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What is the User Management?
This area is where user accounts can be created and modified, typically by System Administrators.
There are mainly three types of users within PolicyManager™:
System Administrators
These users are responsible for the configuration and document upload/migration for the Policy Manager™. They also act as the first point of contact and support for all users within the organization.
Power Users
These users are actively involved in the policy creation, editing and publishing process after you have implemented PolicyManager™.
General Users
These users are individuals that only need to access PolicyManager™ to search for and view policies.
Notes: Any user that has access to the PolicyManager™ URL can view documents without having to log in if there is no restrictions and Active Directory integrations applied. They are referred to as anonymous users. Anonymous login needs to be enabled for the URL to allow this by the PolicyMedical team.
Some organizations choose to allow this type of access when they do not have the ability to manage all users within the system, for instance.
When there is Active Directory integration (LDAP or SAML) users are added and managed in a different way. Please visit the Active Directory integration guide for more information.
This guide covers the following topics:
Adding a User
In the initial phase of the implementation process, PolicyMedical is able to do a mass upload of users, with basic information. However, user specific information such as Department and titles will need to be manually assigned. However, new users can be added at any time by System Administrators.
Please follow the below instructions to add a new user to the system:
1. Click on the Setup Tool icon and select User Management.
2. Click on the Add button.
3. Fill out the necessary fields as per image 1 (Username, Email Address, First and Last Name).
4. Select the Profile (which is the set of privileges the user will have).
5. Select the Department under Site Access.
Important Note* (Image 2): If your organization has only one site, you will need to choose a department under that site; just click on the small arrow beside the site’s name to view the Departments List. If you do not have multiple departments created, make sure you only select the Default one (usually called General or Default).
If your organization has multiples sites, you will be able to see all sites and all departments under each site by clicking on the small arrows.
You will be able to add users to departments via Department Management as well.
6. Click the Save User button.
1. Click on the Set-up Tool and select User Management
2. Click on the “Add” button
3. Fill out all the necessary fields (Username, email, First Name, Last Name)
4. Select the Profile (which is the set of privileges the user will have)
5. Select the Department
6. Click the “Save User” button
Deactivating and Reactivating a User
A System Administrator can also deactivate users whenever necessary. It could be that a user has retired or left the organization. The Activate button can also be used when a deactivated user. Please follow the instructions below:
1. Click on the Setup Tool icon and select User Management.
2. Click on the Magnifying Glass icon to search for the user ( You can use the drop down on the right to choose one of the options: Username, Email, First Name, Last Name, Title and Profile). You can also use the arrows to switch pages if that’s the case.
Note: There are options for filtering users by Site, departments, as well as active and inactive users.
3. Once you locate the user you need to deactivate, click on the check box beside the user name, then click the Deactivate (If you are trying to activate a deactivated user, just click the Activate button instead).
Notes:
A green box beside the username means the user is active.
A red box beside the username means the user is deactivated and cannot access the system.
Managing Users
At any point, system administrators can edit users’ information such as: update their first and last names, email address, even change their profile.
It can also be that the system administrator has been asked to reset a password, or confirm someone’s profile. Please see below some of the actions for managing users:
Note: This cannot be accomplished for organization using SAML or LDAP
Password reset
1. Click on the Setup Tool icon and select User Management.
2. Click on the Magnifying Glass icon to search for the user ( You can use the dropdown on the right to choose one of the options: Username, Email, First Name, Last Name, Title and Profile). You can also use the arrows to switch pages if that’s the case.
Note: There are options for filtering users by Site, departments, as well as active and inactive users.
3. Once you locate the user you need to reset the password for, click on the check box beside the user name, then click the Reset Password
4. Create a temporary password for this user.
5. Click the check box for the user to receive an email with the temporary password button.
6. Then click Save User Password.
Note: Make sure your temporary password complies with the below conditions:
- at least 7 characters
- one uppercase letter
- once special character
Updating User Information
For User Profile:
1. Click on the Profile drop-down and select the appropriate one.
2. Once finished updating the user’s information, click Save User.
Note: If you select the Power User Profile, and you already have a committee(s) created; you will be able to add that user to one committee. If you do not have any committee created, you will be able to perform this action under Committee Management at a later time.
For Site Access
1. Click on the arrow beside the site name to view the available departments
Note: If your organization has only one site, you will need to choose a department under that site; just click on the small arrow beside the site’s name to view the Departments List, then click on the check box(es) that applies to that specific user.
If you do not have multiple departments created, make sure you only select the Default one (usually called General or Default).
If your organization has multiple sites, you will be able to see all sites and all departments under each site by clicking on the small arrows, then clicking on the checkboxes.
You will be able to add users to departments via Department Management as well.
In order to check specific users’ information, such as profile type, digital signatures, titles, etc; access the User Management Section and observe the columns. When necessary, use the Magnifying Glass icon to search for a specific user.
Note: If you click on the name of the Profile (in blue), you will be able to see a list of privileges under that profile. Also, the Signature column will read “Yes” when a user uploads a digital signature to their profile.
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