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Oracle® Health Sciences ClearTrial Cloud Service System Administrator User Guide Release 4.8 E36702-01 |
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# 2 User Account Management

Every ClearTrial user must have a corresponding user account to access the system. Users that have System Administrator permissions can manage user accounts for their organization.

## 2.1 ClearTrial User Roles and Descriptions

In ClearTrial, there are Primary Roles and Additonal Roles/Capabilites that can be assigned to users. To access the application, users must be assigned a Primary Role. The Additional Roles/Capabilities are not required to access ClearTrial, but they can be assigned to users to grant them permissions to access certain features or perform specific job responsibilities.

### 2.1.1 Primary Roles

Primary roles are assigned by the System Administrator when user accounts are created or edited. A user must be assigned one of these roles to access ClearTrial.

- Read-Only User: The Read-Only User role grants permission to view products, studies, plans, etc., but does not allow the user to create, edit, or delete any of these items. This role does not have permission to modify notes or export data from the application.

- User: The User role grants permission to view products, view studies, and to create, edit, and view plans. Users can edit plans they have created, but cannot edit plans created by other users.

- Power User: The Power User role grants all of the permissions of User, along with the ability to create, edit, view, and delete templates and studies. Power Users can edit plans created by other users.

- Clinical Administrator: The Clinical Administrator grants all of the permissions of Power User, along with the ability to create and maintain products, service providers, and billing rates.

- System Administrator: The System Administrator role grants permission to manage ClearTrial users.

### 2.1.2 Additonal Roles and Capabilities

The Additional Roles and Capabilities described below grant users additional capabilities that are not included with the Primary Roles. These roles and capabilities allow users to access various features in ClearTrial. System Administrators have the ability to grant users these roles.

- Exchange Rates Administrator: The Exchange Rates Administrator grants permissions required to create, edit, view, and delete shared exchange rate tables.

- Resources Administrator: The Resources Administrator grants permissions required to create, edit, view, and delete resources. The Resources capabilities are only available to Enterprise Licensed users.

- Reporting Regions Administrator: The Reporting Regions Administrator role grants permissions to create, edit, and delete reporting region names and to map countries to reporting regions. Mapping enables you to view the budget by location with the Monthly Budget by Reporting Region Report on the Reports Tab. The Reporting Regions capabilities are only available to Enterprise Licensed users.

- Departments/GL Codes Administrator: The Departments/GL Codes Administrator role grants permissions to create, edit, and delete departments and GL Codes. This role allows you to map labor fees and costs to departments and GL Codes by resource, location, task, or a combination of rules. Mapping allows you to view budget fees and costs by departments and GL Codes within reports on the Reports Tab.

- WBS Editor: The WBS Editor role grants permissions to create, edit, and delete plan-specific major tasks, tasks, and resources in the Work Breakdown Structure (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. The WBS Editor is only available to Enterprise Licensed Users.

- WBS Manager: The WBS Manager role grants all of the WBS Editor permissions, with the added ability to edit and delete major tasks, tasks, and resources in the Work Breakdown Structure (WBS) of plans created by other users. This role allows the user to view and edit the Level of Effort Algorithm for a plan-specific task and resource. The WBS Manager is available to Enterprise Licensed Users.

- Can edit notes: This capability can be granted to Read-Only Users to allow them to edit notes associated with plans or other items for the purposes of review.

- Can export report data: This capability can be granted to Ready-Only Users to allow them to export reports to PDF, Excel, or CSV.

- Can access WS-API: For customers who have licensed the Web Services API Product, this capability can be granted to users or accounts that will interact with the applications programmatically. The users's primary role and other capabilities control what data they can view, edit, create or delete with the API.

## 2.2 Creating User Accounts

Users with the System Administrator role can create user accounts for their organization.

To create an account:

1. Login to the application.

2. Select Users from the Admin menu to display the User List Screen.

3. Click the New button to view the Create User Screen. The Profile Tab allows you to enter user information and the Roles Tab allows you to select user roles.

4. On the Profile Tab, enter the user's login name. This is the name or phrase he or she will type in the login field. Enter the user's first name, last name, and email address. The email address will allow the user to access the "Forgot Your Password?" feature.

5. Next, select the Maximum and Preferred Edit Modes.

   The Maximum Edit Mode is the highest mode the user can access while creating plans. The Preferred Edit Mode is in effect when a plan is created by a user. Users can change this edit mode by selecting their login name in the upper right corner of the screen and clicking the Edit Profile button.

6. Next, select a Preferred Home Page and Preferred Locale for the user.

   The Preferred Home Page is the screen a user will see upon logging in. Users can change this by editing their user profile. The Preferred Locale is the geographic location of the user. The selected location determines how dates and numbers are displayed.

7. Click Save and an email is sent to the user with the customer code, login name, and a link to complete the registration. Users will be prompted to create a password upon logging in. Passwords must contain the minimum number of characters specified by the system administrator. For more information about configuration settings, see Configurable ClearTrial Settings.

   User passwords are required to have at least one number and one letter. Passwords must also contain a special character from the following: !$*+-.=?@^_|~. Passwords cannot contain user's login name or the words: password, oracle, guest, admin, administrator, cleartrial.

   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.

8. Upon logging in, users will be prompted to set a security question and answer. The security question and answer are used to identify a user attempting to reset his or her password.

9. Navigate to the Roles Tab.

10. On the Roles Tab, you need to assign a Primary Role for the user. Primary Roles grant the user access to ClearTrial. To assign a Primary Role, select one from the drop-down menu. The Additional Roles and Capabilities grant permissions that are not included with the Primary Roles. To assign these roles, select them from the list. Click Save.

For more information about user roles, refer to ClearTrial User Roles and Descriptions.

After an account has been created, the user receives an email with instructions on how to complete their registration.

## 2.3 Editing User Accounts

Users with the System Administrator role can edit user accounts for their organization.

To edit a user account:

1. Login to the application.

2. Select Users from the Admin menu to display the User List Screen. Select a user account and click the Edit button to view the Profile and Roles Tabs.

3. Edit information as needed and click Save.

## 2.4 Deleting User Accounts

System Administrators can delete and restore user accounts. Deleting a user account marks the user profile invalid and the user cannot login. User accounts are not immediately discarded from the system, they can be restored for up to 30 days or until the record is purged. For information on purging deleted items, see Managing Deleted Items.

To delete a user account:

1. Login to the application.

2. Select Users from the Admin menu to display the User List Screen.

3. Select one or more users and click the Delete button to remove them from the list.

## 2.5 Restoring Deleted User Accounts

System Administrators can restore deleted user accounts. Deleted accounts can be restored for up to 30 days. After 30 days, deleted user accounts (and other deleted items) are automatically purged from the system.

To restore a deleted user account:

1. Login to the application.

2. Select Users from the Admin menu to display the User List Screen.

3. Select show "All Users" to ensure the list includes all deleted users. Deleted users are displayed with a line through their information.

4. Select one or more users and click the Restore button. The accounts are marked as valid.

## 2.6 Clearing User Sessions

System Administrators can clear user sessions when they become stranded. A stranded session occurs when a user no longer has any means of connecting to that session.

If there is an urgent need to gain access to the application immediately, or clear a stranded session that is locking a plan, the user can contact a System Administrator to clear the session.

To clear a user session:

1. Login to the application.

2. Select Users from the Admin menu to display the User List Screen.

3. Click the name of the user whose session is to be cleared and select the Clear Session button. The application removes the records associated with the session and the user can establish a new session by logging in.

## 2.7 Locking and Unlocking User Accounts

ClearTrial accounts can be locked and unlocked in order to temporarily deactivate users. Locking accounts is not the same as deleting them; a locked account will not be purged from the system. If a user needs to be temporarily deactivated, the account can be locked. A user whose account is locked cannot gain access to the system.

### 2.7.1 Locking Accounts

System Administrators can lock user accounts.

To lock a user account:

1. Login to the application.

2. Select Users from the Admin menu to display the User List Screen.

3. Click a user account to lock and select the Edit button. Click Yes next to the field label, "Account Locked."

4. Click Save.

Note: If the user is currently logged in, they will remain logged in until the current session expires or is terminated. Subsequent attempts to login will be denied.

### 2.7.2 Unlocking Accounts

System Administrators can unlock user accounts.

To unlock a user account:

1. Login to the application.

2. Select Users from the Admin menu to display the User List Screen.

3. Select the user account to unlock and click the Edit button. Click No next to the field label, "Account Locked."

4. Click Save.

## 2.8 Inactive Users Report

The Inactive Users Report allows System Administrators to view information about how often users login to the system during a period of time.

To generate an Inactive Users Report:

1. Login to the application.

2. Select the Inactive Users Report from the Report menu.

3. Select the number of days since the last login you want to view and click OK.

4. After selecting the days, the application generates a report that can be printed or exported as PDF, Excel, and CSV files.