Administrator(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.

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.

Creating a New User

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

Add a User Account

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.

Requesting 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 Role blank.

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.”

User Notification Settings

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.

Notification Options

Here is a breakdown of all available notification options and how they are triggered.

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. Auth and User Account notification options are only available to the Administrator.
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. Select Status Changed to Cycle Complete to know when all reviewers have completed a current review cycle for an application.
Reviewers, Group Managers, and/or Project Managers	Notifications informing a user that a plan review assignment or reassignment has been created for the user.
Contributors	Select the Allow Response notification to ensure that whenever a comment within their project application has ‘Response Enabled’ set, the contributor will be notified.

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.

Removing Users from Groups

In situations where a user has been given a review assignments for a group, and is then removed from that group, the following will occur:

1. The user retains rights to edit their existing comments, sketches, measurements and stamps on that assignment.

2. While the user remains the Assignee for the assignment, they retain the right to change the assignment status.

3. The user cannot create new comments or other markups for that group since they no longer represent that group.

Related articles

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