Summary

User management includes tasks ranging from account creation to viewing and exporting the user’s access history.

Table of Contents

Account Access

Create New User Accounts

Accounts can be created in one of two ways. New accounts can be created manually or by uploading an excel spreadsheet with the users’ information. Once an account has been created, the user can be granted access to trials manually or via user request invitations.

Create Account Manually

  1. Within the Enterprise Manager tree, navigate to the workgroup or study for which the new user will be created.
  2. On the study, site or workgroup screen, click the ‘Members’ button.
  3. On the ‘Manage Members’ screen, click the ‘Add new Account’ tab to launch the ‘Create An Account screen.’
  4. Complete the ‘Create an Account’ form.
  5. Click the ‘Save’ button to create the account.


Note: If the checkbox beside 'Send login information via email' is unchecked, be sure to notify the user that an account has been created for them.


Upload User to Create Account

Complete Template File

Before a file with user information can be uploaded, the template file must be downloaded and completed.

  1. Within the Enterprise Manager tree, navigate to the workgroup or study for which the new user will be created.
  2. On the study, site or workgroup screen, click the ‘Members’ button.
  3.  
  4. On the ‘Manage Members’ screen, click the ‘Upload User’ tab.
  5. On the ‘Upload User’ screen, locate the following message and click the link contained with the message: Please click here to download the user template.
  6. Complete the Upload User Template.
    Different fields on the form will be highlighted based on the Request Type that you select.
Note: Be sure to review the “Instructions” tab within the template file for further details on filling out the template file.


Upload User Information

  1. On the study, site or workgroup screen, click the ‘Members’ button.
  2. On the ‘Manage Members’ screen, click the ‘Upload User’ tab.
  3. On the ‘Upload User’ screen, click the ‘Browse…’ button to locate the Excel file containing the user information.
  4. Click the ‘Upload’ button to upload the file.
    The ‘Upload Finished’ screen will be displayed confirming that the upload completed and listing any errors detected during the upload process.
  5. Click the ‘Close’ button to return to the ‘Manage Members’ screen.
    The new accounts will now be listed.

Add User Access

Once a user account has been created, it is always accessible within the Enterprise Manager for assignment to tools. User accounts are never deleted. Access can be granted in one of two ways: through the User Screen or through the Tool Screen. Through the User Screen, multiple sites can be added at once. Through the Tool Screen, multiple users can be added at once. Regardless of how the user is given access, all tools are accessible through a single username and password.

Add Access Through User Screen

  1. Within the Enterprise Manager, navigate to the appropriate user by searching for the user.
  2. On the User screen, click the ‘Add Sites’ tab.
  3. On the ‘Assign tools’ screen, select tools that the user should be granted access to.
  4. Click the ‘Save’ button.
  5. On the ‘Assign Roles’ screen, select the roles that the user should have.
  6. Click the ‘Save’ button.
    You will return to the user’s detail screen.

Add Access Through Tool Screen

  1. Within the Enterprise Manager, navigate to the workgroup containing the tools to which the user will be granted access.
  2. Click the checkbox beside each tool to which the user should be granted access.
  3. Click the ‘Add Users’ tab.

  5. On the ‘Add Users’ screen, enter a comma-separated list of usernames.
    The ‘Also add to related workgroups’ option is checked by default. This option adds the user as a member of the workgroup to allow for the sharing of workgroup information including files, calendars, events and announcements.
  6. Click the ‘Save’ button.
  7. On the ‘Select Roles’ screen check the checkboxes besides the roles that the user should have.
  8. Click the ‘Add’ button.
    You will return to the workgroup’s details screen.

Edit User Access

Access the User within Enterprise Manager by either searching for a user, by editing the member from the workgroup or viewing the list of users for a particular study.

Searching for a User

  1. On the user’s detail screen, locate the list of all tools to which the user has access to in the Tools section.
  2. Click the ‘Edit’ icon beside the appropriate tool.
  3. Make the desired changes to the users workgroup access. To remove a user’s access to a workgroup collaboration tool remove the check for the tool. (i.e. if a user should not be able to see the workgroup calendar, remove the check under Calendar).
  4. Click the ‘Save’ button.

Edit a Member from the Workgroup

  1. Click on the ‘Members’ Tab.
  2. Select a user from the check boxes and click on the ‘Edit Members’ Tab.
  3. Make the desired changes to the users workgroup access. To remove a user’s access to a workgroup collaboration tool remove the check for the tool. (i.e. if a user should not be able to see the workgroup calendar, remove the check under Calendar).
  4.  
  5. Click save when the desired changes have been made.

Remove User Access

Similar to adding user access, user access can be removed in one of two ways: through the User Screen or through the Tool Screen. Through the User Screen, multiple sites can be removed at once or individually. Through the Tool Screen, multiple users can be removed at once or individually.

Remove Access Through User Screen

  1. Access the User within Enterprise Manager by either searching for a user or viewing the list of users for a particular tool.
  2. On the user’s detail screen, locate the list of all tools to which the user has access to in the Tools section.
  3. To remove a single tool, click the ‘Remove’ icon beside the tool that the user should no longer have access to. To remove multiple tools, check the checkbox beside each tool and click the ‘ Remove’ tab.
  4. On the Remove Resources screen, confirm the removal.
    You will return to the user’s detail screen.

Remove Access Through Tool Screen

  1. Within the Enterprise Manager, navigate to the workgroup containing the tools to which the user will be granted access.
  2. To remove multiple users at once, click the checkbox beside each user and click the ‘Delete Users’ tab. To remove a single user, click the ‘Remove’ icon beside the appropriate user.

  4. On the Remove Users screen, confirm the removal.
    You will return to the tool’s detail screen.

Unlock Users

User accounts are locked after a specified number of unsuccessful login attempts, which is configured within the Enterprise Manager. Accounts can be unlocked from the Manage Members, user details and tool details screens.

Unlock User through Manage Members Screen

  1. Access the Manage Members screen for the workgroup with locked users.
  2. Check the checkbox beside the user that needs to be unlocked.
  3. Click the ‘Unlock User’ tab.
  4. On the Unlock Users screen, click the ‘Yes’ button to confirm the action.

Unlock User through User Details Screen

  1. Access the User within Enterprise Manager by either searching for a user or viewing the list of users for a particular tool.
  2. On the user’s detail screen, click the ‘Unlock User’ button.
  3. On the Unlock Users screen, click the ‘Yes’ button to confirm the action.

Unlock User through Tool Details Screen

  1. Within Enterprise Manager, navigate to the workgroup containing the locked user.
  2. Check the checkbox beside the user that needs to be unlocked.
  3. Click the ‘Unlock User’ tab.
  4. On the Unlock Users screen, click the ‘Yes’ button to confirm the action.

Change Password

  1. If viewing a workgroup or tools detail screen, click the ‘Change Password’ icon next to the appropriate username. Otherwise, skip to step 2.
  2. If viewing a user’s detail screen, click the ‘Change Password’ tab.
  3. On the ‘Change Password’ screen, enter the new password for the user or choose to generate one automatically. The password is single use and will require the user to change it upon logging in.

Optionally, you may also choose to send the user a reset link that will circumvent the need to log in with the temporary password.

Change Cross Study Managers Access

Fountayn Account Managers can enable and disable the Cross Study Manager feature per user through the User screen in Enterprise Manager.

  1. On the User Screen, click the ‘Enable Cross Study Managers’ tab.
  2. On the Edit CSM Access Screen, select either “Disabled” or “Enabled” from the list of options for Cross Study Manager access.
  3. Specify the organization that requested the Cross Study Manager access for the user.
Note: This organization will be charged for the user access to the Cross Study Manager feature.

    

  1. Click the Save Button.

User Information

Export Users

User access and EULA information can be exported to an Excel file from the Search Users screen, the tool details screen and the user details screen. The following list outlines the worksheets and the contents of each worksheet.

  • Applications
    • Username
    • Full Name
    • Trial Name
    • Tool Name
    • Role
    • Creation Action
    • Creation Date
    • Create by Who
    • Last Modified Action
    • Last Modified Date
    • Last Modified by Who
  • Workgroups
    • Username
    • Full Name
    • Workgroup
    • Role
  • User Info
    • Username
    • Full Name
    • Address
    • Email Address
    • Phone Number
    • Timezone
    • Last Login date
    • Portal Name
    • EULA Acceptance Date


The following steps can be performed to export User information.

  1. Navigate to a user or tool through the interface or by searching the enterprise.
  2. If viewing a tool, check the checkboxes next to the users that should be exported. Otherwise, continue to the next step.
  3. Click the ‘Export User’ button.


Depending on your computer settings, a Windows dialog box will appear asking you to Open, Save or Cancel the export.

View EULA

In order to use the eClinical system, each user must agree to the software’s End User License Agreement. The agreement is displayed upon initial login, and the user cannot access the system without accepting it’s terms. Periodically, the license agreement will be updated, and all users must acknowledge the agreement to continue accessing the system. A history of each user’s acceptance of the license agreement is tracked and can be viewed as described below.

  1. Navigate to a particular user through the interface or by searching the enterprise.
  2. On the User’s Detail screen select the ‘License Agreement History’ button.A License Agreement History screen will appear displaying the Agreement Name, Portal Name, and Acknowledge Date for each agreement that the user has accepted.
  3. Click the ‘Close’ button to return to the User’s Detail Screen.

View Access History

A user’s access history can be viewed across tools belonging to the same workgroup. Information displayed includes Date, Tool, User, Role Action and Assigned By. Users can be filtered by User, Assigned By, Date, Managing Workgroup, Tool Name, Action, User Status, Role and Application Name.

  1. Navigate to the workgroup that owns the desired tools through the interface or by searching the enterprise.
  2. On the Workgroup Details screen, check the checkboxes beside each tool for which you want to view users’ access information.
  3. Click the ‘View History button.’The system will display a listing of all users associated with the selected tools. Users can be filtered on the following criteria: User, Assigned By, Date, Managing Workgroup, Tool Name, Action, User Status, Role and Application Name.
  4. To export the history, select the history that should be exported and click the ‘Export’ button.
  5. Click the ‘Close’ button.

Need more help?

Please visit the Fountayn Contact Information page.