff signatures can be stored for later use, not individual or employer signatures.

Some customers have a separate ‘Remote Electronic Signature’ module included in their site. With Remote Electronic Signature, the signatures are only stored with the form where the user signed the document, not for reuse elsewhere in the system. See the topic “Remote Electronic Signatures” in Chapter 4 for details.

Directory of Services The Directory of Services is an alternate path for seeing the left navigation menu groups and their options as a menu page (see figure below). Each group can be expanded to see short descriptions of each linked option, rather than selecting the options from the left navigation menu.

Directory of Services Page

To access the Directory of Services page:

• From the My Staff Workspace group in the left navigation menu, click Directory of Services.

OR…

• Click the Directory of Services tab at the top of any of the four My Staff Workspace pages (see figure above).

Documents

VOS Staff Guide - 2: My Staff Workspace - Florida · based on the following data: Staff Internal Job Placement, Staff External Job Placement, Case Status, and Staff Activity Performance