Emma 5 User Manual



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3.5Surrogate User Functions


A surrogate is an individual, assigned by a provisioned user, who has been designated to fulfill all the system duties on their behalf without the sharing of User IDs and passwords. This includes provisioning users in the level below them in the hierarchy. For example, a Project Officer provisions a user as a surrogate Project Officer. When a provisioned user’s permissions are removed, the assigned surrogate no longer has access to the systems. EMMA records an identifier of the actual individual who performed an action in the system.

Situations such as managers sharing their passwords with administrative assistants are not acceptable and do not constitute proper surrogacy.



Not all roles have permission to perform the following functions. If the applicable buttons are not active, then you do not have permission to perform the function.

Adding a Surrogate User


To add a surrogate user:

  1. From the “EMMA Home Page” screen, click the radio button next to your provisioned role.



  1. Click Add Surrogate.

  2. The “Add Surrogate User” screen opens. Enter the email address of the person that you would like to add as your surrogate and the number of days that the user has to accept the role. You can allow up to 30 days.

Note: For verification purposes, the “Add Surrogate” screen lists the role which you are provisioning.



  1. Click Submit. Your surrogate user will need to redeem a token as with other users of EMMA. Once the token has been redeemed, your home page will be updated to list your surrogate user's name.


Resending a Surrogate Token


To resend a surrogate token:

  1. From the “EMMA Home Page” screen, click the radio button next to your provisioned role. The nominated surrogate user will be listed as “pending acceptance” in the “Your Surrogate” column.



  1. Click Resend Surrogate Token. The “Update Surrogate” screen opens.



Note: You have the option to modify the nominated surrogate’s email address as well as the number of days that the user has to redeem their token. Updating the information is not required.

  1. Click Submit.

Removing a Surrogate User


To remove a surrogate user:

  1. From the “EMMA Home Page” screen, click the radio button next to your provisioned role.



  1. Click Remove Surrogate.

  2. Confirm that you want to remove the surrogate user. Click OK.

Note: You can change or remove your surrogate user at any time. To change your surrogate, remove the user and add another surrogate.

Appendix A: Acronyms and Abbreviations


The following abbreviations and acronyms aid in the understanding of this document.

Abbreviations and Acronyms

Description

CAC

Common Access Card

DMDC

Defense Manpower Data Center

EMMA

Enterprise Monitoring and Management of Accounts

PIN

Personal Identification Number

PIV

Personal Identity Verification

POC

Point of Contact


Appendix B: Application Error Codes and Messages


Error Message

Explanation

Solution

You lack the privileges to log into EMMA

You are an unauthorized user of EMMA.

Contact your supervisor if you feel that you should have been provisioned in EMMA.

Page cannot be displayed

You have attempted to log in to EMMA with the wrong Smartcard or no Smartcard.

Insert your Smartcard into the card reader and click Refresh. If this does not work, close your browser and attempt this action again.

Please select a user before performing the ‘User Details’ action

See Error Message.

Select a User and then click User Details.

Please select a user before performing the ‘Remove User’ action

See Error Message.

Select a User and then click Remove User.

Validation Error
You must correct the following error(s) before proceeding:

[Missing information] is a required field.



See Error Message.

Fill in all required fields and then click Add Organization.

Zip code should contain 5 numbers

You entered non-numeric characters in the zip code field.

Enter a 5-digit number in the zip code field and click Add Organization.

[phone number name] should be entered as ####### or #######

You did not enter 7 or 8 digits as the phone number.

Enter the phone number as a 7- or 8-digit number with no hyphen.

Description can not be greater than 2000 characters

See Error Message.

Re-enter the Organization Description using less than 2,000 characters.

Description has an invalid character(s). Valid characters are 0-9, a-z, A-Z, space, or any of the following: !@#%-_=;:~/.,[]()$+?

See Error Message.

Re-enter the Organization Description without using special characters.

User must redeem token before updating or viewing user details

You attempted to update a user that has not yet redeemed their token.

Request that the user redeem their token or wait until you have received email notification that the token has been redeemed and try again.

Token is a required field

You selected Redeem Token on the “Login” page and clicked Continue without entering a token number.

Enter your token number in the provided text box and click Continue.

The token submitted was invalid

You attempted to redeem an invalid token or entered incorrect numbers in the field.

Verify the token number and resend to the database.

Token must be a number

See Error Message.

Enter a numeric token number and click Continue.

The token submitted has expired

See Error Message.

Contact your supervisor and request that they reprovision you as a user of EMMA.

The token submitted is invalid. Token has been cancelled.

You attempted to redeem a token that has been cancelled.

If you feel that the token was cancelled in error, contact your supervisor.

Days of Nomination is not in the range 1 through 30

See Error Message.

Enter a valid number of 1 through 30 for a user to redeem a token.

Days of Nomination must be a number

See Error Message.

Enter a numeral for the amount of days that a user has to redeem a token.

Days of Nomination is a required field

See Error Message.

Enter a number of days that a user had to redeem a token.

Email Address is a required field

See Error Message.

Enter an email address and resubmit the request to the database.

Email Address is an invalid email address

See Error Message.

The format of the email address is invalid. Enter the correct email address and resend to the database.

Your session has timed out

Your session has been inactive for twenty minutes or longer.

Log into EMMA again and retry your request.

There are no more Roles that can be created under the [name of role] role

See Error Message.

Verify that you have selected the correct role on the “Role Selection” page and that you do want to add this role. To add more than one of the same role, you must create a new organization.

The EMMA application is temporarily unavailable, please try again later

The EMMA application did not initialize correctly or the database may be down.

Contact the Helpdesk to report the problem.

Could not add the user due to: The user's token email could not be sent

See Error Message.

EMMA was unable to send the token email. Please retry or contact the Helpdesk if you continue having this problem.

Could not add the user due to: The surrogate's token email could not be sent

See Error Message.

EMMA was unable to send the token email to your surrogate. Please retry or contact the Helpdesk if you continue having this problem.

The “[role]” has already been created for this organization. Recheck the role hierarchy.

Each role can only be added one time per organization. A user in your pool has already added this role.

Recheck the role hierarchy.

The maximum number of users has already been assigned to the “[role name]” role. The maximum number of users is [?]. Recheck the user list.

See Error Message.

If there are unnecessary users currently filling the role, you can remove a user and add a new user in their place. If appropriate users are provisioned and you still need to add additional users, you can create a new organization for them.

Your email address could not be retrieved when you logged in. You must have an email address in order to provision users. Log off and try again later. If this problem persists, please contact the help desk.

See Error Message.

Please retry or contact the help desk if you continue having this problem.

Could not add the user due to: User is already provisioned in this role in the organization.

A user can only be provisioned in the same role one time per organization.

Please add a different user or create a new organization.

You cannot log into EMMA because you are ineligible to use the application.

You are not eligible for access to the EMMA application.

Please contact your provisioning authority if you feel that you received this message in error.


Appendix C: Frequently Asked Questions


  1. How do I find my Organization ID?
    Your Organization ID is listed below the name of your Organization.


(301062)


  1. Will I always receive an email notifying me of a token?
    Yes
    Related topics: What if I do not receive a token email?
    How do I update my email address?



  1. What do I do if I do not receive a token email?
    Contact your provisioning authority to verify that the correct email address was used. If the email address listed in EMMA is correct, contact your on-site System Administrator to verify the correct delivery of notifications.
    Related topics: Will I always receive an email notifying me of a token?
    How do I update my email address?



  1. What do I do if my displayed email address is incorrect?
    If your displayed email address is incorrect:
    Smartcard users should go to the RSS application (https://www.dmdc.osd.mil/self_service) to make any updates.
    Person ID users should go to the Address Update (https://www.dmdc.osd.mil/appj/address/) application to make any updates.



  1. What do I do if my token expired?
    Contact the person that provisioned you and request that they resend you the token.



  1. What do I do if I cannot log in?
    Smartcard users, check the date of your Smartcard to ensure that it is valid. If your Smartcard has not expired, contact the help desk. If your Smartcard has expired, contact your supervisor.
    Person ID users, contact the help desk.




  1. If I have a new Smartcard, can I still log in?
    Yes – receiving a new Smartcard will not affect logging in to EMMA if you have already been provisioned.




  1. What do I do if a pending user is no longer displayed in the “Users Provisioned” list?
    Section , Resending a Token, provides detailed instructions on how to resend a token/send a token to a new email address.




  1. What do I do if my organization tree says to “Close and Re-open this node”?
    Click the Home link at the top of the screen. Reselect your role on the “EMMA Home Page.”




  1. How do I change my screen resolution?

To change your screen resolution:

Windows XP

        1. Right-click on your desktop.

        2. Click Properties.

        3. Select the Settings tab.

        4. In the “Screen resolution” box, slide the pointer to the “1024x768” setting.

        5. Click Apply.

Windows 7

  1. Right-click on your desktop.

  2. Click Screen Resolution.

  3. From the “Resolution” drop-down, slide the pointer to the “1024x768” setting.

  4. Click Apply.




Abstract This guide describes how to use the EMMA system, which allows users to provision for required applications.

Document Date May 2015

Document Version 1.7

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