This article provides information regarding managing user accounts, project team membership, stamps, and email notifications. Select Security/Users to open the Users page.
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First, select an existing user account.
Click on the ellipsis icon (three dots) on the far right of the account record.
Click on the pop-up for "Copy as New User."
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.
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Toggle Active to Inactive at the top of the page.
Search for and select the desired inactive record.
On the Profile tab, set the desired 'User Role' and switch the Inactive toggle to Active.
On the Groups tab, select the group(s) the user will belong to.
If necessary, grant access to stamp(s) in the Stamps tab.
On the Notifications tab, select any desired notifications for the user.
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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Administrator's responsible for managing user accounts should subscribe to the USER - New User Request notification option. |
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User Notification Settings
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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.)
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To configure user email notifications:
Navigate to Settings > Security > Users in the navigation panel.
Search for a user account by scrolling through or typing their email address directly into the email column header.
Click on the
(right-facing arrow) to 'Edit' the accountopen the user profile.Click on the Notifications NOTIFICATIONS tab.
Set Check the checkbox for 'Email notifications to...' checkbox for the user, as needed.
- Place a check mark
Check the checkbox next to
theany notifications that should trigger emails to this user (refer to Notifications Options for more details).
Click the SAVE button.
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Notification Options
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Notification Type | Notification Sub-type | EventNotification Check box | Condition(s) for Notification | Notification Description |
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PROJECT | Comment | Allow Response | Subscribed AND user is a Contributor. | Any Notifies user when comment has “Response Enabled” activated. |
If the user User did not create the comment but have BUT has previously added a response to the comment’s thread.If the user did not create the comment but have previously added a response to the comment’s thread | Notifies user whenever another comment response is added. | |||
User did not create the comment .User has been BUT user is currently assigned to the comment. | User is currently assigned a comment AND they are not the comment creator. | A new response was added to the comment’s thread by another userNotifies user whenever another comment response is added. | ||
User did not create the comment. | Notifies user when they have been assigned to the comment. | |||
User is currently assigned a to the comment. | Comment assignment was Notifies user when a comment assignment is marked complete/incomplete by someone else. | |||
User created the comment. | Another Notifies user when another user marks the comment assignment as complete/incomplete. | |||
PROJECT | Document Assignment | Create (Assigned) | Subscribed AND user is named Assignee. | Notifies user whenever they are assigned a review task by name. |
PROJECT | Document Assignment | Reassigned | Subscribed AND user is named Assignee. | Notifies user whenever they are re-assigned an already existing review task. |
PROJECT | Document Assignment | Status Updated to Active | Subscribed AND is a project team member. | Notifies user whenever an assignment status is changed to any value with the parent status "Active." (These are assignments currently in review.) |
PROJECT | Document Assignment | Status Updated to Approved | Subscribed AND is a project team member. | Notifies user whenever an assignment status is changed to any value with the parent status "Approved." (These are approved assignments.) |
PROJECT | Document Assignment | Status Updated to Canceled | Subscribed AND is a project team member. | Notifies user whenever an assignment status is changed to any value with the parent status "Canceled." (These assignments are not needed.) |
PROJECT | Document Assignment | Status Updated to Not Started | Subscribed AND is a project team member. | 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.) |
PROJECT | Document Assignment | Status Updated to Rejected | Subscribed AND is a project team member. | Notifies user whenever an assignment status is changed to any value with the parent status "Rejected." (These assignments require resubmittal.) |
PROJECT | - | Document Awaiting Intake | Subscribed | Notifies user whenever a document on the Intake tab requires assignments to be created. |
PROJECT | - | Status Changed to Cycle Complete | Subscribed AND is a project team member. | Notifies user whenever a project status is changed to any value with the parent status "Cycle Complete." (This project review cycle is done.) |
PROJECT | - | Status Changed to Finished | Subscribed AND is a project team member. | 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.) |
PROJECT | - | Status Changed to On Hold | Subscribed AND is a project team member. | Notifies user whenever a project status is changed to any value with the parent status "On Hold." (Work on this project has been paused.) |
PROJECT | - | Status Changed to Open | Subscribed AND is a project team member. | Notifies user whenever a project status is changed to any value with the parent status "Open." (This project is undergoing review.) |
PROJECT | - | Status Changed to Withdrawn | Subscribed AND is a project team member. | Notifies user whenever a project status is changed to any value with the parent status "Withdrawn." (Work on this project has been canceled.) |
USER | Auth | New User Request | Admin-role user. | Notifies Admin whenever someone requests a new user account from login page. |
USER | User Account | Create | Admin-role user. | Notifies Admin whenever someone creates a new user account (either from the Users page or API). |
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Some notifications do not require users to subscribe in order to receive them. For example, if a user created a comment, they will be notified when another user replies regardless of whether they are subscribed to a comment event (as long as they have Email notifications to… selected). |
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Note that Project notifications will only trigger for users who are involved in the project as project group members (these can be users named to a specific review assignment, or just users added to the project and listed in the project's DETAILS > Team subsection). |
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Recommended Notifications
Each user should be subscribed to the events that are relevant to them/their role. The following notifications basic notification subscriptions 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
Inactive Account
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Status
Users with an Inactive status do not have login privileges.
Inactive user accounts can be reactivated at any time.
Inactivating a user account frees up a user license for another individual.
Notifying
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Users of
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Login Privileges
An email will automatically be sent to a user when their active status is changed from Inactive to Active.
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