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Creating a

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Select Security/Users from the Navigation panel to open the User List. By default, active users will be displayed, in-active users will be hidden. 

Request a new Account

When an individual submits a ‘Request a new Account’ request from the Login page, their user record is created with a temporary password, an inactive status and an empty user role.

To view these records in the User List:

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New User

Go to Settings > Security > Users in the Navigation menu to open the Users list. This page will show 'Active' users, meaning users who can successfully log into EPR, by default. (To view inactive users, click on the Active toggle so it changes to Inactive.)

Add a User Account

Admins can add user accounts as needed from the Users list page as follows:

1. Click on the plus  icon at the bottom right to create a new user account.
2. Complete the PROFILE tab.
   1. User Role, Password, Email, First Name and Last Name are required.
   2. New accounts must have a unique email addresses that is not already in use by an Active or Inactive account.
   3. Confirm the account is set to Active to ensure the user can log into EPR. 
3. On the GROUPS tab, add which Group(s) the user will belong to.
4. On the STAMPS tab, select which Stamp(s), if any, that the user should have access to for plan review.
5. On the NOTIFICATIONS tab, select any desired email notifications for the user (see User Notifications Settings for more information).
6. Click SAVE.

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Copy an Existing Account

Admins can save time when creating a new account by copying an existing profile's User Role, Group(s), Stamp(s) and Notification settings by using the Copy as New User option.

1. First, select an existing user account.
2. Click on the ellipsis icon (three dots) on the far right of the account record.
3. Click on the pop-up for "Copy as New User."
4. Complete the new account by providing any missing information, such as the new user's unique email address, and save when completed. (You can also modify existing configurations before saving.)

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Requesting a New Account

If an Admin wants staff to fill out their own information, they can ask a future user to "Request a new Account" from the EPR Login page. This creates the user's profile with a temporary password, but sets their status to Inactive and leaves their user role blank. The Admin would then need to define a user role and switch the account to Active to give the user the ability to log in.

To view 'requested account' records in the User list:

1. Toggle Active to Inactive at the top of the page.
2. Search for and select the desired inactive record.
3. On the Profile tab, set the desired 'User Role' and switch the Inactive toggle to Active.
4. On the Groups tab, select the group(s) the user will belong to.
5. If necessary, grant access to stamp(s) in the Stamps tab.
6. On the Notifications tab, select any desired notifications for the user.
7. The new user will receive an email with login instructions when their account status has been switched from inactive to Active.

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User

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To utilize this method, navigate to an existing record in the User List:

• Select the ellipsis icon on the right and choose ‘Copy As New User’.
• Proceed to the Steps below.

Manually adding a new User

Click the + icon at the bottom of the User List page.

Steps to creating a new user account

1. Complete the Profile tab. Fields denoted with an asterisk are required. Email addresses must be unique.
   1. Set ‘Login Access’ to Active to allow this user to login. 
2. If the user will be performing plan review:
   1. Upload an avatar for the user. If available, the avatar is displayed in the project comment forms. 
   2. Select the Groups tab and choose the group(s) this user will have belong to for plan reviews. 
   3. Select the Stamps tab and choose the stamp(s) this user may place on plan review documents. 
3. Select the Projects tab and choose the projects this user will have access to. 
   • Project membership is automatically granted when plan review assignments are made to a ‘named’ user.
   • Users who create projects are automatically made project team members.
   • Administrators are automatically made project team members.
4. Click ‘Save’. (Required)

Managing user email notifications

Important event activity is tracked and recorded within the system Event Log history.

A subset of these events are listed under the user profile Notifications tab, allowing individual accounts to be 'subscribed' to receive email for selected notifications. This allows for users with the same role to have differing event subscriptions - and therefore receive different email notifications - based on each user's needs.

The list of available subscriptions is broken down into three categories:

• SYSTEM - Activity related to the system configuration, security, or environment. 
• PROJECT - Activity related to project data, documents, assignments, or deliverables.
• USER - Activity related to individual account requests, creation, login, updates, or deletion.

Users subscribed to an event will receive an email notificaiton whenever the event is triggered, as recorded in the event log.

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Follow these steps to configure email notifications:

1. From the Users page, select a user.
2. Choose the Notifications tab.
3. Enable the 'Email notifications to...' check box for the user, as desired.
   1. Place a check mark next to the notifications that should trigger emails to this user.
4. Select the SAVE button.

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For example, we recommend that users who will be responsible for preparing deliverable packages subscribe to the email notification for 'Project Status Changed to Cycle Complete'.

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Notification Settings

Admins can choose which events will trigger an email notification for a user from the user account NOTIFICATIONS tab. Users can only be subscribed to the events that appear in the Notifications tab, and not all events are available for all user roles. (For example, only Admins can subscribe to receive 'New User Request' notifications.)

How to Set Notifications

To configure user email notifications:

1. Search for a user account.
2. Click on the right-facing arrow to 'Edit' the account.
3. Click on the Notifications tab.
4. Set the 'Email notifications to...' checkbox for the user, as needed.
   1. Place a check mark next to the notifications that should trigger emails to this user.
5. Click the SAVE button.

Notification Options

Here is a breakdown of all available notification options.

PROJECT Notifications

• Comment
  • Allow Response - Notifies user whenever a comment has 'Response Enabled.'
• Document Assignment
  • Create (Assigned) - Notifies user whenever they are assigned a review task by name.
  • Reassigned - Notifies user whenever they are re-assigned an already existing review task.
  • Status Updated to Active - Notifies user whenever an assignment status is changed to any value with the parent status "Active." (These are assignments currently in review.)
  • Status Updated to Approved - Notifies user whenever an assignment status is changed to any value with the parent status "Approved." (These are approved assignments.)
  • Status Updated to Canceled - Notifies user whenever an assignment status is changed to any value with the parent status "Canceled." (These assignments are not needed.)
  • Status Updated to Not Started - Notifies user whenever an assignment status is changed to any value with the parent status "Not Started." (Review for these assignments has not yet started.)
  • Status Updated to Rejected - Notifies user whenever an assignment status is changed to any value with the parent status "Rejected." (These assignments require resubmittal.)
• Project
  • Document Awaiting Intake - Notifies user whenever a document on the Intake tab requires assignments to be created.
  • Status Changed to Cycle Complete - Notifies user whenever a project status is changed to any value with the parent status "Cycle Complete." (This project review cycle is done.)
  • Status Changed to Finished - Notifies user whenever a project status is changed to any value with the parent status "Pass" or "Fail." (This project has been approved or requires resubmittal.)
  • Status Changed to On Hold - Notifies user whenever a project status is changed to any value with the parent status "On Hold." (Work on this project has been paused.)
  • Status Changed to Open - Notifies user whenever a project status is changed to any value with the parent status "Open." (This project is undergoing review.)
  • Status Changed to Withdrawn - Notifies user whenever a project status is changed to any value with the parent status "Withdrawn." (Work on this project has been canceled.)

USER Notifications (for Admin only)

• Auth
  • New User Request - Notifies Admin whenever someone requests a new user account from login page.
• User Account
  • Create - Notifies Admin whenever someone creates a new user account from the Users page.

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Recommended Notifications

Each user should be subscribed to the events that are relevant to them/their role. The following notifications are recommended:

• For Project Coordinators

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• For Reviewers, Group Managers, and/or Project Managers

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• For Administrators

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Users subscribed to an event will receive an email notification whenever the event is triggered, as recorded in the event log.

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Inactivate or Delete User Accounts

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