ROVER video: How to request an authority to act

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If you have the authority, you can act on behalf of another person in ROVER. This short video takes you through the process of creating a token, choosing the type of access and functions, and sending the request to the person you want to act on behalf of.

ROVER: How to request an authority to act from Infrastructure & Regional Dev on Vimeo.


[Image appears of a dark blue screen with a network background, and text appears: ROVER, How to request an authority to act]

[Image changes to show the ROVER webpage]

Narrator: Today, I'm going to show you how to create a token to request to act on behalf of another person in ROVER. I have already signed into my ROVER account.

[Image shows the cursor selecting 'Authority to act' on the dashboard at the top of the screen, and then the image changes to show the 'Manage authority to act' page]

Click on the 'Authority to act' button on the dashboard, which will take you to this page where you can manage your authorities to act.

[Image shows the cursor pointing to the 'Current' and 'Previous' authorities to act sections on the page]

Here, I can see information on my current authorities to act, and here the ones I've had in the past.

In this example, I want to act on behalf of Michael Knight. As you can see on this page, I don't have authority to act on his behalf, so I'm going to send him a notification in ROVER asking for permission.

[Image shows the cursor selecting 'Record authority to act' in the top right of the screen]

I do this by clicking the 'Record an authority to act' button here in the top right-hand corner.

[Image changes to show the 'Authority to act' page appearing on the screen]

On this page, I need to provide details about the type and level of access I'm asking for.

[Image shows the cursor selecting 'Request to act on behalf of another individual' under the 'What type of relationship would you like to record?' section of the webpage]

There are three types of access. I'm going to choose the middle one 'Request to act on behalf of another individual'.

[Image shows the cursor populating the fields under the 'Who are you requesting to act on behalf of?' section on the page]

Next, I need to add Michael's details - his email address and full name. Michael already has a ROVER account. This is important because another individual will need to have or create an account in ROVER to accept your token requesting an authority to act.

[Image shows the cursor selecting 'Standard access' under the 'What level of access are you requesting?' section of the webpage]

Now, I need to choose the level of access - standard or limited. Users with 'Standard access' can see everything belonging to the organisation or individual for each function they are assigned. 'Limited access' users can only see specific records where they are added as a contributor within a function.

I'm going to select 'Standard access'.

[Image shows the webpage scrolling through to show the cursor pointing to the 'End date' section of the webpage]

As you can see here, the end date has already been populated. This date is set one year from today by default.

[Image shows the cursor selecting the calendar icon and then pointing to the drop down calendar that appears below]

However, if you wish to change it, click on this calendar icon and choose a different date.

[Image shows the cursor pointing to the 'Which ROVER functions are you requesting access to?' section and then selecting 'Applications' and 'Approvals' from the list]

Now I need to select the ROVER functions I want access to. Functions are a way of controlling what a user can do in ROVER on behalf of an organisation or individual. I'm going to choose 'Applications' and 'Approvals'.

[Image shows the cursor checking the box under the 'I declare that' section of the webpage]

The last step is to read and acknowledge the declaration by ticking this box.

[Image changes to show the cursor selecting the 'Record Authority to Act' button at the bottom of the page]

Now click 'Record Authority to Act'.

[Image changes to show the 'Manage authority to act' page again]

As an email address was provided, this triggers an email to be sent to the person you are requesting authority from, in this case Michael, notifying them of the token. Until the generated token is accepted, an authority to act will not exist and you will not be able to perform actions on behalf of the other person.

[Image shows the cursor pointing to the table under the 'Current' section on the page]

Once they have used the token to accept your request to act on their behalf, you will see the details of your authority in this table here. And that's how you request an authority to act on behalf of someone else in ROVER.

[Image changes to show a dark blue screen with a networking pattern, and text appears: Visit]

For more information on how to use ROVER, visit the department's website or watch more videos on the department's Vimeo channel.

[Image changes to show the Australian Government Coat of Arms, and text appears: Australian Government, Department of Infrastructure, Transport, Regional Development and the Arts]