Add a User:

This procedure shows how to set up a new user. User ids are needed to access most of the output options and to use the Map View tab of the Collection/Specimen display. The user id is also used to track who makes changes to data or adds annotations. Once the user is created, groups must be assigned to allow the user to actually perform the activities necessary beyond the basic output options and Map View permissions.

From the Users list:

1. Click "Create a New User" located above the user list on either the Active Users or Inactive Users tab. The Create User panel opens.

   

2. Type all the user information available: User Name, Password, Retype Password, and Email Address are required.

3. Click the "Add User" button. To get out of the panel without adding a new user, use the navigation bar to go elsewhere.

Add Groups to a User:

To enable a new user to use the system or an existing user to use new or different facilities in the system, the groups assigned to the user must be changed. Each group embodies one role that a user might fulfill. A group has detailed security rules assigned to it that allows the members to complete their function. A user may be assigned to more than one group, and each group has many members.

From the Users list:

1. Click "groups" for the user in the Users list. The Edit Group Associations panel for the user opens.

   

2. Click the needed groups on or off. The check mark indicates the group is in effect for the user.

3. Click the "Save Groups" button. To get out of the panel without making any changes, use the navigation bar to go elsewhere.

Edit User Information:

When needed, the information saved for a user can be modified.

From the Users list:

1. Find the user on either the Active Users or Inactive Users tab. Click "edit" for the user. The Edit User panel opens.

   

2. Make the changes needed to the user information. User Name and Email Address are required.

3. Click the "Save Changes" button. To get out of the panel without making any changes, use the navigation bar to go elsewhere.

Change Username and Password:

At times it may be necessary to change a user's username or reset a user's password. The user name can be changes here without damaging the user's account or permissions.

To make these change, from the Users list:

1. Find the user on either the Active Users or Inactive Users. Click the username for the user to open the "Edit Username and Password" panel.

   

2. Change the User Name if needed.

3. Type the new password if it needs to be reset.

4. Retype the password if you typed a new one in the previous data entry field. The two must be the same for the password to be reset. If you do not enter the passwords correctly, the following message is displayed when you click the "Edit User" button.

   

5. Click the "Edit User" button. To get out of the panel without making any changes, use the navigation bar to go elsewhere.

Making a User Inactive:

Making a user inactive is the first step to deleting the user. Setting the inactive flag moves the user from the Active tab to the Inactive tab on the Users panel.

From the Users list:

1. Find the user on either the Active Users tab. Click "edit" for the user. The Edit User panel opens.

   

2. Click the Inactive box above the "Save Changes" button.

3. Click the "Save Changes" button. To get out of the panel without making any changes, use the navigation bar to go elsewhere.

Adding a New Group:

This procedure shows how to set up a new group, defining a new role for the system. When defining a new role, the permissions assigned define the actions members of the group can perform. To add permissions, you need to edit the group from the Groups and Permissions panel after setting up the group according to this procedure.

From the Groups and Permissions list:

1. Click "Create a New Group". The Create Group panel opens.

   

2. Type the group name, description and Abbreviation.

3. Click the "Add Group" button to add the Group, or the "Cancel" button to close the panel without creating a new group.

Editing a Group:

The permissions assigned to a group are set in this panel. Each group is basically a role within the system's user population. Permissions should be set to allow a role all the needed permissions to accomplish this role. Users cannot be added to a group in the List Groups navigation bar choice, but must be added through List Users navigation bar choice.

From the Groups and Permissions list:

1. Click "edit" for the group to be modified. The Users Edit Group panel opens.

   

2. Change the group name, description or abbreviation if needed.

3. Click and un-click the permissions for the group.

4. Click the "Edit Group" button to save the changes, or click the "Cancel" button to exit the panel without saving any changes.

Delete a Group:

This procedure allows the administrator to delete a group. Deleting a group should be carefully considered before it is done, as it cannot be restored automatically.

From the Groups and Permissions list:

1. Click "delete" for the group to be deleted. On Confirm Delete panel opens.

   

2. Click the "Delete Group" button to do so, or click the "Cancel" button to return to Groups and Permissions without deleting the group.