3 Managing Users

This chapter provides information on how to create, edit, delete, and restore user profiles; assign and change user roles; and reset user passwords and accounts.

Viewing Existing Users

To access Oracle Health Sciences ClearTrial Cloud Service, every user must have a user account. System administrators can manage these user accounts for their organization.

To view existing user accounts, from the Admin Menu, click Users.

For more information on displaying and filtering users, see Filtering Users.

Creating User Profiles

From the Admin menu, select Users.

The Users screen appears.
Click New.

The Create User screen appears.
On the Profile tab, enter the user preferences:
1. Enter the user's login name, first and last names, and email address.
2. Select the Maximum and Preferred Edit Modes.
  
  For more information on edit modes, see User Profile Tab Fields
3. Select a Preferred Home Page and Preferred Locale for the user.
  
  For more information about the Profile tab fields, see User Profile Tab Fields.
Click Save.

You must save these settings to make the Roles tab active.

An email containing the customer code, login name, and link to complete the registration is sent to the user. The user is prompted to create a password upon logging in.

Note:
If your organization does not allow user account information to be sent through email, you need to communicate the customer code, login name, and temporary password to the user through a secure form of communication.
- For more information about password length setting, see Editing Customer Preferences.
- For more information about password requirements, see Change Password Screen Fields.
- Upon logging in, users set a security question and answer that are used to identify users attempting to reset their passwords.
On the Roles tab:
1. Assign the user a primary role.
2. Assign additional roles and capabilities.
  
  For more information about user roles, see User Roles and Capabilities.
Click Save.

User Roles and Capabilities

You can assign primary roles and additional roles and capabilities to users.

To access the application, users must be assigned a primary role.
Additional roles and capabilities can be assigned to users to grant them permissions to access certain features or perform specific job responsibilities.

Depending on the primary role you set for the user, you can also assign different additional roles and capabilities.

Table 3-1 Primary Roles

Primary role	Description	Notes
Read-Only User	Can view most items in the application but cannot create, edit, or delete any of these items. This role does not give permissions to modify notes or export data from the application.
User	Can view products and studies, and can create, edit, and view plans. Users can edit the plans they create, but cannot edit plans created by other users.
Power User	Has all of the permissions of the User primary role, and can also create, edit, view, and delete templates and studies. Power Users can edit plans created by other users.
Clinical Administrator	Has all of the permissions of the Power User primary role, and can also create and maintain products, service providers, and billing rates.
System Administrator	Has all of the permissions of the Clinical Administrator primary role and can manage ClearTrial users.

Table 3-2 Additional Roles and Capabilities

Additional role	Description	Notes
Exchange Rates Administrator	Can create, edit, view, and delete shared exchange rate tables.
Resources Administrator	Can create, edit, view, and delete resources.	Resources capabilities are only available to Enterprise Licensed users.
Reporting Regions Administrator	Can create, edit, and delete reporting region names, and can map countries to reporting regions. Mapping enables you to view the budget by location.	The Reporting Regions capabilities are only available to Enterprise Licensed users.
Can edit notes	Allows users to edit notes associated with plans or other items for review purposes.	Can be granted to Read-Only users.
Can export report data	Allows users to export reports to PDF, Excel, or CSV.	Can be granted to Read-Only users.
Can access WS-API	For users or accounts that interact with the application programmatically. The user's primary role and other capabilities control the data they can view, edit, create, or delete with the API.	Only available to customers who have licensed the Web Services API product.

User Permissions

Permissions enable users to access certain features or perform specific actions in the application.

Primary role permissions, granted by primary roles, are generic actions that users can perform. Additional permissions, granted by additional roles, are used for access or maintenance in certain parts of the application, such as the resources and reporting regions.

For more information on user roles, see User Roles and Capabilities.

Editing User Accounts

From the Admin menu, select Users.

The Users screen appears.
Select a user checkbox and click Edit.

The Edit User screen appears.
On the Profile tab, edit the user preferences fields as necessary.
- For more information about a field, click the field name.
- For more information about the Profile tab fields, see User Profile Tab Fields.
Click Save.

You must save these settings to make the Roles tab active.
On the Roles tab change the primary role and select or de-select additional roles and capabilities.
- For more information about a field, click the field name.
- For more information about user roles, see User Roles and Capabilities.
Click Save.

Locking and Unlocking User Accounts

You can lock accounts to temporarily deactivate users. A user whose account is locked cannot log into the application. Locking an account is not the same as deleting it, as locked accounts cannot be purged.

From the Admin menu, select Users.

The Users screen opens.
Select the checkbox for a user account and click Edit.

The Edit User screen appears.
On the Profile tab:
- To lock the account, set the Account Locked field to Yes.
- To unlock the account, set the Account Locked field to No.
Click Save.

If you lock an account when the user is logged in, the user remains logged in until the session expires or is terminated. The application denies subsequent log-in attempts.

Deleting User Accounts

System administrators can delete user accounts. Deleting a user account marks the user profile invalid and prevents the user from logging in.

User accounts are not immediately deleted from the system and can be restored before purging. For information on purging deleted users, see Purging Deleted Items.

From the Admin menu, select Users.

The Users screen appears.
Select one or more users and click Delete.

Restoring Deleted User Accounts

System administrators can restore deleted user accounts that have not been purged from the application.

From the Admin menu, select Users.

The Users screen appears.
In the Filter section, select the All users option to ensure deleted users appear on the page.

Deleted users appear in grey and have a line through their information.
Select one or more users to restore, and click Restore.

Resetting User Passwords

Users can reset their password using the Forgot Your Password? link on the login screen. To reset their password, users need to provide their customer code, login name, and email address.

System administrators can reset passwords for users who have forgotten their credentials.

From the Admin menu, select Users.

The Users screen appears.
Select a user and click Edit Password.

The Reset Password screen appears.

A new random password is automatically generated for the user and appears on the screen.

To manually enter a new password for the user, click the Set password link.
Click Save.

After resetting their password, the user receives an email informing them that their password has changed. The email does not contain the new password. You must provide the user with their new password through a secure form of communication. Users are prompted to change their password upon successfully logging in.

Removing the Lock for a Stranded Session

A stranded session occurs when a user can no longer connect to a session. Users who need to clear stranded sessions must contact a system administrator for help.

From the Admin menu, select Users.

The Users screen appears.
Select a user and click Clear Session.

The application removes the records associated with the session and the user can establish a new session by logging in.

Resetting User Accounts

You can reset a user's account to:

Clear the account's security question and answer.
Unlock a locked user account.
Reset the password and prompt the user to change the password upon login.

From the Admin menu, select Users.

The Users screen appears.
Select a user from the users list.
Click Reset Account.

An account reset confirmation message appears.
Click OK.

The user's new password appears.

After an account reset, the user receives an email informing them that their password has changed. The email does not contain the new password. You must provide the user with their new password through a secure form of communication. Users are prompted to change their password upon successfully logging in.

Viewing Inactive Users

System administrators can use the Inactive Users Report to view users that have not logged in the application for a certain period of time. You can print or export the report as PDF, Excel, or CSV.

From the Report menu, select Inactive Users Report.
Enter the number of days you want to display the report for, and click Ok.