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Frequently Asked Questions (FAQ)

Document Processes

  • Open the relevant document from the Tasks menu or the Search page.
  • If available, the document notes will appear in a pop-up in the top-right corner.
  • Click on the PDF icon in the pop-up to view and print the notes.

  • Open the document from the Tasks menu or the Search page.
  • Use the Download button at the bottom of the page or from the Other Actions menu to save the document.

  • When adding the document, select the wet signature option.
  • A message will appear stating:
    “This document, submitted for approval with a wet signature, will be invalid if it is not physically signed.”

  • If you are linked to the document (approval/signature/for information/purpose), you can track it under the Tasks tab.
  • If you are not linked but have viewing rights, you can search for the document in the Search section using metadata.
  • Click on "History" in the document details to track its progress.
     

  • Once sent, a document cannot be retrieved or resent.
  • The sender can add a note requesting rejection of the document.
     

  • If the unit name on the letterhead does not match your department: 
    o    If you have multiple profiles, ensure you have selected the correct one.
    o    If the issue persists, contact ebys.destek@isikun.edu.tr.
     

  • Add a note requesting the document’s rejection by the next approver or signer.
  • The document creator cannot cancel the document once submitted.

  • KEP-registered institutions will receive the document directly.
  • For non-KEP institutions, follow these steps:
    • Generate an envelope for the document in EBYS.
    • Print and send the document via postal mail.

  • Yes. On the homepage, click "Bulk Task Completion".
  • Select the task type and document type, then click "Complete Tasks."
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  • If a document is sent to multiple departments, a separate copy is created for each unit.
  • Use Document Type filters in the Search page to refine your search.

  • No, once sent, a document cannot be retrieved or resent.
  • The sender can add a note requesting rejection of the document.
Login & Authorization

  • Access EBYS at: http://ebys.isikun.edu.tr.
  • Username: Your Işık University email username (without @isikun.edu.tr).
  • Password: Your Işık University email password.

If you change your email password, your EBYS login password will also change.

  • After logging in, if no actions are performed, the session will remain open for 20 minutes.
  • After 20 minutes of inactivity, the session will automatically close, and you will need to log in again.

  • The system works on all web browsers.

•    Contact ebys.destek@isikun.edu.tr to report the issue.

  • Go to Profile → Personal Information → General Information and:
    • Disable "Allow Emails" to stop all emails.
    • Disable "Allow Notification Emails" to stop document notifications only.

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Human Resources must submit a request to update the employee’s role in EBYS.

Delegation (Proxy Authorization)

Visit the Guides & Forms page to access the relevant instruction manual

  • Log into EBYS with your username and password.
  • In the top-right menu, switch to the account of the person who assigned you as a proxy.

  • No, the initial delegator must assign the proxy again.

  • For the delegator:
    • Navigate to Personal Information → Delegation → View Delegation History to see who had access and their actions.
  • For the delegate:
    • Go to Personal Information → Delegation → My Assigned Delegations to view the assigned tasks.

  • Allowed: Document search, viewing, and details.
  • Not allowed: Signing, approving, forwarding, distribution, updating personal info.

  • Contact the system administrator. The delegator cannot manually revoke a proxy before the assigned period ends.
Forwarding Processes

•    Based on authorization and document type, you can: 
o    Forward the document
o    Return it
o    Close the task
o    Write a response
 

  • Yes. When preparing the distribution plan, select both Internal and External options.

  • Forwarding rules depend on authorization and document type.
  • Documents sent "For Information" cannot be forwarded.

  • Yes. Check the Guides & Forms page for the Forwarding Template Guide.