This article provides information regarding managing user accounts, project team membership, stamps, and email notifications. Select Security/Users to open the Users page.
Prerequisites:
Configure User Role Permissions.
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Configure Groups for Permitting and Design Review Lists.
Upload Stamps.
A User record requires:
A User Role.
A unique email address and a password.
First and Last name.
User's who will conduct plan review:
Must be associated to one or more Groups.
Should be assigned Stamps.
In this article:
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Understanding User Roles
Each e-PlanREVIEW® (EPR) user must be assigned a User Role that most closely matches their expected tasks in EPR.
User Role | Description |
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Admin | The Admin role is mainly tasked with assisting in the initial configuration of the EPR portal and with updating portal configurations as needed. Some of the most significant Admin abilities include managing:
The Admin role can also perform the functions of every other user role in EPR, including project creation, assignment intake, plan review, and packaging deliverable back to applicants. |
Project Coordinator | The Project Coordinator is usually reserved for intake staff/permit technicians. The main responsibilities for these users are to:
When all review assignments have been given an approved, rejected, or canceled status, Project Coordinators will be notified so they can prepare a Corrections Report letter with all reviewer feedback and then package files to return to the applicant, either through email or, more commonly, through check-in to an integrated portal. This user role typically cannot perform plan review. |
Reviewer | The Reviewer (or "plan checker", "plans examiner", etc.) has these main responsibilities:
Reviewers belong to one or more Groups (think of these as Departments or Sub-departments) and are responsible for completing plan review tasks (“assignments”) made for their Group. In some cases, especially for larger agencies, assignments are made for a specific named Reviewer within a Group. Although other users are still able to access the assignment, the named Reviewer is expected to complete the review assignment task. At the end of a review cycle, the reviewer must provide either an approval, rejection, or other status for the assigned plans and, if appropriate, may stamp plans as well. Reviewers can also create Corrections Report letters, if desired. The Reviewer role is not configured to perform intake of plans or prepare deliverable packages to send back to an applicant – for this functionality, see Project Coordinator. The Reviewer role is not configured to perform intake of plans or prepare deliverable packages to send back to an applicant – for this functionality, see Project Coordinator. |
Group Manager | The Group Manager functions as an elevated ‘Reviewer-type’ role.
A Group Manager cannot edit or delete markups for another Group unless they also belong to the other Group. |
Project Manager | The Project Manager is the highest level of ‘Reviewer-type’ role.
A Project Manager cannot edit or delete markups for another Project unless they also manage that Project. |
Contributor | A licensed user who has been granted access to view and respond to comments made by the Reviewers in an existing project.
They cannot respond if response is not enabled, nor can they create new comments or markup plans. This user role cannot perform plan review. |
Full licenses grant the right for a user to be any one of the non-contributor roles, which give them access to the markup tool, access to project records, and/or internal functions such as document intake, creating deliverable documents, or even portal configuration (based on the specific role’s permissions).
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An Administrator account is included for technical support purposes. This user account is read only. |
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Creating a 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.)
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Admins can add user accounts as needed from the Users list page as follows:
Click on the plus
icon at the bottom right to create a new user account.Complete the PROFILE tab.
User Role, Password, Email, First Name and Last Name are required.
New accounts must have a unique email addresses that is not already in use by an Active or Inactive account.
Confirm the account is set to Active to ensure the user can log into EPR.
On the GROUPS tab, add which Group(s) the user will belong to.
On the STAMPS tab, select which Stamp(s), if any, that the user should have access to for plan review.
On the NOTIFICATIONS tab, select any desired email notifications for the user (see User Notifications Settings for more information).
Click SAVE.
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e-PlanREVIEW monitors the total count of active user accounts to compare this to the purchased user license count. Only active accounts are counted toward the license total. Inactivating a user account will free up a license for other personnel. |
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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.
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.
To view 'requested account' records in the User list:
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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Best PracticesAdministrator's responsible for managing user accounts should subscribe to the USER - New User Request notification option. |
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User 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.)
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To configure user email notifications:
Search for a user account.
Click on the right-facing arrow to 'Edit' the account.
Click on the Notifications tab.
Set the 'Email notifications to...' checkbox for the user, as needed.
Place a check mark next to the notifications that should trigger emails to this user.
Click the SAVE button.
Notification Options
Here is a breakdown of all available notification options and how they are triggered.
Notification Type | Notification Sub-type | Event | Condition | Description |
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PROJECT |
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Comment | Allow Response |
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Subscribed AND user is a Contributor. | Any comment has “Response Enabled” activated. | |||
If the user did not create the comment but have 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. | |||
User did not create the comment. | User has been 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 user. | |||
User is currently assigned a comment. | Comment assignment was marked complete/incomplete by someone else. | |||
User created the comment. | 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. |
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PROJECT | Document Assignment | Reassigned | Subscribed AND user is named Assignee. | Notifies user whenever they are re-assigned an already existing review task. |
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PROJECT | Document Assignment | Status Updated to Active | Subscribed AND is a project team member |
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. | 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 |
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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 |
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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 |
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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 |
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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 |
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- | Document Awaiting Intake |
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Subscribed | Notifies user whenever a document on the Intake tab requires assignments to be created. |
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PROJECT | - | Status Changed to Cycle Complete | Subscribed AND is a project team member |
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. | 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 |
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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 |
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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 |
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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 |
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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 |
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subsection). |
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 (either from the Users page or API).
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
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 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 users of login privileges
An email will automatically be sent to a user when their active status is changed from Inactive to Active.
Deleting a User account
From the Users List, open the user form.
Select the ellipsis icon on the upper right corner of the user form and choose Delete.
Click Confirm to delete the user account.
A deleted user account can be restored, if that becomes necessary. Submit a help desk ticket to the e-PlanSoft team for assistance.
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Because email addresses must be unique, you may not create a new user account that has the same email address as an active, inactive or deleted user. |
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Removing Users from Groups
In situations where a user has been personally assigned reviews to complete for a Group, and is then removed from that Group, the following will occur:
The user retains rights to edit their existing comments and sketches, measurements and stamps on those assignments.
While the user remains the 'named user' for the assignment, they retain the right to change the assignment status.
The user cannot create new comments, sketches, measurements and stamps for that Group, to which they no longer belong.
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