Update multiple study users simultaneously

User administrators assigned with the Study Creator or Global User Manager global roles can now update multiple study users simultaneously on the enhanced Users tab. Review the details below to familiarize yourself with this enhancement and other updates made to the Users tab.

Details for user administrators

Here's a list of new features, available on the Users tab, that simplify study user management.

• The user table now includes additional user details, these being the user’s name, study role, user type (sponsor, site, or design), and status (active or inactive).

  Note:

  The system uses the start and end dates (in UTC), defined under the Effective Dates section in a user’s account, to determine their status.
• A new mode selector is available, allowing you to quickly view all users assigned to a specific mode. You also use the mode selector when applying updates to multiple users assigned to a mode.
• In addition to the ability to search for users, new filtering capabilities have been added, making it easy to locate a group of users. Some use cases include:
  • Updating the study role, assigned to a group of users, to a different one.
  • Assigning sites to a group of users.

    Note:

    You cannot unassign sites when applying bulk user updates.
  • Setting the effective dates (start and end dates) for a group of users. This includes the ability to not define end dates.

    For example, you can easily set an end date for all users that are assigned to a retired or soon-to-be-retired site, ensuring access is removed in a timely manner.

  • Send training records to a group of users.

    Note:

    The ability to view and send training records is only available if the global setting Product User Training, located on the Users tab, is enabled. For more information about the setting, see Turn off the training requirement for an organization.
• A new More Actions drop-down is available, which allows you to download and upload the user templates for creating and updating users. There are also options available to send training records to a group of users based on their training completion status.
• A new Actions drop-down is available at the far right of each row allowing you to view a snapshot of a user across all modes, view and send training records, edit user details, and delete a user.

Details about filtering

You can enter part of a user's first name, last name, email address, or username in the Search field to quickly pull up a user.

You can filter the user table by Depot (if your study includes them), Role, Site, Type (sponsor, site, or design), and User Status (active or inactive). The filters are located directly under the Search field, and there are multiple ways to use them.

• Click in the Search field to be presented with the list of filters. The filter selected is added to the Search field, and you are presented with a drop-down containing a list of options for that filter. Select the filter again to update your choices.
• Alternatively, you can manually select a filter to move it to the Search field, where you are presented with a drop-down containing a list of options for that filter. Select the filter again to update your choices.

You can stack filters. For example, you can use the Site filter to locate all users associated with site 101, then use the Role filter to view only CRA users at the site.

The filters you apply remain intact even if you change tabs, return to the Home screen, or refresh the page. The filters only reset when you change modes.

Details about how to apply updates to multiple study users

Start by selecting the mode in which the changes are to be made.

Use the filters to locate the users you want to update. Using filters is optional but helpful to quickly locate them.

After applying your filters, you can select individual users by checking the box next to each name. Alternatively, to select all users, check the box to the left of the Manage drop-down.

After you have selected the users, choose one of the options from the Manage drop-down:

• Roles
• Effective Dates
• Sites
• Send Training Records

A window opens based on the selection made. Follow the prompts to apply the updates.

Note:

A window does not open after selecting Send Training Records, but you do receive a message indicating they were successfully sent to the selected users.

A success message appears once the updates are complete.

Additional changes on the Users tab

Review the table below to familiarize yourself with other changes that were applied to the Users tab.

Action	Details
Assign a user	Prior to this enhancement, you selected Create/Update Users at the top left of the Users tab. You then selected Assign a user followed by completing the Details & Roles and Sites & Depots pages. Now, you select Add User at the top right of the Users tab. Once selected, the system presents you with a single page used to collect all of the user's details. Note: You do not need to select a mode when adding a user. The newly added user appears on the user table for those modes where a study role was selected. For example, if you selected a study role under Production and Testing, the user is added to those modes. To add the user to other modes, select a mode where the user was initially added, then edit the user to select a study role for the mode you want to add them to.
Create or update multiple users at once using templates	Prior to this enhancement, You downloaded the Create Users and Update Users templates from the Download Template drop-down, located in the top left of the Users tab. After updating the templates, you selected Create/Update Users (on the Users tab). You were then presented with an option to upload Clinical One SSO users or upload Federated SSO users. Finally, you would map the roles before uploading the users. Going forward, You download the Create Users and Update Existing Users templates from the More Actions drop-down (under Download Templates) located at the top right of the Users tab. After updating the template, select Clinical One Users or Federated/IDCS Users (under Upload Templates) from the same More Actions drop-down on the Users tab. Finally, map the roles before uploading the users. Note: No other changes were made to this process or the MS Excel templates.
Update a single user	Prior to this enhancement, you would select a user on the Users tab, followed by the Edit option under the Manage Users drop-down located at the top left of the Users tab. Now, you select the user you want to update from the users table on the Users tab, and then expand the Actions drop-down located at the far right of each row, selecting Details (then Edit) or Edit to make the necessary updates.
Send training records	Prior to this enhancement, you selected one or more users from the table and then selected Send Training Record from the Manage Users drop-down at the top left of the Users tab. There was also a link available above the right sidebar, when the User Training section was expanded, that allowed you to send training record details to the selected user. Now, there are multiple ways to send training records to users. Note: The ability to view and send training records is only available if the global setting Product User Training, located on the Users tab, is enabled. For more information about the setting, see Turn off the training requirement for an organization. To send training records to a single user, go to the Users tab and select the user, then select Send Training Records from the Manage drop-down. Alternatively, you can select the Actions drop-down at the far right of the row, where you have multiple options. Select the Training option to see a list of the user's training courses and the status of each. A Send Training Records link is also available here. You can also select Send Training Records under Actions to skip the training details page. To send training records to multiple users, go to the Users tab, select the users, and then select Send Training Records from the Manage drop-down. Alternatively, you can select one of the following options, which are available under Send Training Records on the More Actions drop-down. All Users Completed Users (select this option to send training details to any user who has completed all trainings). Incomplete Users (select this option to send training details to any user who has at least one incomplete training).
Delete a user	Prior to this enhancement, you selected the Remove option from the Manage Users drop-down on the Users tab or you selected above the right sidebar to remove a user. Once you locate the user you want to delete, select Delete from the Actions drop-down located at the far right of the row, then click Delete when prompted.

You can find additional information in the Add Users Guide after the Release Assessment Environment (RAE) upgrade.