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 the ClearTrial application, every user must have a user account. System administrators can manage these user accounts for their organization.

1. From the Admin menu, click Users.

   The Users screen appears.

2. Filter the Users list as necessary.

   Filtering allows you to specify which users to display on the Users screen. You can show all users, active users only, or users matching filters you have defined.

Filtering Users

System administrators define display criteria for users on the Users screen. By defining user filter criteria, you can limit the number of users displayed on the Users screen or you can find a specific user. If you save the filtering criteria, it is applied every time you select that filter.

1. From the Filter section of the User screen, select which users to show:

   • All Users—All users. No filter is applied.

   • Active Users Only—Users that have not been marked as deleted.

   • Users matching filter—Shows only users that match the criteria defined in the filter you select from the drop-down list.

Defining or Modifying a Filter

1. On the Users screen, click the Modify link.

   The Define User Filter dialog box appears.

2. Complete the User Filter Criteria and Save Filter sections.

   • For more information about a field, click the field name.

   • For more information about the dialog box, see Define User Filter Dialog Box Fields.

3. Click Ok.

Creating User Accounts

Only system administrators can create user accounts for their organizations.

1. From the Admin menu, select Users.

   The Users screen appears.

2. Click New.

   The Create User screen appears.

3. On the Profile tab, complete the User Preferences section:

   1. Enter a login name, the first and last names of the user, and the email address.

   2. Specify the maximum edit mode by selecting it from the Maximum Edit Mode drop-down list. Select the preferred edit mode from the Preferred Edit Mode drop-down list.

      The edit modes control the precision of the plan by determining which assumptions the user can set. The maximum edit mode is the most advanced edit mode the user can access when creating or editing plans. The preferred edit mode is the mode the application automatically applies when the user creates or edits plans.

      For more information on edit modes, see User Profile Tab Fields.

   3. The application displays a system-generated password. The user must provide this password to access the application and complete registration. To change the password, click the Set Password link. You can also select a random password.

   4. From the Preferred Home Page drop-down list, select the screen the user will see after login.

   5. From the Preferred Locale drop-down list, select a language.

      Locale determines how dates and numbers are displayed and interpreted.

4. Click Save.

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

   The application sends an email containing the customer code, login name, and link to complete the registration to the user. Upon logging in, the application prompts the user to create a password.

   
   

   Note: If your organization does not allow user account information to be sent through email, communicate the customer code, login name, and temporary password to the user through an alternative secure form of communication.

   
   

   • For more information about password length setting, see Edit Customer Preferences Screen Fields.

   • For more information about password requirements, see Change Password Screen Fields.

   • Upon logging in, users set a security question and answer that the application uses to identify users who attempt to reset their passwords.

5. 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.

6. 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 permission 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.	Includes the RFP Administrator additional capabilities.

Table 3-2 Additional Roles and Capabilities

Additional role	Description	Notes
Exchange Rates Administrator	Grants permissions to users to create, edit, view, and delete shared exchange rate tables.
Resources Administrator	Grants permissions to users to create, edit, view, and delete resources.	Resources capabilities are only available to Enterprise Licensed users.
Reporting Regions Administrator	Grants permissions to users to create, edit, and delete reporting region names and to map countries to reporting regions. Mapping enables you to view the budgets by location.	Only available to Enterprise Licensed users.
RFP Administrator	Grants permissions to users to view, create, edit, and delete RFPs and bids.	System administrators have these permissions by default.
RFP Reader	Grants read-only access to RFPs and bids.	The System Administrator and RFP Administrator can grant these permissions to clinical administrators.
Department/GL Codes Administrator	Grants permissions to users to create, view, edit, and delete departments or to create, view, edit, or delete GL codes.
Custom Fields Designer	Grants permissions to users to create, view, edit, and delete custom fields and to publish custom field models for use in plans.	Only available to Enterprise licensed users. The System Administrator can grant these permissions to users that are assigned a primary role of Clinical Administrator or System Administrator.
WBS Editor	Grants permissions to users to create, edit, and delete plan-specific major tasks, tasks, and resources in the Work Breakdown (WBS) in plans created by the user. This role allows the user to view and edit the Level of Effort algorithm for a plan-specific task and resource.	Only available to Enterprise Licensed users.
WBS Manager	Grants all of the WBS Editor permissions plus the abilities to edit and delete major tasks, tasks, and resources in the WBS of plans created by other users.	Only available to Enterprise Licensed users
Can edit notes	Grants permission to read-only users to edit notes associated with plans or other items for review purposes.	Can be granted to read-only users.
Can export report data	Grants permission to read-only users to export reports to PDF, Excel, or CSV.	Can be granted to read-only users.
Can access WS-API	Grants permission to users, who have licensed the Web Services API product, the capability to interact with the application programmatically. The primary role and other capabilities control the data users 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

1. From the Admin menu, select Users.

   The Users screen appears.

2. Select a user checkbox and click Edit.

   The Edit User screen appears.

3. On the Profile tab, edit the user preferences fields as necessary.

4. • For more information about a field, click the field name.

   • For more information about the Profile tab fields, see User Profile Tab Fields.

5. Click Save.

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

6. On the Roles tab, change the primary role and select or de-select additional roles and capabilities.

7. • For more information about a field, click the field name.

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

8. 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.

1. From the Admin menu, select Users.

   The Users screen opens.

2. Select the checkbox for a user account and click Edit.

   The Edit User screen appears.

3. 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.

4. 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.

1. From the Admin menu, select Users.

   The Users screen appears.

2. Select one or more users and click Delete.

   When you display all users, the deleted user is greyed out and a line appears through the information.

Restoring Deleted User Accounts

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

1. From the Admin menu, select Users.

   The Users screen appears.

2. 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.

3. 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.

1. From the Admin menu, select Users.

   The Users screen appears.

2. 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. Enter and confirm the new password or assign a different random password by clicking the Use a random password link.

3. Click Save.

   After you reset a password, the user receives an email stating that the password has changed. The email does not contain the new password. You must provide the user with the new password through a secure form of communication. The application prompts the user to change the password upon successfully logging in.

Clearing a Stranded Session

A stranded session occurs when a user can no longer connect to a session. Stranded users must contact a system administrator for help.

1. From the Admin menu, select Users.

   The Users screen appears.

2. 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

Resetting a user account:

• Clears the security question and answer associated with the account.

• Unlocks the user account if it is locked.

• Forces the user to reset the password upon login.

1. From the Admin menu, select Users.

   The Users screen appears.

2. Select a user from the users list.

3. Click Reset Account.

   An account reset confirmation message appears.

4. Click OK.

   The application clears the security question and answer and sends the user an email with a link to reset the password.

Viewing Inactive Users

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

1. From the Report menu, select Inactive Users Report.

   The Inactive Users Report Options screen appears.

2. In the Days Since Last Login field, enter the number of days since the last login.

3. Click Ok.

   The application generates the report.