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Creating and Managing User Accounts

 

NOTE:

A default administrator user account is created automatically on the Server and is reserved for use by ANCILE.

Each user account must have a unique username and a unique email address. Only system administrators can create user accounts manually or by importing users via a CSV file. The CSV file must contain the primary email for the user, the user name and the language used by the user, in that order. A template file is available to aide in creating the CSV file.User accounts can also be created automatically when new users log into the Server via Single Sign-On (SSO).

NOTE:

When a user account is created via SSO, the user's time zone and locale are set automatically based on the user's browser settings. The user's locale is set based on the user's browser language setting for displaying pages. If the browser settings do not match the available Server settings, the user will be prompted to set the time zone and/or locale.

System administrators can also update, deactivate, and reactivate multiple users via a CSV file. The CSV file must contain the user profile field being used to match users, and should only contain the user information to be updated. Any blank information in the CSV file will overwrite existing user information. For deactivating and reactivating multiple users, only the the user profile field being used to match users should be included. A template file is available to aide in creating the CSV file.

Users can edit their own user accounts except for role and group assignment, but only system administrators can deactivate a user account. When a user account is deactivated, the user status is changed to 'inactive,' and is no longer available from the address book. The user is removed from all discussions, roles, and groups, and the user's subscriptions and notifications are deleted.

User accounts can be assigned to one or more system or project roles. If a user is not assigned to a project role, they will not see the project and its contents. Refer to Managing Roles for more information on the available roles and how project administrators can add users and groups to roles within projects that they own.

User accounts can also be assigned to groups to restrict content access to a group of users specified by the administrator or based on user attributes. When a user account is created or modified, the user is automatically added to any group with matching auto-assignment rules. Refer to Creating and Managing Groups for more information.

The list of user accounts can be filtered using data for any of the column headings in the list. The following pre-defined filters are also available to narrow down the list of user accounts:

NOTE:

To filter the list of user accounts by created date, you must enter the date in your browser locale's format.
  • All - Displays all of the user accounts on the Server.
  • New (last 7 days) - Displays any new user accounts created within the last seven days. This is the default view.
  • Locked - Displays all of the locked user accounts.
  • Deactivated - Displays all of the deactvated user accounts.
  • Admins, Authors, End Users - Displays all of the user accounts assigned to a specific role. Admins can be system-wide or project roles. Authors and End Users are project roles.
  • Groups - Displays all of the user accounts assigned to a specific group.

Adding, Editing and Deactivating a User Account

  1. Click the Administration cog on the navigation bar of the Management Center.
  2. Select Users, Roles, and Groups > Users in the left navigation menu.

    NOTE:

    Only system administrators can create and edit user accounts. Project admins and authors can view all user accounts but can only edit their own user account. Project admins and authors cannot add or remove groups or roles to/from any user accounts, even their own.
  3. Review the following fields:

    NOTE:

    Only 500 users display at a time. To view more users, click the drop-down arrow to the right of 1-500. You can also use Previous and Next to navigate through the list of users.

    NOTE:

    New users created within the last seven days is the default display. Click the drop-down arrow to the right of New (last 7 days) to select a different filter or enter text in the Filter text field. 

    NOTE:

    Click on a column heading to sort the user list. Click the up and down arrow beside the column heading to sort by ascending and descending order.

    Field

    Description

    Name

    Displays the user's last name, first name.

    NOTE: The user's username displays if the user's first and last name are blank.

    Username

    Displays the user's account username.

    Primary Email

    Displays the user's email.

    Groups

    Displays the number of groups to which the user belongs.

    1. Click on the number to display the list of groups.
    2. Click anywhere to close the window.

    Roles

    Displays the number of roles to which the user belongs.

    1. Click on the number to display the list of roles.
    2. Click anywhere to close the window.

    Created

    Displays the date the user was created.
  4. Perform any of the following actions:

    If You Want To

    Then

    Find, edit or deactivate a single user account
    1. Enter any part of the user's name into the Filter text field.

      NOTE: You can filter based on any of the information in the columns.

    2. Click Filter.

      NOTE: Click the X in the Filter text field to remove the filter.

      NOTE: You can also click the drop-down arrow to the right of the New (last 7 days) filter to select a pre-defined filter.

    3. Select the user from the list.
    4. Go to the next step.

    Add a user manually
    1. Click Add Users.
    2. Go to step 6.

    Restore a deactivated user
    1. Click the drop-down arrow to the right of the New (last 7 days) filter to change the filter.
    2. Select Deactivated.
    3. Select the user you want to activate.
    4. Go to the next step.

    Add multiple new users via a CSV file
    1. Click the drop-down arrow to the right of Import.
    2. Select Import New Users.

      NOTE: Click DOWNLOAD TEMPLATE to download the ImportUserTemplate.csv file to use as a template.

    3. Click Select File.

      NOTE: You can also drag and drop a file.

    4. Navigate to the file containing the users.
    5. Click Open to select the file.

      NOTE: You can click Select Different File to change the CSV file.

    6. If you want to send an email to each new user that is created, select Send invitations.
    7. Click Import.

      NOTE: A window displays the number of new users imported and the number of errors encountered.

      NOTE: An email is sent when the import is complete with a link to a log file. Refer to Viewing Operational Logs for more information.

    8. Click OK.

      NOTE: The list of users page displays.

    Update, deactivate or reactivate multiple existing users via a CSV file
    1. Click the drop-down arrow to the right of Import.
    2. Select Update Existing Users.

      NOTE: Click DOWNLOAD TEMPLATE to download the UpdateExistingUsersTemplate.csv file to use as a template.

    3. Click Select File.

      NOTE: You can also drag and drop a file.

    4. Navigate to the file containing the users.
    5. Click Open to select the file.

      NOTE: You can click Select Different File to change the CSV file.

    6. Select a user attribute to use to match users in the Match by Profile Field drop-down.

      NOTE: The column heading for this field in the CSV file will be match.

    7. Select if you want to update users, deactivate users or reactivate users in the Update Type drop-down.
    8. Click Update twice.

      NOTE: The button changes depending on the Update Type you selected.

      NOTE: A window displays the number of users updated and the number of errors encountered.

      NOTE: An email is sent when the import is complete with a link to a log file. Refer to Viewing Operational Logs for more information.

    9. Click OK.

      NOTE: The list of users page displays.
  5. Perform one of the following actions:

    If You Want To

    Then

    Return to the list of users

    Click BACK in the top left of the user page.

    Edit user information
    1. Click Edit.
    2. Go to the next step.

    Deactivate a user account

    NOTE: You cannot deactivate the ANCILE system administrator account or your own user account.

    Click Deactivate.

    NOTE: The Deactivate button changes to Activate.

    NOTE: Any API access keys created by the user cannot be used until the user is activated again. Refer to Managing API Access Keys for more information.

    Restore a deactivated user
    1. Click Activate.
    2. Click Activate to confirm.

    NOTE: The user will be added back to auto-assigned groups and roles containing those auto-assigned groups but not manually assigned groups and roles.

    NOTE: Any API access keys created by the user will be restored. Refer to Managing API Access Keys for more information.
  6. Complete/edit the following required fields:

    NOTE:

    Only system administrators have access to all of the fields below. Project admins and authors can edit their own user account but only have access to limited fields.

    Field

    Description

    Username

    Enter the user's account username.

    This field cannot be modified once it is created.

    NOTE: Spaces are not supported.

    Primary Email

    Enter the user's email address where notifications are sent.

    First or Given Name

    Enter the user's first name.

    Ligatures and the greater than or less than sign are not supported. For example: æ

    Last or Surname

    Enter the user's last name.

    Ligatures and the greater than or less than sign are not supported. For example: æ

    Preferred Language

    Select the desired interface language from the drop-down list.

    For an end user account, this will also set the user's language for use in content filtering of website documents based on language.

    NOTE: The interface language updates as soon as you save.

    NOTE: Refer to Configuring Locale Settings to modify the available languages.

    Time Zone

    Select the user's local time zone from the drop-down list.

    Employee Number

    Enter the user's employee number.

    Cost Center

    Enter the cost center responsible for the user's budget.

    Organization

    Enter the organization in which the user belongs.

    Division

    Enter the user's division within the organization.

    Department

    Enter the user's department within the division.

    EHR Role

    Enter the user's Electronic Health Records' system role.

    For example, physician, nurse, radiology tech

    Specialty

    Enter the user's area of medical specialization.

    Service Area

    Enter the user's geographic area covered by medical services.

    User Template

    Enter the user's permissions in the EHR.

    NOTE: In Epic, this is the User Security Template. This is a key item for group filtering in healthcare.

    Location

    Enter the user's geographic job location.
  7. Perform any of the following actions (system administrators only):

    NOTE:

    When the user account is created, the user is automatically assigned to the All Users group membership and cannot be removed.

    NOTE:

    When you add or edit a user, the user is automatically added to any group with matching auto-assignment rules. Refer to Creating and Managing Groups for more information on auto-assignment rules. 

    If You Want To

    Then

    Assign the current user to a group
    1. Click the Add Group button.
    2. Select a group from the list.
    3. Click OK.

      NOTE: The group is added to the Groups section of the user page.

    4. Go to the next step.

    NOTE: If a user is manually assigned to a group, deleting an auto-assigned rule does not affect the group assignment.

    Assign the current user to a system-wide or project role

    NOTE: Refer to Managing Roles for more information on the available roles.

    1. Click the Add Role button.
    2. Expand System and select one or more roles as needed.
    3. Select one or more projects from the list as needed.
    4. Expand the project(s) to select a role within the project.

      NOTE: The End User role is selected by default.

      NOTE: Only one role can be selected per project.

    5. Click OK.

      NOTE: The role is added to the Roles and Projects section of the user page.

    6. Go to the next step.

    Remove the current user from a group or role

    NOTE: Only groups and roles manually added to the user can be deleted. You cannot remove groups that a user is assigned to automatically by group rules or project end user roles that a user is assigned to via a group.

    1. Click the X beside the group or role you want to remove.
    2. Go to the next step.
  8. Perform any of the following actions:

    If You Want To

    Then

    Send an email to a newly created user

    Select Send invitation on Save.

    Add multiple users
    1. Click Save & Add.
    2. Repeat steps 6-7 above to add more users.

    Add a single user

    Click Save.

    NOTE:

    A message displays with the number of users added and the number of invitations sent.

NOTE:

A manually-created user will receive an email from the administrator. This email contains the user's username. If the Learning Library is enabled, a link will be included to allow the user to set their initial password and log on. To customize the email notification, refer to Working with Phrases in the companion manual Administration.

NOTE:

If users want to change their information, refer to Editing Your Account Information.

Unlocking a User Account

NOTE:

A user can be locked out of an account when an invalid number of logon attempts occur. Users can still access the Editor in disconnected mode, but will have no access to the Server until the account has been unlocked.

System administrators no longer unlock user accounts. Form-Based authentication allows the system administrator to define when and for how long a user account is locked. Refer to Configure Form-Based Authentication Method for more information. Refer to Creating and Managing User Accounts for more information on viewing locked user accounts.

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