wiki:UNIS/FAQ

Frequently Asked Questions

Passwords

I have forgotten my password - how do I reset it?

If you have forgotten your password, you can reset it yourself:

  1. From the UNIS login screen click the ''Forgotten password?'' link
  1. Enter your email address and click ''Next''
  1. If a matching email address is found in the system, you will see the following message: Reset password for xxx@…? (The new password will be emailed to this address.)
  1. Click ''Ok''
  1. An email will then be sent to your email address within a few minutes containing your new password

How do I change my password?

If you know your password and would simply like to change it to something different, this is also possible:

  1. Log into the system
  1. Go to your home page (click ''Actions'' from the horizontal menu bar at the top of the screen to get there)
  1. From the ''Details'' tab, hover over ''See more actions'' and click ''Change password''
  1. Enter your '''current''' password and click ''Next''
  1. Enter your '''new''' password, and again to confirm it, then click ''Save''
  1. Before your password is reset, you will be asked to confirm that this is what you want to do
  1. Click ''Save'' to complete your password change

User Accounts

I don't have a user account - how do I request one?

New user accounts must be requested from your [wiki:UNIS/champions UNIS Champion]

Sending Emails to UNIS

It is possible to send emails to certain types of record in UNIS – namely projects, organisations and activities. Each of these record types have a unique email address associated with them. When you send an email to a record, it will be stored against that record for future reference (under the ''Communications'' tab).

An example

Suppose the University of Sunderland is working on a project – called ''"An Example Project"'' – with ''ABC Taxis''. The project has a UNIS reference of '''12-00006'''.

A member of staff at Sunderland (__paul.cranner@…__) writes an email to the manager of ABC Taxis (__alan.smith@…__) to update them on how the project is progressing. By simply copying in the unique email address of the project - '''12-00006@…''' - UNIS will capture that email and save it against the project:

The email will then be visible under the ''Communications'' tab of the project record:

To read the contents of the email, you can simply click its name in the list:

How do I send an email to a project?

  1. From the home page of a project, you will see the unique email address of that project towards the top right of the screen:

  1. Click the email address and your default email client will open. The ''"to"'' and ''"subject"'' fields will be pre-populated with the project email address and project title respectively:

  1. Then simply compose and send the email and UNIS will capture it.

How do I send an email to an organisation?

  1. From the home page of an organisation, you will see the unique email address of that organisation towards the top right of the screen:

  1. Click the email address and your default email client will open. The ''"to"'' and ''"subject"'' fields will be pre-populated with the organisation email address and organisation name respectively.
  1. Then simply compose and send the email and UNIS will capture it.

How do I send an email to an activity?

  1. From the home page of an activity, you will see the unique email address of that activity towards the top right of the screen:

  1. Click the email address and your default email client will open. The ''"to"'' and ''"subject"'' fields will be pre-populated with the activity email address and activity title respectively.
  1. Then simply compose and send the email and UNIS will capture it.

What allows or prevents me from sending an email to UNIS?

You will be allowed to send an email to UNIS if any of the following are true:

  • You have a valid and active UNIS user account which matches the email address you're sending from. The email address associated with your UNIS user account is visible from your home page:

  • You don't have a valid UNIS account, but there is a contact record in the system with an email address which matches the address you are sending the email from
  • You are sending from a university email account (i.e. sunderland.ac.uk)

My email hasn't been saved - what can I do?

  • Emails are processed every 5 minutes - try waiting 5 minutes and then check again
  • Check that the email address that you are sending from matches with what is stored in UNIS - e.g. joe.bloggs@… versus joe.bloggs@… (see the screenshot under [wiki:UNIS/FAQ#WhatallowsorpreventsmefromsendinganemailtoUNIS What allows or prevents me from sending an email to UNIS?])
  • Speak to your [wiki:UNIS/champions UNIS Champion]

Archiving and Deleting Records

How do I delete a record?

It is not possible to delete a record from the system.

Why archive records?

As UNIS is a collaborative platform, it is necessary to maintain a complete audit trail of all transactions. If a record was deleted, there would be no of knowing it ever existed. As a result, any unwanted or old records are archived instead.

By default, archived records are not included in search results etc. However, all [wiki:UNIS/search searches] offer an option to include archived records in search results.

How do I archive a record?

To be added.

Last modified 2 years ago Last modified on 18 Sep 2015 13:50:37

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