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webservices:guestinvitation [2017/08/01 13:41]
cstor
webservices:guestinvitation [2017/08/03 11:48] (current)
cstor
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 +===== Invitation form submission instructions =====
 === Step 1 === === Step 1 ===
 SISSA’s scientific personnel (faculty members and holders of research assignments (“assegnisti”) carry out the registration online of their visitors, following prior authorization from the scientists responsible for the funds used (the Area Coordinator for Area funds and the scientist in charge of project funds).  ​ SISSA’s scientific personnel (faculty members and holders of research assignments (“assegnisti”) carry out the registration online of their visitors, following prior authorization from the scientists responsible for the funds used (the Area Coordinator for Area funds and the scientist in charge of project funds).  ​
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 http://​services.sissa.it/​im/​guestManagement/​invite ​ http://​services.sissa.it/​im/​guestManagement/​invite ​
    
-and the link for administrating invitations already registered is:   ​http://​services.sissa.it/​im/​guestManagement/​list ​+and the link for administrating invitations already registered is:    
 + 
 +http://​services.sissa.it/​im/​guestManagement/​list ​
    
 You can access both links with your SISSA username and password. ​ You can access both links with your SISSA username and password. ​
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 The invitation can be made after the 10-day limit, but in this case the Director of SISSA will receive a notification by the programme and it will be necessary to wait for his  authorization before proceeding to the next step. The invitation can be made after the 10-day limit, but in this case the Director of SISSA will receive a notification by the programme and it will be necessary to wait for his  authorization before proceeding to the next step.
 +
 +Some data are mandatory depending on the selected facilities.
 +
 +__Important__:​ the room number is mandatory if room or room key facility is requested.
  
 === Step 2 === === Step 2 ===
-After the online registration ​by the scientific personnel an email will be immediately sent to the relevant secretary (Area/​Director’s/​ILAS Secretariat) who will then confirm the availability of the funds indicated by the scientist. ​+After the form submission ​by the scientific personnel an email will be immediately sent to the relevant secretary (Area/​Director’s/​ILAS Secretariat) who will then confirm the availability of the funds indicated by the scientist. ​
  
 The secretary will send an email to the guest asking him/her to confirm the dates, and where applicable, to organize prepaid travel arrangements,​ hotel booking and allocate a desk. The secretary will send an email to the guest asking him/her to confirm the dates, and where applicable, to organize prepaid travel arrangements,​ hotel booking and allocate a desk.
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 __Note about the computer account__: the account creation is automatic and the guest should receive the credentials by email only if the submission of the form is completed succesfully __Note about the computer account__: the account creation is automatic and the guest should receive the credentials by email only if the submission of the form is completed succesfully
 +
 +===== Tutorial with screenshots =====
 +
 +The form starts with a search box that lets the user select a person previously invited
 +
 +{{:​webservices:​grs_2.jpg|}}
 +----
 +after selecting a person from the list or chosing to insert an invitation for a new person the user will be asked for information about the type of invitation and the guest personal data and contacts
 +
 +{{:​webservices:​grs_3.jpg|}}
 +
 +It is important to select the correct Area because the funds list is dependent from that selection.
 +The user can choose an alternative reference person who will be notified of the progress of the practice and will be able to handle it in its absence
 +
 +{{:​webservices:​grs_4.jpg|}}
 +
 +If you choose to allocate a room, it is mandatory to indicate the number.
 +
 +
 +The expenditure section fields will be adjusted to the previous selections according to School regulations.
 +
 +{{:​webservices:​grs_5.jpg|}}
 +
 +
 +You can choose an area fund, one project or both. It's important to choose the right area in the previous menu as the list of funds depends on this. To select a project fund you must enter the person to whom it is headed and then select the background from the menu that will appear.
 +
 +{{:​webservices:​grs_6.jpg|}}
 +
 +
 +If the invitation is submitted too late it is mandatory to insert some explanation in the invitation notes.