Introduction
GEMS Users’ Accounts can be disabled or enabled. When an account is enabled a GEMS User can log in and can browse and edit data according to their User Type and User Roles. Whereas if a user account is inactive or disabled that particular GEMS User cannot access the data within GEMS.
There are multiple reasons a GEMS user account is disabled, the account was created for future use, as discussed above or the user missed typing their password too many times and disabled their accounts, or the individual left the organization.
Enabling a User
Click on the Admin Hub.
Select the User Management option under the GEMS Administration list of modules.
The User Management Search Results will be displayed. Peruse the list and click on the User’s name.
Under User Details menu> Basics, click EDIT.
Click on the Account Disabled checkbox to remove the check.
The following popup will appear to confirm enabling the user, click OK.
Click SAVE at the bottom of the Basics page.
Please note: If single sign-on (SSO) is not being used, GEMS will automatically generate a temporary one-time use password that the user will receive in an email. If the user knows their username, or if an administrator has sent them their username, they can log in to their account immediately.
Disabling a User
A User should be disabled when they leave the company or no longer require access to GEMS. Unless it is internal policy to delete all users upon departure, they should not be deleted as all history associated with that user may no longer be identifiable.
To Disable a User:
Click on the Admin Hub.
Select the User Management option under the GEMS Administration list of modules.
The User Management Search Results will be displayed. Peruse the list and click on the User’s name.
Under User Details menu> Basics, click EDIT.
Click on the Account Disabled checkbox.
The following popup will appear to confirm disabling the user, click OK.
Click SAVE at the bottom of the Basics page.
Resetting a User Password
User: Self-Service Reset a User Password
(see the next section for Admin steps on resetting a user password)
In most cases of a forgotten password, a user can reset it themselves by using the Forgotten Your Password link from the login screen.
The user can then complete the Self-Service Password Reset request, including their database Client ID, Username and Email address.
If valid account details are entered and the user account is not disabled. GEMS will automatically email a temporary one-time use password. Allowing the user to login and reset their password.
NOTE: If a user mistypes or enters their password incorrectly multiple times, their account may become disabled and they will be unable to login.
If a user account is already disabled, the Self-Service steps above will not generate an email or a temporary password. In this case the user will need to reach out to their administrator to enable their account.
Administrator: Reset a User Password
If a user does not have access to their email to receive a temporary password, an administrator can create a temporary password.
From the Admin Hub> GEMS Administration> User Management, search for the user name (see the Enabling a User section above for more information on locating a user account). In the user account, under user details, select User Password section.
Click Edit.
Enter the temporary password in both the New Password and Confirm New Password Fields.
Click Save.
Admin will then need to notify user of the new temporary password - and the user will be prompted to change it when they login.