Brokerage Profile

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

The Brokerage 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 Brokerage frame of the General tab, enter or revise your brokerage name and basic contact information.
  2. If your mailing address is different from the address in the Brokerage frame, enter it in the Mailing Information frame.
  3. EULA stands for End-User License Agreement. To view the EULA, click the link.
  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

Management system settings can only be manually updated if your brokerage is configured to manually update.

  1. On the Mgmt. System tab, select the Mgmt. System Name that makes your broker management system, the Product you are running, and your current system Version.
  2. Click Save to apply changes made on this tab.

    A message displays indicating if the management system was set manually or automatically with the date and time of the setting.

    The current AMS information (reported automatically to Ivans by the vendor) displays below the vendor information.

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.

The list displays five users per page by default, but you can change this selection if you prefer. Click First Page, Next Page, Previous Page, and Last Page to scroll through additional pages.

To search for users, type the user’s Full Name, Username, Phone or Email in the Find in Users 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 a New User

To add a user, complete the following steps:

  1. Click the Add button above the list. The Add New User screen displays.
  2. Enter the user’s Full Name and an Email address. The email address is used as the username when logging into Ivans Exchange.
  3. For the Brokerage Role, specify whether the user is an Admin or a User. (See the Permissions section for information on the default security permissions for each of these roles.)
  4. Optionally, in the Comment field enter a brief note about the user account.
  5. Click Add User to send the invitation. The Invitation Sent screen displays.
  6. Click Ok.
  7. If necessary, click Edit in the Actions column to modify the user’s defaults for Account Access and Permissions. See the Permissions section below for more information on the permissions available and the default settings for brokerage users and brokerage admins.

    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 must complete the registration.

    An Invite email containing a link to complete the new user’s registration is sent to the email address entered in the Add New User screen. The brokerage admin(s) also receives an email indicating an Ivans account registration invite was sent.
  8. 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 expires in 24 hours.

    The Resend Invitation screen displays. You cannot edit the email address. Click Ok to send the invitation email.

    A confirmation screen displays stating the invitation was sent. Click Ok to close the screen.  

    To complete the registration via the Ivans Exchange Invitation email, the invited user clicks the link in the email. In the Set Password screen, the user enters a password in the New Password field and in the Confirm New Password field, and then clicks the Update Password button.

    Note: The password must be at least 8 characters in length, must not be the current password or username, and must contain the following four character groups:

When a user is successfully registered::

Edit User Information

To manage a user's profile, reset their password, or provide additional permissions, do the following:

  1. Locate the desired user in the list and click the Edit link in the Actions column. The edit user section displays on the Users tab screen.

  2. Make any necessary changes to the User Information and Account Access frames. The Username and Email fields are not editable.

  3. To modify the Exchange workflows to which the user has access, check each action to which the user should have access. See the Permissions section for more information on the permissions available for brokerage users and brokerage admins.

  4. Click Save to apply your changes. (Changes take effect the next time the user logs in to the system.)

  5. 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, the Update Password screen displays. The user then enters a new password and upon saving, the user receives a password confirmation email.

    Note: The password must be at least 8 characters in length, must not be the current password or username, and must contain the following four character groups:

Delete Users

Please note that only user accounts created before May 19, 2024 can be deleted.

  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 from Ivans Exchange? This action cannot be undone." Click Yes.

Permissions

The permissions available for a user are based on their assigned role. Permissions that apply only to brokerage users and brokerage admins are documented below.

Permissions - Brokerage  User

A user given the role of Brokerage User is given permission to the following workflows by default except for Files Download, which must be granted manually. Files Download was previously only available to Admin users: if you promoted Users to Admins to provide them with Files Download permission, consider demoting them to User and manually granting them Files Download.

Account Administration

Managing Mail

Modifying Agencies/Partnerships

Permissions - Brokerage Admin

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

Account Administration

Mailbox Administration

Managing Mail

Modifying Agencies/Partnerships