Include external personnel

You can build a list external personnel, such as instructors or class attendees who do not work for your agency.

  1. Do one of the following.

    • (If you are already working in the ESO Suite) Click the Home icon in the upper left corner of the screen.

      1. In a web browser, go to https://www.esosuite.net/EsoSuite.

        The ESO Suite login screen appears.

      2. Enter your user name, password, and agency name, then click Let's Go.

        If MFA is enabled, the Multi-factor authentication dialog box appears, displaying one or more methods you can use to verify your login credentials. The number of methods that appear in the dialog box depends on what MFA methods your ESO Suite administrators enabled in the Admin module.

        Click graphics
        to open them.

        Information on enabling MFA and specific MFA methods is available in the Admin module online help, in Configure multiple-factor authentication.

        Note: If your ESO Suite administrators have disabled MFA ("opted-out"), this dialog does not appear.

      3. (If the Multi-factor authentication dialog box appears) Depending on which buttons appear in the dialog box, verify your login in one of the following ways.

        1. Click MFA verification via authenticator app.

          The dialog box updates with boxes for entering the numbers of the authentication code, and the ESO Suite sends an authentication code to the authenticator application installed on your device.

        2. Open your authenticator application and note the authentication code currently displayed.

        3. Enter the authentication code displayed in the authenticator application.

        4. Click Log In.

        SMS

        1. Click MFA verification via SMS.

          The dialog box updates with boxes for entering the numbers of the authentication code, and the ESO Suite sends an authentication code to the phone number recorded in your PM records and identified with MFA codes.

        2. Enter the authentication code sent to your MFA-registered phone number.

        3. Click Log In.

        1. Click MFA verification via email.

          The dialog box updates with boxes for entering the numbers of the authentication code, and the ESO Suite sends an authentication code to your agency or department email address, recorded in your PM records.

        2. Enter the authentication code sent to your agency or department email address.

        3. Click Log In.

    The ESO Suite landing screen appears.

    Click graphics
    to open them.

    Note: You can access and manage your MFA options through the PM module, on the Settings > Account page, as described in Manage a user account. If your agency or department has enabled MFA but has not purchased the full-featured version of the PM module, you can access your own MFA settings by clicking Change my Multi-Factor Authentication settings on the landing screen, then using the Settings > Account page that appears. If your agency has not enabled MFA, the Change my Multi-Factor Authentication settings link does not appear on the landing screen.

  2. On the top side of the home screen, click Admin.

    Tip: If your screen or browser window is too narrow to display all your agency's ESO Suite module icons, an options icon appears on the right side of the icon bar. If you click the options icon, a menu appears containing additional module icons.

    The Admin screen appears, displaying the Welcome screen.

  3. In the left pane, expand PM, then click External Personnel.

    The External Personnel screen appears.

  4. Do any of the following.

    1. In the upper right corner, click Add.

      The New External Personnel dialog box appears.

      Note: You must fill in all fields indicated as REQUIRED on this screen.

    2. In First Name, Middle Name, and Last Name, type the name of the person you want to add.

      Character entry appears in all-capital letters, regardless of whether you type in lowercase or mixed case.

    3. In Work Phone, Work Mobile, and Home Phone, type the phone numbers of the external personnel you want to add.

    4. In Email, type the external personnel's email address.

      Email addresses must be in the name@domain.suffix format.

      Example: YourName@eso.com

    5. For Country, click the field or the list icon to the right of the field, then select the appropriate single option from the menu that appears.
    6. In Address 1 and Address 2, enter the street address and any other unit-specific information.

    7. In Zip, type the zip code for the location, then click the search icon (magnifying glass).

      A list of cities, states, or zip codes matching what you entered appears.

      Example: In Zip, type 50248, then click the search icon.

      A list of zip codes matching 50248 appears on the right.

    8. Select the entry that corresponds to the rest of the address you are entering.

      City, State, and County automatically populate in the address menu with the information from the selected match.

    9. Click Done.

    1. For the list item you want to edit, click Edit to the right of the item name.

      Note: If Edit does not appear beside the item name, on the right side of the list, drag the slider button to the right, until On appears. The item must be activated before you can edit it.

      The Edit dialog box appears, displaying the values already specified for that list item.

    2. Change the information in the fields as needed.
    3. Click Done.

    • For the item you want to deactivate, on the right side of the list item, drag the slider button to the left, until Off appears.

      The Edit link to the right of the item name disappears when the item is deactivated.

      Note: While you are in the Admin module, deactivated items still appear in the list; in all other ESO Suite modules, deactivated items do not appear in the lists.

    Note: The process for activating and deactivating a list item shown below applies to any list in the ESO Suite.

    • In the Search field, type the characters in the name of the list item you need to find.

      As you add each character, the list automatically reduces to only items containing that sequence of characters.

    Note: The process for searching a list shown below applies to any list in the ESO Suite.

    Note: Lists in the Admin module always appear in alphabetical order, and display both active and deactivated items.

    1. In the upper right corner of the list, click View Sort Order.

      The Sort dialog box appears.

      Note: Only the active items in the list appear in the Sort dialog box.

    2. For Sort list alphabetically, drag the slider button to the left, until Off appears.

      You can now change the order of the values in the list, and buttons for manually sorting the list appear below Sort list alphabetically.

    3. In the list on the right, select the item you want to move up or down in the list.

      A green, right-pointing arrow appears next to the list item to confirm that it is selected.

    4. On the left, click the up or down arrows to move the item up or down one place, or to the top or bottom of the list.
    5. Repeat the previous two steps as many times as needed to arrange the items in the order you want in the list.

    6. Click OK.

      The dialog box closes, and the list appears in the new order, unless you are working in the Admin module.

      Note: Lists in the Admin module always appear in alphabetical order.

    Note: The process for sorting a list shown below applies to any list in the ESO Suite.

    1. On the right side of the screen, click the filter menu.

      Note: The name of the menu varies, reflecting the option currently selected for filtering the list. Show All appears as the default selected option.

      The menu of filter options appears.

    2. Select the option you want to use to filter the list.

      The list updates to reflect your selection.

    Note: The process for filtering a list shown below applies to any list in the ESO Suite.