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.
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:
1. Must be associated to one or more Groups.
2. Should be assigned Stamps.

In this article:

Understanding User Roles

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

User Role	Description
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: User accounts Assignment distribution workflows The standard comment library Corrections Report Letter templates Stamps and user stamp access Email notification templates Drop-down list values 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: Create plan review tasks (“assignments”) for reviewers Update assignment tasks or reassign, as needed. Prepare corrections report letters (typically) Prepare deliverable packages of marked-up or approved plans to send back to applicants at the end of a review cycle. 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’s main responsibilities are to: Review and markup plans submitted by an applicant Provide feedback through comments and/or stamp approved plans as appropriate. Evaluate the submittal by setting an assignment Status (Approved, Resubmittal Required, etc.) 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.
Group Manager	The Group Manager functions as an elevated ‘Reviewer-type’ role. The difference is the GM has the added ability to edit and delete markups created by other reviewers within his or her Group (by default, a reviewer can only edit his or her own markup activity). 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. The difference is the PM has the added ability to edit and delete markups created by other reviewers within the project he or she is managing. 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. The contributor can view projects for which they are a "team member" (part of the Project Team). They can view those project comments and add responses to any that have the 'response enabled' option set by the reviewer. 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).

An Administrator account is included for technical support purposes. This user account is read only.

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.

Best Practices

Administrator's responsible for managing user accounts should subscribe to the User Account - New User Request email notifications.

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

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.
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.
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.
Click ‘Save’. (Required)

Our software monitors the total count of active user accounts vs. purchased user licenses. In-activating a user account will free up a license for other personnel.

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.

Best Practices

Subscription to SYSTEM and USER notifications is typically reserved for Admin accounts due to potential data sensitivity; other user role profiles will not see these options. Though this configuration can be modified, it is not recommended.

Follow these steps to configure email notifications:

From the Users page, select a user.
Choose the Notifications tab.
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.
Select the SAVE button.

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'.

The frequency/interval of outgoing email notifications are configured in the Environment/Email page. Permissions granted to each user-role govern the list of email notifications available.

Inactivate or Delete User Accounts

Inactive Account status

User’s 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 ticket for assistance.

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.

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.

Managing User Accounts