This article provides information regarding managing user accounts, project team membership, stamps and email notifications. Select Security/Users to open the Users page.

PrerequisitesAdministrator(s) have the ability to create, update, and otherwise manage their Agency’s e-PlanREVIEW® (EPR) user accounts. This ensures that Admins can regulate how an Agency’s user licenses are apportioned among staff members.

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A User record requires:

1. A User Role.
2. A unique email address and a password.
3. First and Last name.
4. User's who will conduct plan review:
   1. Must be associated to one or more Groups.
   2. Should be assigned Stamps.

In this article:

Understanding User Roles

Each user must be given one user role described below. System-wide permissions are configured by user role.

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User Role

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Description

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Administrator

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Responsible for user accounts, permission settings and site configuration.

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Project Manager

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This user typically manages their own Projects.

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Project Coordinator

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This user typically coordinates many projects for one or more Managers.

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Group Manager

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This user manages plan reviewers in his Group.

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Reviewer

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This individual conducts plan review.

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Contributor

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An individual who has been granted permissions to view and respond to comments made by the Reviewers, but will not perform plan review. Consider project owners, sub-contractors, etc., candidates for this user role. 

Creating a new user record

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:

• Toggle ‘Active’ to ‘Inactive’.
• Navigate to and open the user’s inactive record.
• Proceed to the Steps below.
• The new user will receive an email with login instructions when their account status has been switched from inactive to Active.

Copy as New User Option

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'.

Inactivate or Delete User Accounts

Inactive Account status

1. User’s with an inactive status do not have login privileges.
2. Inactive user accounts can be reactivated at any time.
3. 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

1. From the Users List, open the user form.
2. Select the ellipsis icon on the upper right corner of the user form and choose ‘Delete’.
3. Click ‘Confirm’ to delete the user account.
4. A deleted user account can be restored if that becomes necessary. Submit a help ticket for assistance.

Removing Users from Groups

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Understanding Standard and Non-standard User Roles

Each EPR user must be assigned the User Role that most closely matches their expected tasks.

A Standard license grants one individual the right to be any one (1) user role within EPR except for Contributor and Read-Only roles, which have their own specialized license types. If you have questions regarding licenses and license types, contact the e-PlanSoft Support Team by creating a Service Desk Ticket.

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Creating a New User

Go to Settings > Security > Usersin the Navigation menu to open the Userspage. This page will show Active users - meaning users who can successfully log into EPR - by default.

Add a User Account

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Admins can add user accounts as needed from the Users 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. Select a License Type based on the intended usage (Standard, Contributor, Read-Only, or Shared).

   2. Password, User Role, Email, First Name and Last Name are required.

   3. New accounts must have a unique email addresses that is not already in use by any Active, Inactive, or deleted user, nor by any Contact records.

   4. Confirm the account is set to “Active”to ensure the user can log into EPR. 

3. Click on the GROUPS tab and select one or more Group(s) which the user will represent when performing plan review.

4. Click on the STAMPS tab, and select one or more Stamp(s) which the user will be able to place during plan review (if necessary).

5. Click SAVE to complete creating the account. The form will close.

6. If the user needs to receive email notifications from EPR, reopen the user profile by clicking (right-facing arrow).

7. Click on the NOTIFICATIONS tab, where a list of options now appears.

   1. First, check the box for “Email notifications to…” at the top if this user should receive email notifications from EPR. This may not apply for agencies integrating EPR to another system that can handle user notifications.

   2. Next, select which specific notifications the user should receive (see User Notifications Settings [link] for more information).

Copy an Existing Account

Admins can save time when creating a new account by copying an existing profile to auto-fill the License Type, User Role, Group(s), Stamp(s) and Notification choices.

To copy an account:

1. Search for an existing user account to copy.

2. Click on the (ellipsis) button on the far right of the record.

3. Click on the option for Copy as New User.

4. A new account form pops up with License Type and User Role auto-populated.

   1. Complete the PROFILE tab by inputting a new Password, Email, First Name, Last Name, and any other desired field manually.

   2. Click the GROUPS tab to confirm that desired group(s) are auto-populated.

   3. Click the STAMPS tab to confirm that desired stamp(s) are auto-populated.

   4. Click the NOTIFICATIONS tab to confirm that desired notification(s) are auto-populated.

5. Click SAVE to complete the new account. The form will close.

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Request a New Account

To have staff fill out their own basic account information rather than creating it for them, ask any future user(s) to go to the EPR login page and click on Request a new account. This will create the user's account with the basic PROFILE information, but sets their status to “Inactive” and leaves their User Roleblank.

The Admin needs to then edit the account(s) to set a user role, make the account “Active”, add group(s), add stamp(s), and select notification options before the user(s) can actually log in.

To view requested account records in the User page:

1. Toggle the list view from “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 once their account has been updated from “Inactive” to “Active.”

An email will automatically be sent to a user when their status is changed from “Inactive” to “Active.”

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User Notification Settings

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Administrators can choose which events will trigger an email notification for a user from the account’s NOTIFICATIONS tab.

How to Set Notifications

To configure user email notifications:

1. Navigate to Settings > Security > Users in the navigation panel.

2. Search for a user account by scrolling through or typing their email address directly into the email column header.

3. Click on (right-facing arrow) to open the user profile.

4. Click on the NOTIFICATIONS tab.

5. Check the box for 'Email notifications to...' at the top for the user.

   1. If this box remains checked, the user will not receive notifications for any of the events selected in this tab.

6. Check the box next to any notification(s) that should trigger emails to this user.

7. Click the SAVE button to confirm these choices.

Both the Admin(s) and the users themselves can update the notification settings at any time while logged into EPR by clicking on (user profile) to open their account profile and going to the NOTIFICATIONS tab.

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Notification Options

The following table breaks down user notification options and how they are triggered. Note that unlike permissions, notifications are configured per user rather than per user role. This allows individual staff members who may share a role but do not necessarily want/need the same amount of notifications to specify for which events they want to receive emails.

Except where stated, a specific user role is not a condition for receiving a notification. Instead, most notifications occur based on your subscriptions and meeting a set of conditions (as noted).

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Recommended Notifications

Each user should be subscribed to the events that are relevant to them/their role. Users subscribed to an event will receive an email notification from EPR whenever the event is triggered, as recorded in the event log. The following basic notification subscriptions are recommended, though Agencies are welcome to define their own recommended (or even required) notification subscriptions for staff.

User Role	Description	Example(s)
Administrators	Any event notifications, but especially those related to User administrative functions such as new user requests and the creation of user accounts to ensure that Admins are keeping track of licenses and who has access to their EPR environment. Info Auth and User Account notification options are only available to the Administrator.	Image Added
Project Coordinators	Any notifications related to intake, assignment creation, reassignment, assignment status changes, and/or project status changes since these allow staff to track application progress and trigger additional workflow steps as appropriate. Info Select Status Changed to Cycle Complete to know when all reviewers have completed a current review cycle for an application.	Image Added
Reviewers, Group Managers, and/or Project Managers	Notifications informing someone that a plan review assignment or reassignment has been created for them.	Image Added
Contributors	Select the Allow Response notification to allow for a variety of comment response-related notifications to trigger as explained in the Notifications Options table.	Image Added

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Editing Users

User accounts can be edited at any time, though it’s recommended that the user is not currently logged into the system when making changes to their profiles to ensure their next login attempt reflects any change(s).

To edit an existing user account:

1. Navigate to Settings > Security > Users in the navigation panel.

2. Search for a user account by scrolling through or typing their email address directly into the email column header.

3. Click on (right-facing arrow) to open the user profile.

4. Click on any desired tab and update as needed.

5. Once all changes are complete, return to the PROFILE tab and click SAVE.

Removing Users from Groups

Updating a user’s profile details or stamp access is relatively straightforward, butremoving a group from a user account’s profile is a bit trickier if they have previously been given review assignments for that group. If the user has already worked on assignments for the group that they are no longer associated with, expect the following:

• The user retains rights to edit their existing comments

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• , sketches, measurements and stamps on

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• that assignment.

• While the user remains the

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• Assignee for the assignment, they retain the right to change the assignment status.

  • To remove the status editing right, simply reassign the review to another user.

• The user cannot create new comments

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• or other markups for that group (since they no longer represent that group).

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Inactivating or Deleting User Accounts

EPR user accounts can be either inactivated or deleted, though deleting a user account is almost never necessary nor is it recommended.

Making a User Account Inactive

To remove a user’s EPR access and/or free up a user license for another individual, make the account inactive. Inactivating a user is almost always preferred to deleting an account because it safely preserves record history for any activity the user had in EPR.

1. Navigate to Settings > Security > Users in the navigation panel.

2. Search for a user account by scrolling through or typing their email address directly into the email column header.

3. Click on (right-facing arrow) to open the user PROFILE.

4. Switch the toggle from “Active” to “Inactive.”

5. Click SAVE.

Deleting a User Account

If a user account was created accidentally, or was created and never used (and will not be needed in the future), then and only then should the account be deleted.

1. Navigate to Settings > Security > Users in the navigation panel.

2. Search for a user account by scrolling through or typing their email address directly into the email column header.

3. Click on (right-facing arrow) to open the user PROFILE.

4. Click on (ellipsis) on the upper right of the profile and click Delete.

5. Click DELETE in the confirmation message to proceed or CANCEL to step back.

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