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:

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Understanding Standard and Non-standard User Roles

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

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).

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.)

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.

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.)

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

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

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:

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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, sketches, measurements and stamps on that assignment.

• While the user remains the 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 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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