Chartfield Change Request

Overview

The Chartfield Change Request form is an application within the Service Request System (SRS). This application allows you to make or request a change to existing Chartfields for phone line services. 

Note: you must be authorized for the existing department to make this request. You can’t submit a request to change a phone number in a department that is NOT currently under your account.

Using the Application

screenshot showing the SRS dropdown selections

At the top of your SRS dashboard, select Chartfield Change Request from the Permissions & Billing drop-down list.

screenshot showing two chart field change request buttons
There are two options available for selection.

  • Select option 1 to make changes to phone line services for existing departments you are authorized for.
  • Select option 2 to request changes to phone line services for departments you are NOT authorized for. 

Chartfield Change Request - Make changes to phone line services for existing departments you are authorized for. 

Overview

The Chartfield Change Request form is an application within the Service Request System (SRS). This application allows you to make a change to current Chartfields for phone line services that are managed by departments you are authorized for. 

Select Existing Chartfield

This page allows you to select the departmental Chartfield(s) that existing services are being billed to.

screenshot showing how to select the current department

  1. Click the drop-down arrow in the Switch Department box to select the existing department that services are being charged to.
  2. Click Next.

Select Existing Shortcode

This page allows you to select the departmental shortcode for Existing services.

screenshot showing shortocde selection

  1. Click the drop-down arrow in the Select Shortcode box to select the correct shortcode. Note: If you do not see the shortcode you're looking for, click on the Show Chartfield Select box to see more detail.
  2. Click Next.

Important: You can only choose Chartfields for which you are currently authorized. If you are not currently authorized for the correct Chartfields,  follow the process found here to request the changes.

Select User IDs

This page provides you with a list of the user IDs associated with the Chartfield selected on the previous page.

screenshot showing how to select users ids associated with a shortcode

  1. Select the user IDs which need to be changed by checking the box beside each one. Alternatively, check the box for Select All Records or Select All From Page, if applicable.
  2. Click Next

Notes: 

  • If you would like to search for a particular set of user IDs or buildings, use the Search box.
  • Toll and local charges are only available for user IDs with Phone Lines (PH) and AuthCodes (RA). User IDs with anything else (e.g., DA) will only include a Monthly Recurring Charge (MRC).
  • If a service has Toll/Local/MRC charges to a different Chartfield than the one that was selected, it will be signified with a red “X” icon. Alternatively, if a service has Toll/Local/MRC charges to the selected Chartfield, it will be signified with a green check icon.

Select New Chartfield

This page provides you with the ability to select a new Chartfield where you want existing services to be billed to.

screenshot showing how to select the new department chartfield

  1. Use Select New Chartfield to choose a new Chartfield from the drop-down list.

Note: You can optionally choose to select a different department from the drop-down list other than your own next to Select New Department. However, most users will want to keep their current department.

  1. Check the box(es) beside the user IDs you wish to reassign. You can pick and choose where the charges go for different user IDs as you move through the list.
  2. Check the box(es) for applicable charges (i.e., MRC, Toll, and Local).
    1. Click Apply after each reassignment.

    Note: 

    • You can specify a new Chartfield or keep the same one as before.
    • Toll and local charges will be greyed out if the user ID(s) selected do not include a “PH” or “RA”.
    1. After you have finished selecting the new departments and Chartfields for each user ID, click Next to proceed to the final step.

     

    Review & Submit

    This page lets you review the changes you have made and double-check that everything is correct. If all the changes are correct, click Submit. You will be taken to a confirmation page and, if you wanted to do this process again for a different Chartfield, you can select Submit Another Request and the system will take you to the beginning of the application.

    screenshot showing a review summary of requested changes 

    Tips

    • Toll and local charges cannot be changed for any Chartfields except for those with user IDs that contain “PH” or “RA”. 

    Note: If you click Select All on the Select New Chartfield page, you may see local and toll charge boxes become available to check because the Chartfield list includes “PH” and/or “RA”.

    • You can only choose Chartfields for which you are currently authorized. If you are not currently authorized for the necessary Chartfields, follow the steps found here, to request authorization.

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    Chartfield Change Request - Request changes to phone line services for departments you are NOT authorized for. 

    Overview

    The Chartfield Change Request form is an application within the Service Request System (SRS). This application allows you to request a change to existing Chartfields for phone line services that are managed by departments you are NOT authorized for. Important: You must be authorized for the existing department in SRS to make this request.

    Select Existing Chartfield

    This page allows you to select the departmental Chartfield(s) that current services are being billed to.

    screenshot showing how to select the current department

    1. Click the drop-down arrow in the Switch Department box to select the current department that services are being charged to.
    2. Click Next.

    Select Existing Shortcode

    This page allows you to select the departmental shortcode for existing services.

    screenshot showing shortocde selection

    1. Click the drop-down arrow in the Select Shortcode box to select the correct shortcode. Note: If you do not see the shortcode you're looking for, click on the Show Chartfield Select box to see more detail.
    2. Click Next.

    Select User IDs

    This page provides you with a list of the user IDs associated with the Chartfield selected on the previous page.
    screenshot showing how to select user ids
    1.    Select the User ID(s) which need to be changed by checking the box beside each one. Alternatively, check the box for Select All Records or Select All From Page, if applicable.
    Notes: 

    • If you would like to search for a particular set of user IDs or buildings, use the Search box.
    • Toll and local charges are only available for user IDs with Phone Lines (PH) and AuthCodes (RA). User IDs with anything else (e.g., DA) will only include a Monthly Recurring Charge (MRC).
    • If a service has Toll/Local/MRC charges to a different Chartfield than the one that was selected, it will be signified with a red “X” icon. Alternatively, if a service has Toll/Local/MRC charges to the selected Chartfield, it will be signified with a green check icon.

    2. Click Next.

    Select New Chartfield

    This page provides you with the ability to select a new Chartfield where you want existing services to be billed to.
    screenshot showing how to select new chart field
    1. Click the drop-down arrow in the Select New Department box and locate the new department.
    2. Click the drop-down arrow in the Select Shortcode box to select the correct shortcode.
    3. Check the box(es) beside the User ID(s) you wish to reassign. You can pick and choose where the charges go for different user IDs as you move through the list.
    4. Check the box(es) for applicable charges (i.e., MRC, Toll, and Local).
    5. Click Apply after each reassignment.
    Note: Toll and local charges will be greyed out if the user ID(s) selected do not include a “PH” or “RA”.
    6. After you have finished selecting the new departments and Chartfields for each user ID, click Next to proceed to the final step.

    Review & Submit

    This page lets you review the changes you are requesting and double-check that everything is correct. Click Submit to send the request for approval. 
    screenshot showing how to review and submit a change request 

    Tips

    • Toll and local charges cannot be changed for any Chartfields except for those with user IDs that contain “PH” or “RA”. 

    Note: If you click Select All on the Select New Chartfield page, you may see local and toll charge boxes become available to check because the Chartfield list includes “PH” and/or “RA”.

    A confirmation page will display. If you need to make another request, you can select Submit Another Request and return to the beginning of the application.
    screenshot showing the confirmation page

    Authorization

    The staff member authorized to accept or reject the request will receive an email with a link to the request.
    screenshot showing requestor email

    The Chartfield change page will display and the request can be accepted or rejected. 
    Screenshot showing the accept and reject options for a request

    Once the user clicks Accept or Reject, they are asked to confirm their selection.
    screenshots showing confirm dialogue boxes

    screenshot showing request reject dialog box

    The requestor will receive an email with the approval or denial message.
    approval email screenshot

    denial email screenshot

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    Last Updated: 
    Monday, March 6, 2023