This guide will go through the procedure/process of requesting a new temporary staff account.
This is applicable for the following:
- temporary or contract account ( STF)
- mentor or External Examiner account ( MENT)
(HR, 'OS' and 'extl' accounts are not included in this process.)
Requesting an Account
Any University member of staff can request a temporary staff account from the link on the IT Accounts page on Staff ID.
The direct link is https://enigma.derby.ac.uk/staffformmain.php
If the requester is defined as an approver for the department/college that the account is for, the account does not need to be further approved.
If the requester is not an approver, then an email is sent to the shared email address or distribution list for the selected department.
Only defined approvers can access the requests.
Approving an Account Request
The Approver's departmental shared mailbox/distribution list receives an email and the approver can follow a link which takes them into Enigma to approve the account. e.g
Dear IT Services approval team
A request to create a new Mentor account for Chris Gunter in IT Services has been submitted and is awaiting approval
To access the approval system and review approval requests please click here
Update: July 2019:
On the web form, for the line of text "Approvers for this department are ", that data is taken from the "Whitelist administration" page that IT staff maintain.
However, for the drop down menu labelled "Person responsible for this account:", the list of staff comes from the old HR system.
At some point in 2019 the new HR system will be used and then if staff are not appearing in the drop down list then contact HR to see what department the staff are or should be in.
Finalising an Account - IT Service Centre
Once the account is approved it is processed automatically.
An email with the account number is automatically sent to the requester and a zendesk ticket is created for the IT Service Centre to complete the account by providing any additional shared mailbox and shared folder access.
The IT Service Centre then sends the account memo to the account requester from a personal mailbox (not from within zendesk).