Guidelines for using templates

There are two templates available to download:

Create Users: This is an empty file allowing you to specify the details for each user that needs to be created. You can specify their first and last name, their email address, user name, and the dates that govern study access, as well as their study role and site and depot assignments.
Update Existing Users: This file is populated with details for existing Production study users.

Note:

You cannot use the templates to create or manage accounts for global users, including Oracle Clinical One Digital Gateway users. For more information about how to create product administrator users, see Create accounts for different types of users with access to specific products.

Here are some things to be aware of before using the templates:

You should always download a new template to pick up any changes applied to your study. This includes updates made to study roles and to ensure the template used to update existing users includes the most current Production details.
In the Create Users template, you must add one row for each user you want to add. If you are using the Update Existing Users template, locate the user in the table then apply the updates.
Users assigned to retired roles are not included in the Update Existing Users template. For such users, you must apply the updates manually.
The upload template has a suggested limit of 600 records. This limit is not enforced but keep in mind that the larger the file, the longer the time to import.
Leaving existing study users in the template, where no updates were made, has not impact on the user, and an audit record for the user is not created.
However, all uploaded users are included in the counts for the Bulk User Upload notifications, even users that were not updated. If you want to keep the non-updated users out of these counts for better assessment, we do recommend you delete non-updated users from the Update Existing Users template prior to import.

Note:
Removing a user from the template, prior to import, does not result in their removal from the study.
By default, users are uploaded in Production mode, however you presented with the an option to Upload users to training mode during the import process.
You can upload the user upload template for both Oracle Clinical One Platform SSO users and Federated users.
You cannot upload details for Oracle users—specifically, those whose email addresses end in oracle.com—into your study using the Create Users template. Oracle users must be assigned manually. For more information, see Add a user to a study in Oracle Clinical One Platform.
When the template includes details for a user who doesn't exist in Oracle Life Sciences IAMS, the upload process also creates an Oracle Life Sciences Single Sign-On (SSO) account for the user in Oracle Life Sciences IAMS. However, this feature is only supported for Clinical One SSO users, who are managed directly in Oracle Life Sciences IAMS. This behavior is not applicable to federated SSO users, who are managed outside of Oracle Life Sciences IAMS.

WARNING:

It is important that you closely review the user account details entered in the template when updating users. If you mistype an email address or user name that matches the details in an existing account, it may result in the creation of a new account.

For each study user, you must complete the following details in the given columns:

Note:

Even though there is no distinction between the type of fields in the template, we can group the available columns into two different categories, user account details and user access details.

User account details

Column	Required or Optional	Description
First Name	Required	Enter the first name of the user, as defined in the Oracle Life Sciences Single Sign-On (SSO) account.
Last Name	Required	Enter the last name of the user, as in the SSO account.
Email	Required	Enter the email address associated to the user account.
User Name	Required	Enter the user name for the user account. This is the user name used to login to Oracle Clinical One Platform.

User access details

Column	Required or Optional	Description
Start Date	Required	Enter the start date of the effective date range for the user access.
End Date	Optional	Enter the end date of the effective date range for the user access. If no end date is entered the user will have access until an end date is entered or the study is decommissioned.
Role	Required	Select a role from the drop-down. This drop-down is pre-populated with all active study roles available in the given study, including template roles. Note: This template is for study roles to be assigned in Production and Training modes, so retired roles and design roles are not included.
Site IDs	Optional	Enter the site IDs for which the user must have access. Use a semicolon to separate multiple sites or enter All if user must have access to all sites.
Depot IDs	Optional	Enter the depot IDs for which the user must have access. Use a semicolon to separate multiple depots or enter All if user must have access to all depots.

For step-by-step instructions on how to download or upload the template, see Add and edit multiple study users.