User Management
Written by Michelle Henley
Updated at May 15th, 2024
Within Access Management and User Management, user admins can view and/or edit roles and privileges assigned to each user.
Note: The wording of tiles during our onboarding process may vary depending on your organization’s specifications. The instructions below are meant as a general guideline only.
To access User Management, click Admin in the left navigation bar and then the Access Management tile.
Next, click the User Management tile.
User admins viewing the main User Management screen will see a tab for Internal and External users.
- Internal Users are members of your company's organization.
- External Users are outside your company's organization (i.e., Third-Party Contacts.)
The Internal tab displays the following information:
- Active or Inactive status toggle
- User Name
- User Email address
- Last Access Date
- Department
- Country
The External tab displays the following information:
- Active or Inactive status toggle
- Full Name
- Last Access Date
- Organization
Active/Inactive Status Toggle
The inactive/active toggle is used to activate/inactivate users.
Click here for further information on how to activate/inactivate users. (Note: HCP's coming from Veeva or Reltio will need to be blocked or inactivated from Veeva or Reltio. Blocking/inactivating those HCP's from Master Data Management will not work.)
The Search function allows you to search for a user by their name or the email address linked to their profile.
Add/Remove Roles, Privileges, and/or Groups
How to Access Settings, Roles, Privileges, and Groups
The Settings Icon allows User Admins, with the Edit Users privilege, to access user settings, add, remove, or modify roles, privileges, and groups for both Internal and External Users.
Once a User is selected by clicking the Settings Icon, you will be taken to the Edit User Screen. Here, you can change user Settings, assign Groups, assign Roles, and assign Privileges by clicking one of the four tabs at the top.
Settings
Within the Settings tab, a User Admin can change the default language for a user (if translations are enabled) and set up Automated Approver Collaboration on behalf of the user. See Automated Approver Collaborations for full instructions.
Note: Automated Approver Collaborations is only available to internal users, not external users.
Groups
Groups are sets of users who can be selected as an Approver within their assigned group. (I.e. a User assigned to the Compliance group can then be chosen as a Compliance Approver by a Submitter on requests that allow for the Submitter to select the Approver for that group.)
Within the Groups tab, Select/Deselect the checkmarks on the left to add or remove the user from a group. Click, Save Changes.
Roles
Roles are one or more privileges grouped together. The privileges within a role can be modified by a User Admin in the Roles and Privileges screen.
Within the Roles tab, Select/Deselect the checkmarks on the left to add or remove the user from a role. Click, Save Changes.
Privileges
Privileges are single permissions within the system that are granted to a user(s). A full list of all Privileges can be found at this link.
Within the Privileges tab, Select/Deselect the checkmarks on the left to add or remove the user from a privilege. Click, Save Changes.
Removing Privileges
If a privilege was added manually, and a role is removed that contains that privilege, the manually added privilege will not be removed.
This applies to all default roles/privilege as well as manually added roles/privileges.
The reason for this is because if a user is assigned a role and then also manually assigned the same privilege (on the Privilege tab) or vice versa, when or if the role is removed the privilege will not get removed from the user's profile. (Basically, the manually added privilege trumps the removal of role.)
Example: A user was manually assigned View Insights privilege, then was granted Report Admin role (which contains View Insights privilege). Now, if the user is then removed from the Report Admin role, the privilege of View Insights does not get removed from the user's profile since it was assigned manually and not via role.