Audit Room and Virtual Room

lexi.hafften Thu, 03/26/2020 - 08:38

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Last Updated

December 05, 2024

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Audit Room and Virtual Room

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User Guide

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Subscribe to Audit Room and Virtual Room email updates.

This guide contains information about Audit Room and Virtual Room, which are part of the Trusted Exchange (TrEx) systems.

Sign in to Virtual Room

Note: Due to our security features, you should not bookmark the Audit Room or Virtual Room sign in page. We recommend bookmarking this page to quickly access the rooms.

Trusted Exchange systems will perform system maintenance on Thursdays between 6:00 and 7:00 a.m., as needed.

What are Audit Room and Virtual Room?

lexi.hafften Thu, 03/26/2020 - 08:58

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Last Updated

March 27, 2020

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What are Audit Room and Virtual Room?

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Audit Room and Virtual Room provide a secure space online to exchange files and other information with Revenue. They:

Give you 24/7 access to upload files and respond to messages
Transfer data using Revenue's secure network
Promote collaboration between Revenue, other state agencies, counties, and customers
Store documentation in one location
Reduce the need for paper documents

Discussion Room Features

lexi.hafften Thu, 03/26/2020 - 10:28

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Last Updated

March 27, 2020

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Discussion Room Features

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Audit Room and Virtual Room have discussion rooms. The features and tools of discussion rooms are outlined below.

See File Submission Room Features

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Getting Started [+]

Before you can start using Audit Room or Virtual Room, you will be invited to a room by the Room Owner.

For Audit Room, this will generally be your assigned auditor.
For Virtual Room, this will depend on the purpose for the Virtual Room.

They will ask you for your email address to invite you to the room. You will use this email address to activate your account and sign in to the system.

Follow the instructions in your email to activate your account and create a password.

Note: If you use your email address for another TrEx system, you will get a welcome email with a link to sign in.

Reminders and Notifications [+]

Room Features [+]

Discussion Rooms allow you to share information with other members of the room securely and conveniently.

Tasks

Track and manage tasks, including deadlines and deliverables.

Files

Securely upload documents into folders and download files others have uploaded.

Messages

Safely and securely communicate with your auditor or anyone else in the room.

Members

See everyone who has access to the room.

Contact Information

Find important contact information for members of the room.

Audit Room: Your auditor and their supervisor
Virtual Room: Your room owner or main contact for the program your Virtual Room is used with.

Profile

Select your name in the upper left corner of the screen to access your profile. Update your personal information, including your name and phone number.

Note: If you are a member of other rooms or systems, any change will affect all rooms or systems.

Reporting a Problem [+]

File Submission Room Features

lexi.hafften Thu, 03/26/2020 - 11:32

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Last Updated

March 27, 2020

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File Submission Room Features

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Virtual Room has file submission rooms. The features and tools are outlined below.

See Discussion Room Features

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Getting Started [+]

Before you can start using a Virtual File Submission Room, you will be invited to a room by a Revenue employee.

They will ask you for your email address to invite you to the room. You will use this email address to activate your account and sign in to the system.

Follow the instructions in your email to activate your account and create a password.

Note: If you use your email address for another TrEx system, you will get a welcome email with a link to sign in.

System Users

Some Virtual File Submission Rooms are set up for System Users, also known as Unattended Mode. To have a system set up for this type of submission, contact your room moderator.

Room Features [+]

File Submission Rooms allows you to send files to Revenue for processing. Every room has a Room Moderator, who manages the room.

Upload a File

Submit files to Revenue from the main page of the room.

Each room may have restrictions on what file types are accepted. This prevents errors that could delay processing.

Transaction List

On the main page is a table view of all files you submitted to the room. If you are a member of a group (such as staff from the same organization), you will be able to see files submitted by other members of your group.

You can view each submitted files:

Transaction ID
File Name
Date Submitted
Submitted By
Submission Status
Status Date

This information shows where the file is in the process. If there was an error or if your file type is set up to send a confirmation file, you will be able to download that file from the Transaction List.

Contact Information

Find the contact information for your Room Moderator. It may be a Revenue employee or a group contact.

You can also see other room members who are assigned to the same group as you.

Profile

Select your name in the upper left corner of the screen to access your profile. Update your personal information, including your name and phone number.

Note: If you are a member of other rooms or systems, any change will affect all rooms or systems.

Reporting a Problem [+]

Your Account

lexi.hafften Thu, 03/26/2020 - 09:03

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Last Updated

March 27, 2020

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Your Account

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Your Audit Room and Virtual Room login is part of a Trusted Exchange (TrEx) account.

TrEx is the base platform that the system runs on. With TrEx, you have single sign-on access to several Revenue systems, including:

Audit Room
Virtual Room
Electronic Certificate of Real Estate Value (eCRV)

What is single sign-on?

Single sign-on means you can use the same account ID and password to sign in to more than one system.

All TrEx systems use your email address as your account ID.

You can only access systems you have been granted permission to.

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Creating an Account [+]

How to Bookmark the Sign in Page [+]

Access to Multiple Systems [+]

Password Help [+]

Your account password is valid for 90 days.

If your password expires, you get locked out of your account, or you want to change your password, you can create a new password using our two-step verification process.

Go to the sign in page for any TrEx system you use
Select Reset Password
Enter your email address and select Get Code
Once you receive the code, enter it into the space provided
Follow the instructions to create a new password

Problems with resetting your password?

If you are getting an "Invalid User ID" message, check if:

The User ID you entered is correct.
- If you made a mistake entering your email address, close all of your internet browsers and try again.
You did not start from a sign in page that your account is registered for.
- If you are not registered, go to the correct sign in page and try again.

System Maintenance

lexi.hafften Tue, 06/15/2021 - 06:46

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Last Updated

June 15, 2021

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System Maintenance

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Trusted Exchange systems will perform system maintenance on Thursdays between 6 and 7 a.m. Maintenance will only be performed when needed, and most updates will take less than 10 minutes.

This is in addition to the existing updates that happen on the fourth Thursday and Friday of every month between 4 and 7 a.m.

Trusted Exchange includes Audit Room, Virtual Room, and eCRV.

What is a maintenance window?

A maintenance window is a set time when system maintenance is performed.

Note: Some maintenance may need to be performed outside of this window. We will announce these updates in advance by email.

What does this mean for me?

Most users will not be impacted.

Automated processes run during this time may be impacted. We recommend moving their scheduled time outside of the maintenance window or re-running failed processes after the maintenance window.

Why are you making this change?

The maintenance window allows you to plan for outages and limits outage communication. It also allows us to make necessary updates easier and faster.

Why is another maintenance window needed?

The monthly maintenance window is for agency-wide system updates. Changes to specific applications are not made during the monthly updates.

Which systems are impacted?

Trusted Exchange (TrEx) is the platform for multiple systems. This includes Audit Room, Virtual Room, and eCRV.

All TrEx systems are impacted by the Thursday morning maintenance window.

System Requirements

lexi.hafften Thu, 03/26/2020 - 09:35

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Last Updated

March 27, 2020

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System Requirements

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Audit Room and Virtual Room are web applications that can be used through an internet browser. They are designed to work in any browser, but you should use the most current browser version available.

Revenue does not recommend a specific default browser. However, the system is primarily tested using Chrome and Edge browsers.

The following situations have caused issues with user experience:

Being signed in to the same system on multiple browser tabs or windows, such as having Audit Room open in more than one browser window at a time
Using private browsing
Using compatibility mode in your browser
Using an outdated browser version

Security Features

lexi.hafften Thu, 03/26/2020 - 09:44

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Last Updated

March 27, 2020

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Security Features

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Our system follows best practices and guidelines set by Minnesota IT Services to protect your information.

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Encryption [+]

User Access [+]

User Accounts [+]

Accountability [+]