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

Prerequisites:

1. Configure User Role Permissions.
2. Configure Groups for Permitting and Design Review Lists.
3. Upload Stamps.

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 EPR user must be assigned a 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.

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.)

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.

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

• For Reviewers, Group Managers, and/or Project Managers

• For Administrators

Users subscribed to an event will receive an email notification whenever the event is triggered, as recorded in the event log.

Inactivate or Delete User Accounts

Inactive Account status

1. Users 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 desk ticket to the e-PlanSoft team 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:

1. The user retains rights to edit their existing comments and sketches, measurements and stamps on those assignments.
2. While the user remains the 'named user' for the assignment, they retain the right to change the assignment status.
3. The user cannot create new comments, sketches, measurements and stamps for that Group, to which they no longer belong.

Related articles

• Page:
  EPR Release Notes
• Page:
  Managing Contacts
• Page:
  Document Rendering
• Page:
  Standard Comments Library
• Page:
  Project Statuses and Workflow