Introduction
Administrators can create new user accounts for members within their organization. Administrators should first check that the user is not already present within the system, then they should add the user if needed.
Check If a User Already Exists
1. Open the User Management page by navigating to Admin> GEMS Administration> User Management.
2. Click Advanced Search.
3. Create search parameters that would return the user if their account is in the database. It is recommended that you do not include a criterion based on the Status field, as it is possible that the user may exist but be disabled.
4. Click Search. If the user does not appear, proceed to the section below on How to Add a New User.
Add a New User
1. Open the User Management page by navigating to Admin> GEMS Administration> User Management.
2. Click Add in the top left.
3. Complete the User Details - Basics page for the new user. Each field on the page is explained in the table below, and mandatory fields are marked with an asterisk.
Field | Description |
Name |
|
User Name* | Username used to login |
First Name* | First name of the user |
Last Name* | Last name of the user |
Initials | User’s initials |
User Type* | Browse User or Edit User; Browse Users can only view and export data from GEMS, while Edit Users can view, export, add, modify, and delete data. |
Inherit Settings from User* | Identify an existing user whose settings will be copied to the new user. Settings from the User Role Membership page down to the Org Viewer Chart Appearance page (viewable in the Menu section on the left side of the page) will be copied. Favorites and Homepage Tabs will also be copied. |
Authorizers | This feature is no longer supported in GEMS, and this field does not need to be completed. |
Produce Crystal Reports | This field is no longer applicable to the latest version of GEMS and cannot be modified. |
Tick this box to make the user a Charting Tool Edit User. | |
Contact Details |
|
Telephone | Telephone number |
Fax | Fax number |
Email* | Email address; note that each user must have a unique email address (i.e., the same email address cannot be used for multiple accounts). |
Mobile Phone | Mobile telephone number |
Job Position | User’s job title |
Site Location can be selected from a list created in the System Management Module. This is used to identify the user’s physical location and the default jurisdiction when logging in. If you are not using the Site Location feature in GEMS, the placeholder text in this field can be left as is. | |
Login Details |
|
External User Default | Details are entered here if the company uses single sign-on (SSO). This is normally provided by your IT department.
|
Email Settings |
|
Receive Emails | Select options to receive emails, block emails, or only receive email digests from GEMS. |
Email Digest Days | If Email Digests were selected from the previous options, enter the number of days (How often) you want to receive the digests. GEMS will collate the messages. |
Digest Notifications Only | Enable to receive email notifications that there are changes, but no details will be included in the email. |
Verification Phase Emails* | Choose from daily or digest frequency. |
Approval Emails* | Choose from options about receiving reminders on approvals. |
Awaiting Action Email Format* | Choose from individual or collated emails for pending approvals. |
Send Me Awaiting Action Emails Immediately | Choose from options to receive emails immediately or at the designated time. This option is only available if One Email per Individual Change Request is entered in the Awaiting Action Email Format field. |
Compliance Tracker Emails* | Choose from options to receive emails related to Activities and the Compliance Tracker. |
4. Click Save.
5. A Confirmation modal (shown below) will appear asking if the account should be activated immediately.
The following options are available:
Yes - The user can log in with their account immediately. If single sign-on is not being used, GEMS will generate a temporary one-time use password that the new user will receive in an email, but an Administrator will have to send the user their username.
No - GEMS will create the account but it will be disabled, preventing the user from logging in. The account can be enabled at any time by an Administrator, at which point a new temporary password will be automatically emailed to the user if single sign-on is not used, but an Administrator will have to send the user their username.
