Agency Profile

To access your account detail, from the IVANS Exchange home page click the Exchange Menu button in the top right corner and select Agency Profile.

The Agency Profile area consists of the following sections:

If required fields on any of the tabs are blank when you click Save, a message displays stating that the tabs in red are incomplete and that the fields in red on those tabs need to be filled out in order for the information to be saved.

General

  1. In the Agency frame of the General tab, enter or revise your agency name and basic contact information.
  2. If your mailing address is different from the address in the General Information frame, enter it in the Mailing Information frame.
  3. EULA stands for End-User License Agreement. To view the EULA, click the Version number. The remaining fields (Current, Signer, and Date) are informational and cannot be changed.
  4. Click Save to apply changes made on this tab.

Contacts

On the Contacts tab, enter information for up to two contacts. At least one contact name must be provided.

Mgmt. System

  1. On the Mgmt. System tab, select the Mgmt. System Name that makes your agency management system, the Product you are running, and your current system Version.
  2. Click Save to apply changes made on this tab.
  3. A message displays indicating if the management system was set manually or automatically with the date and time of the setting.

Users

A list of users created for the current account displays, with a key icon displaying to the left of each user granted administrative rights. In this area, you can add new users, edit user information, and delete users.

To narrow the users listed, type a portion of the user Name or User ID in the User Filter field. The list refreshes automatically as you type.

To sort by any of the columns, click the column header. To sort in the reverse order, click the column header again.  The header of the column currently used as a sort displays in italics with an upward arrow if sorted in ascending order and a downward arrow if sorted in descending order.

Add an Invite New User

Adding a new user as an Invite user allows you to start the new creation process without knowing the mailbox password or creating the user’s password.

Users that have the Create User permission are the only users who will have access to add Invite users.

  1. Click the Invite button above the list. The Invite New User screen displays.

    Note: The Invite New User screen will not display if your agency does not have an email address on the General tab.
  2. Enter the user's First Name and Last Name.
  3. Enter the user’s Email address.
  4. For the Agency Role, specify whether the user is an Admin or a User. (See the Edit User Information section for information on the default security permissions for each of these roles.)
    1. Check the Market Appetite Only checkbox if the user should only have Market Appetite access. When checked, all permissions are removed from the user except access to Market Appetite. If unchecked, the user has access to Market Appetite and the permissions available for the user default to those for the selected role.

      Note: When logging into IVANS Exchange, users who have Market Appetite only permission will be redirected to the Market Appetite website.
  5. In the Comment field enter a brief note to include in the email that will be sent to the user, if needed.
  6. Click Send to send the invitation, or Cancel to discard changes.
  7. The Invitation Sent screen displays. Click OK.

The user is created and displays in the Users list on the Users tab with an  in the left column indicating that the user has been invited and needs to complete their registration.

Note: The Reset Password button is not available for the invited user until the registration is successfully completed.

An Invite email containing a link to complete the new user’s registration is sent to the email address that was entered on the Invite New User screen. The agency admin(s) will also receive an email indicating the new user is invited.

  1. If the invitation email was lost, never received, or the link in the email has expired, click the Resend link in the Actions column for the desired user to resend an invitation email.

    Note: The invite link has an expiration of seven days.

    The Resend Invitation screen displays allowing you to change the email address the invitation email is being sent to, if needed. Click OK to send the invitation email.

    Note: If the email address is changed, changes will also be made to the UserID.

    A confirmation screen displays stating the invitation has been sent. Click OK to close the screen.  

To complete the registration via the IVANS Exchange Invitation email, the invited user clicks the link that is contained in the email. On the Password screen, the user enters their password for their login in the New Password field and in the Confirm New Password field, and then they must click the Set Password button. The user is taken to their profile page in Exchange to review or update it.  

Note: Your password must be between 8 and 128 characters in length, and they must contain at least three of the following four character groups:

Upon successful registration the following happens:

Add a New User

Adding a new user allows you to create a new user with defining what the user’s password is and without a valid email address.

  1. Click the Add button above the list. The Agency User Add screen displays.
  2. Enter the user's Name, User ID, and an Email address.

    Note: User ID must be at least 3 characters and no more than 256 characters.
  1. A 1st Use Password defaults but can be changed if desired. The user will be prompted to change his/her password after first logging in to IVANS Exchange.

Note: Your password must be between 8 and 128 characters in length, and they must contain at least three of the following four character groups:

  1. If needed, enter a Phone number and an Extension for the user.
  2. For the Role, specify whether the user is an Agency Admin or an Agency User. (See the Edit User Information section for information on the default security permissions for each of these roles.)
    1. Check the Market Appetite Only checkbox if the user should only have Market Appetite access. When checked, all permissions are removed from the user except access to Market Appetite. If unchecked, the user has access to Market Appetite and the permissions available for the user default to those for the selected role.
      Note: When logging into IVANS Exchange, users who have Market Appetite only permission will be redirected to the Market Appetite website.
  3. Click the checkbox of the desired permissions for the user in Permissions. See the Permissions section below for more information on the permissions available and the default settings for the Agency users and Agency admins.
  4. Click Save to add the user or Cancel to discard changes.

Note: To enter an additional phone number for a user, customize security permissions, or grant a new temporary password, see the instructions under Edit User Information below.

Edit User Information

  1. Locate the desired user in the list and click the Edit link in the Actions column.
  2. Make any necessary changes to the User and Permissions frames. See instructions above under Add a New User for more information on these fields.
  3. Click the checkboxes of the desired permissions for the user in Permissions. To modify the Exchange workflows to which the user has access, select the checkbox beside each action to which the user should have access. See the Permissions section above for more information on the permissions available and the default settings for agency users and agency admins.
  4. To send an email with a password reset link to a user, click the Reset Password button. Click OK on the Request Sent message. Once the user clicks the link, they will be taken to the Change Password screen. The user then enters a new password and upon saving, the user receives a password confirmation email.

Note: Your password must be between 8 and 128 characters in length, and they must contain at least three of the following four character groups:

  1. Click Save to apply your changes or Cancel to discard them.

Delete Users

  1. Locate the user(s) you wish to delete. Click the Delete link in the Actions column.
  2. You are prompted, "Are you sure you want to delete this user?" Click OK.

Permissions - Agency User

A user given the role of Agency User is given permission to the following workflows by default. This is the maximum level of Exchange access available for an agency user; individual permissions can be removed but no permissions other than these can be added.

Account Administration

IVANS Marketplace

Mailbox Administration

Managing Mail

Permissions - Agency Admin

A user given the role of Agency Admin is automatically granted all permissions in the system. This includes all agency user permissions listed above as well as the following:

Account Administration

IVANS Marketplace

Mailbox Administration

Managing Mail

Modifying Agencies/Partnerships

Mailbox Setup

Access the Mailbox Setup tab to view a list of all mailboxes to which you have access.

For each mailbox, the Upgraded column indicates if the mailbox has been upgraded to IVANS Transfer Manager 2017 or higher. If the mailbox has been upgraded, a checkmark displays in the Upgraded column for that mailbox.

Passwords are managed, but are not visible in Exchange. If you forget your mailbox password you must change the password. Required: If you change your Mailbox password here you must also change your password in your agency management system to ensure your download continues to function.

To update a Mailbox password, complete the following steps:

  1. Click the Password link in row of the Mailbox whose password you wish to change.
  2. A dialog box with the following message displays: I understand that changing my Mailbox password in IVANS Exchange will require an update in Transfer Manager or my Agency Management System in order to continue to receive downloads, and I should contact my Management System Service Provider for assistance in updating my password in my Agency Management System. Click Accept to continue changing the password.
  3. Type the new password in the New Password field, type the password again in the Confirm New Password field, and then click Save.

    Note: When changing or setting the Mailbox password in Exchange, the password cannot be the same as the Mailbox Name.