Admin only - Tasks require administrator permissions in GEMS.
Apply GEMS access decisions when creating a user
As a GEMS Admin, it is your responsibility to make smart decisions about how you grant access to your GEMS database. Before creating a new user, consider the following best practices.
Click on each Decision to view additional details.
Decision 1 - Confirm the correct access level
Decision 1 - Confirm the correct access level
Determine what tasks the user must perform in GEMS, then select the User Type that matches those responsibilities (Browse or Edit).
Verify that a license is available for that User Type.
Decision 2 - Inherit appropriate baseline settings
Decision 2 - Inherit appropriate baseline settings
Identify a current user whose User Type and work location closely align with the new user.
Confirm the inherited profile does not include unintended elevated access, especially the Admin User Role.
Decision 3 - Apply required additional permissions
Decision 3 - Apply required additional permissions
Determine whether the user requires optional permissions (such as chart editing) and apply only those needed for their responsibilities.
Decision 4 - Initiate account enablement timing
Decision 4 - Initiate account enablement timing
Decide whether the account should be enabled immediately or created in a disabled status.
Enable the account only after you verify access settings are accurate and appropriate.
Create a new user
An important first step in creating a new user is confirming they do not exist in GEMS. This prevents duplicate accounts and ensures access is applied to the correct profile. By default, the User Search results display enabled users. Disabled accounts will not appear, even if they exist. Before creating a new user, modify the default search criteria to ensure all existing accounts are displayed in your results.
In this scenario, Aimee Adams is a new GEMS user who needs to add and update data and edit charts. Before creating Aimee’s user account, we will verify that no account for Aimee exists.
Part 1 - Verify user does not already exist
1. From the Hub Toolbar, click the Admin Hub and select GEMS Administration> User Management.
2. The User Search screen appears displaying a list of all enabled users. Click Advanced Search to modify the default search criteria and display all users in the database.
3. Locate the section: Criteria – Choose the criteria to be used in this search. Delete the enabled value from the Value field.
4. Click SEARCH.
5. The User Search displays all users in the database. Click the FULL NAME drop-down and enter the new user’s name in the FILTER field, then click the Search icon. In this example, we will search for Aimee Adams.
6. The User Search displays users who match the selected filter. Verify your user does not exist. In this example, Aimee Adams does not appear in the database, so we will add her.
Part 2 - Add a new user
1. From the Search Results, click ADD.
2. The New User Screen displays. Enter a username or email in the User Name field. In this example, we will enter [email protected].
3. Enter the user's name in the First Name and Last Name fields. In this example, we will enter Aimee Adams.
4. Click on the User Type drop-down menu and select the type that matches the user's responsibilities. In this example, Aimee needs to add and update data in GEMS, so we will select Edit User.
5. Click the Lookup List icon next to the Inherit Settings from User field.
6. The User Search window displays. Search for and select the current user you want your new user to inherit settings from. In this example, we will select AliceWilliams.
7. The selected user will populate the Inherit Settings From User field. In this example, AliceWilliams is displayed.
8. Locate and tick the Charting Tool Edit User box if the user needs to create and edit charts. In this example, Aimee needs to create and edit charts, so we will tick the box.
9. Enter the user’s email in the Email field. In this example, we will enter [email protected].
10. Click the Site Location drop-down menu and select the user’s site location. In this example, we will select Shelton, CT.
11. Enter the SSO User ID provided by your IT Department or Computershare’s support staff. In this example, Aimee does not use SSO, so we will leave this section blank.
Complete this section only if your organization uses single sign-on (SSO) to access GEMS.
12. Review the default Email Settings and update, as needed. In this example, Aimee should receive all system generated communications, so we will leave the default settings.
13. Click SAVE.
14. A Confirmation message displays. Pause and ask yourself, is this the correct level of access for the user? If you want to enable the account immediately, click YES. If not, click NO. In this example, we have verified that Aimee has the appropriate access, so we will select YES to create her account in an enabled status.
Please Note: If you need to create a new Admin User, select the User Type of Edit User. You will then need to assign admin permissions by adding an Admin User Role to their profile.
Notify the user of their account creation
Once a new user has been created, notify the user based on your organization's GEMS authentication method.
Single Sign-On Clients
Notify the new user their access to GEMS has been established.
Provide the URL to your database.
Provide the Client ID.
Direct them to use the Single Sign-On option.
The SSO User ID details must be entered at the time of user creation.
Manual Sign-In Clients
Notify the new user that access to GEMS has been established.
Provide the URL to your database.
Provide your Client ID and the User Name established.
Direct the user to manually log-in to GMES using the temporary password sent to their email.
The email is from: [email protected].
The email subject will be: GEMS - New Password.