This guide is designed to assist you in completing a Fountayn User Access Request Form (UARF) and also to provide guidance on handling unique situations that arise when managing users. We are happy to help if you need any additional assistance.


Contents (click to jump to section):


User Access Request Form (UARF) Completion Guide


UARF Header
#
Field 
Description
Required?
1
Fountayn Project ID
The study/trial number assigned by Fountayn.
Yes
2
Protocol Name
The study/trial protocol name. This should match the folder name on the X drive.
Yes
3
Current Date
The date the request was submitted.
Yes
4
Customer Name
Name of the client.
Yes
5
Sponsor Name
The actual Sponsor is. In some cases, it is the same as the client.
No
6
FTYN Project Manager
The Fountayn Account Manager (FTYN PM) assigned to the client or study/trial.
Yes
7
Does Study Have Prerequisite Training?
There are three answer choices:
  • Yes – some roles
  • Yes – all roles
  • No
Yes
8
Requester
The name of the authorized requester from the client as designated in the client agreement. If the field is blank you can use the sender of the email to complete the field.

If the party requesting the user changes is not officially designated as an Authorized Requester, Fountayn will not process the request until the permission is granted in writing by a designated authorized requester.
Yes
9
Trial Alias
Any alternate name(s) that the study/trial is referenced by. This may be how the study/trial actually appears in Enterprise Manager.
No
10
FTYN Administrator
FOR FOUNTAYN USE ONLY.
No
11
Path in Medical Research Manager
FOR FOUNTAYN USE ONLY.
No


UARF Body
Column
Field
Description
A
Request Type
The options are:

Request Type
Description
New User to Study
For a user that is not already in the Fountayn system or for an existing user being added to study/trial for the very first time.

The user will receive an invitation to the study via email and have options for existing system users and new users. Once the invitation is accepted, the user is required to choose a username and complete their profile information including their time zone.
If
Then
The study/trial has prerequisite training
Fields required are:
  • Site
  • Last Name
  • First Name
  • Role(s)
  • Email Address
  • Language
The study/trial does not have prerequisite training
Fields required are all of the above plus:
  • Company/Hospital
  • Street
  • City
  • State (U.S. only)
  • Zip Code
  • Country
  • Timezone
  • Email
  • Phone
Existing User - Update/Assign Role or Site
Used when a user is already a member of the study and needs role and/or site assignment(s) added or changed.

Required fields are:
  • Site
  • Last Name
  • First Name
  • Roles
  • Email
Update Existing User Info
Used for updating existing user information such as their name, address, email address, phone number, etc.
This option is only included if needed while making other requests. A UARF is not necessary if this is the only request.

Required fields are:
  • Last Name
  • First Name
Disable User from Specific Site(s)
Used to remove a user with multiple site assignments when the user is to remain in some sites or in a study Workgroup as a member. The specific sites the user is to be removed from must be listed.
If the user has only one site assignment or one production site and a training/test site, they will be removed from the Workgroup as well unless otherwise specified.

Required fields are:
  • Site
  • Last Name
  • First Name
  • Roles
Disable User - Remove from Study
Used when an existing user is to be removed from all sites and Workgroups specific to a study/trial or when a User Invitation that has not yet been accepted and needs to be withdrawn.

Required fields are:
  • Last Name
  • First Name
Resend Login/Invitation
Used for re-sending username and/or password information to an existing user or to resend a User Invitation.
This option is only included if needed while making other requests. A UARF is not necessary if this is the only request.

Required fields are:
  • Last Name
  • First Name
B
Site
Required field for:
  • New Users
  • Updating User Site Access
  • Adding/Changing user role(s)

  • For multiple site access, site numbers should be separated by a comma.
  • Sites should be listed on the 'Site ID' tab and the drop-down menu should be utilized. Sites must match Trial Manager exactly in order for the request to upload properly.
  • For a Disable Users request this will be blank if the user is being removed from all of the sites otherwise, specific sites may be listed.
C
Greeting/Academic Title
A drop-down list. Not required.

Options are:
  • Mr.
  • Ms.
  • Mrs.
  • Dr.
  • PhD
  • MD
  • Prof
D
Last Name
D - The user's last or surname
E - The user's first name.
Required fields for all requests.

User's names (first and last) are often transposed. Please ensure they are in the correct fields. Certain characters will cause an issue when trying to upload a new user and should be avoided. These are:
  • Accents & Diacritical Marks (é, è, ê, ë, ç, ñ, ø, ð,). Remove the characters and substitute the normal letter.
  • Hyphenated names. Remove the hyphen.
  • Names with spaces. (e.g.Van der Gutt). Remove the spaces
E
First Name
F
Roles
The role(s) the user should be assigned. Required for some requests. See Request Type above.
  • The role in the study to be assigned to the user.
  • Multiple roles can be listed and separated by a comma.
G
Workgroup
(if required)
This field is rarely used but can be used to specify Workgroup only access by naming the Workgroup to which the user should be assigned. Not required.
H
Company/Hospital
Name of the hospital or company the user is affiliated with. Not required.
I
Street
User's or company's street address. Required for some new user requests. See Request Type above.
J
City
User's or company's city. Required for some new user requests. See Request Type above.
K
State (required for US)
User's or company's state. Required for some new user requests. See Request Type above.
L
Zip Code
User's or company's zip code. Required for some new user requests. See Request Type above.
M
Country
User's country. This is a drop-down list of all of the available countries. Required for some new user requests. See Request Type above.
N
Timezone

User's time zone. This is a dependent drop-down list based on the country chosen that displays all time zones available for the chosen country. Required for all new user requests.

It is extremely important that this is accurate as it impacts data in the system. If you are unsure of what time zone to select, you can contact us for assistance.
O
Email
User's email address.
  • The email address should be unique to and accessible only to the user.
  • Shared email addresses are not permitted (e.g. [email protected]).
  • A personal email will typically contain evidence of the user’s name.
  • If the email address is in question we will reach out for clarification.
P
Phone
User's phone number. Required for some new user requests. See Request Type above.
Q
Language
User's language. The default is English if not specified. Required for all new user requests.

Options are:
  • English
  • French
  • German
  • Japanese
  • Chinese (China)
  • Chinese (Taiwan)
  • Spanish
  • Italian
R
Other Training Requested
Used to denote any manual training assignments or special training requests. Not required.

S
Special Processing Instructions
Used for special processing instructions. e.g. A role needs added but the current role the user has should be deleted. Not required.

T
Internal Site Information
Used internally by Fountayn only.
User with Multiple Accounts

If you find that a user has more than one account and you wish to have them combined, you can do so using the following steps:


Step
Action
Description
1
Locate All Accounts
Locate all of the user's accounts. Ensure that they do indeed belong to the same user.
2
Determine Account to Use
This determination is made based on the age of the account, whether it is active or inactive, and what - if any - training has been completed. Generally you want to use an established account.

A user will be forced to complete any Prerequisite training that has not been previously done. It is important to note that access could be lost until all training is completed.

Training can be manually credited to an account if necessary but it is best to do so using the oldest account. If this becomes necessary, please contact Fountayn University for assistance.
3
Assign Access
Once the account to be used has been determined, assign all of the proper access to that account. The system will automatically send an email to the user notifying them that they have been added to a site with a particular role.
4
Remove Access
Remove the unused account(s) from all of the studies.
5
Notify the User
Notify the user that their accounts have been combined and provide them with the username of the active account. The user will not receive notification of the disabled username so this becomes an important step.


As with any process, if you need any assistance at all, please do not hesitate to contact Fountayn University at any time. We are happy to help!

Need more help?

Please visit the Fountayn Contact Information page.