Introduction
Search agent requests are common, and being able to quickly and efficiently provide them access to what they need is key to saving time. This is where resvu comes in.
Please email our team for a copy of our strata search agent request workflow template.
Step one: search agent requests
The most efficient method for managing search agents is via resvu workflows. These can be hosted on your website, or a link provided using third-party workflow access. Agents can enter all their details, and you can even process a payment.
For more information on how to create a template see this article
And finally this article will help you setup a Stripe account and process payments
Step two: setting up an account
When a search agent requests access, you will have their details, which community they need access to and hopefully their payment. With all this information you want to create a new tab and open Settings:
Then click Admins and New Admin:
Here you can enter in the search agent's first and last name, their email and phone.
Ensure their email is correct as this will be how they setup their access account
Once you have confirmed all the details are correct click the Roles & permissions tab:
From here you want to select External under Groups, and then Search agent under roles:
By default this will have zero access to everything in your resvu account, except for document read access preventing the risk of giving the search agent too much access.
Now that the permissions have been set the last step is to provide the search agent account with the correct community access. So, click on the Set communities tab, and then search and select the community needed:
Now you're all done, so hit Save in the top-right, and the search agent will receive an email to activate their account, set a password and login. They will then only have access to Documents, like this:
If they attempt to click to the Dashboard or Committee hub they will receive the following error message:
Now search agents can access and view the community's documents. The next step is to manage their access since they are only allowed a limited time to perform their search.
Step three: managing access from the dashboard
Ensure your workflow template has appropriate status set for managing the search agent's request. The following is a simple guide to get you started, feel free to use your own wording or add/remove status.
New: For new search agent access requests
Setting up: When you are configuring their access (as per the above instructions)
Account active: The agent now has access to their account and the community documents
Disabled: Their access has expired and the account has been disabled.
The request follow-up date can be used to manage the search agent's duration. Set this for the day access must be disabled.
Using both a status and follow-up date is ideal as these can be filtered on the request dashboard so you can easily find and manage multiple search agents at once.
Did you know that you can right-click on a request and open it in a new tab?
Step four: disabling access
When a search agent's access has run its course you will need to disable their account. Go to Settings, Admins and search for the search agent account on the table. Then click the three dots and click Archive:
Now their account has been disabled, and they no longer have access to that community or its documents. The account will appear under the Archived tab of the admin user table found under settings.
You can always recover this account from the archived list and change the details, email and community for another search agent request.