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User Management Settings

The following settings pages are located in the User Management category on the Administration Main Menu page (Administration > User Management):

This section of the Administration settings include values related to managing application users.

Tips for VOMS Users

This information may be especially helpful to users of the VOMS module. There are two types of users: a State Approver and a Provider that places orders.

The State Approver must have:

The Provider who orders must have:

The Organization (IRMS) or Facility must have:

The Organization (IRMS) and Facilities that order must have:

Most of the other options are self-explanatory based on the name:

Search/Add User

Search for a user when you want to add a new user or inactivate a user so that they cannot use the application. When entering search criteria, case sensitivity (e.g., uppercase and lowercase letters) is ignored.

To search for a user, select Administration > Settings > User Management > Search/Add User. The Web User Search page opens. Enter the search criteria and click Search If you only want to search for the users who have requested access to the application, select Request from the Inactive status drop-down list and click Search.

Click Reset to clear all of the previously entered search criteria and start over. Click Back to return to the previous page without conducting a user search.

The search criteria fields are as follows:

Field Description

User Name

Enter the user's first name.

Last Name

Enter the user's last name

Inactive

Select the user's status from the drop-down list:

  • All (default) – Displays all users that meet the other search criteria, regardless of status
  • Inactive – Displays only inactive users
  • Request – Displays only users that have requested and are waiting for access to the application

Organization (IRMS)
Organization (IRMS) Group
Do Not Limit

Select either an Organization (IRMS) or Organization (IRMS) group from one of the associated drop-down lists (after which the radio button is automatically selected), or select Do Not Limit.

Note icon The Organization (IRMS) can be a group owner, but when placing orders, it functions only as the Organization (IRMS), not as the group.

Facility
Do Not Limit

Select a Facility from the drop-down list (after which the radio button is automatically selected), or select Do Not Limit.

VFC PIN

Select a VFC PIN from the drop-down list, after which the checkbox is automatically selected.

The search results appear on the lower part of the screen, in alphabetical order by user name. Click the user name to see the details of that user. The Web User Maintenance [Update] page opens, from which you can either edit the user's details or reject a new user's request for access to the application. See the Edit a User section below.

Add a New User

When adding a new user, the user ID (user name) is created first, and then access and permissions are added later to define the user's access level.

For IRMS and Facility Client users, only the users belonging to the same IRMS or Facility can be added and updated.

To add a new user, first conduct a search as described above to make sure the user does not already exist in the application. After you have verified that the user does not currently exist, click the Add button under the search results list. The Web User Maintenance [Add] page opens.

Enter the information as needed and click Save. Click Clear to remove all of the information and start over; click Cancel to return to the previous page without saving.

The fields on this page are as follows:

Field Description

User Name

Enter a unique ID for this user. This field is required.

Password

Enter a password for the new user. As it is entered, the password appears as bullets in the field. This field is required.

Again

Re-enter the password for verification purposes. This field is required.

Expire Now

Select this option to require the user to change the password after logging in to the application for the first time. This is a security best practice.

Set Inactive

Select this option to inactivate the user so that they cannot log on to the application. Once selected, the Inactivate Physician/Vaccinator Accounts field displays.

Inactivate Physician/Vaccinator Accounts

This field only appears when the Set Inactive option is enabled (selected). Select this option to also inactivate all of the entries the user has made (thus inactivating the physician and/or vaccinator accounts).

Once the Update button is clicked, the application searches for the user's first name, last name, IRMS and Facility (if applicable) on the h33_physician_master table. If an exact match is found, the physician/vaccinator needs to be inactivated in the h33_physician_master table with a last_user_to_update populated with the administrator's user name.

If more than one possible match occurs, a table appears with checkboxes next to each name. The administrator can select which physicians or vaccinators to inactivate (IRMS, First Name, Last Name, or Facility).

First Name

Enter the new user's first name. This field is required.

Middle Name

Enter the user's middle name.

Last Name

Enter the user's last name. This field is required.

Credentials

Enter the user's credentials, such as RN, MD, LPN, DO, etc.

Access Level

Select the user's application access level from the drop-down list. This field is required. Examples:

  • Facility Client

  • Facility View

  • IRMS Client

  • IRMS View

See User Access Levels & Permissions for more information.

Depending on the user's selected access level, other fields may display and/or become required fields.

Note icon If the user has an IRMS Client or View access level and they use the Merge Facilities option, they will remain at that permission level. However, if the user has a Facility Client or View access level and merge to an IRMS Only without a Facility, their access level will be changed to an IRMS access level since the user is no longer assigned to a Facility.

Organization (IRMS)

Select the Organization (IRMS) from the drop-down list. Click Fill Address (if displayed) to automatically fill the address fields from the Organization (IRMS).

Facility

Select the Facility from the drop-down list.

Facility Type

If displayed, select the facility type from the drop-down list.

Street

Enter the user's street address.

City

Enter the user's city.

State

Select the user's state from the drop-down list.

Zip Code

Enter the user's zip code.

County/Parish (Borough/Census Area)

Select the user's county/parish (borough/census area) from the drop-down list.

School District

(School Nurse module only) Select the user's school district.

School

(School Nurse module only) Select the user's school.

Work Phone

Enter the user's work phone number.

Ext (extension)

Enter the extension number for the user's work phone number.

Email

Enter the user's email address. This is a mandatory field and can help if the user needs to reset their password.

Comments

Enter any comments regarding the user or user account.

HL7 Upload View Clients

Select the HL7 Upload View Clients for this user.

Permissions

Select the permissions to be granted to this user. See User Access Levels & Permissions for a list of permissions.

Keycloak Roles

Select the appropriate Keycloak roles for the user.
Note icon For some users, certain Keycloak roles do not appear in the list until the correct permission is selected. For example, the Access VOMS Keycloak role may not appear until the Lot Number Manager Access or Lot Number Manager Edit permission is selected. This is based on the user's access level.

Add Another User to this Site 

Select this option if you want to save this user and add another.

After saving the new user details, any success or error messages will appear in red at the top of the page.

Edit a User or Reject a New User's Request

This feature allows the system administrator to edit an existing user or reject a request a new user's request to access the application.

For IRMS and Facility Client users, only the users belonging to the same Organization (IRMS) or Facility can be updated.

To edit a user's information or reject a new user's request, first conduct a search as described in the Search for a User section above, then click the user's name in the Search Results list. The Web User Maintenance [Detail] page opens. Click one of the buttons on this page to do the following:

After the Update button is clicked, the Web User Maintenance [Update] page opens.  Click one of the following buttons:

To continue editing the user's information, make the necessary changes. (See the field descriptions in the Add a New User section above.) Click Update to save the changes and return to the Web User Maintenance [Update] page. The message Web user record updated successfully, or any error messages, will appear on the top of the page.

Users Logged In

Authorized users can view a list of all of the users that are currently logged in to the application. To do so, click Administration > User Management > Users Logged In. The Web Users Logged In page opens and shows the following information for each logged in user:

Click the Back button to return to the Administration Main Menu page.

User Activity Tracking Report

This report has two types:

To access these reports to run them, click Administration > User Management > User Activity Tracking from the main application menu. The User Activity Tracking Menu page opens. The available options and search criteria are listed below.

Stop sign icon CAUTION: Although the parameters on this page are all optional, failing to select any parameters will cause the report to run registry-wide.
Field Description

Report Type

User Activity

Inactive Users

Select the type of report to run.

Limit Report By

User Name

To limit the report to a specific user, enter that user's username.

Login Date Range

To limit the report by date, select either a login date range (Previous 30 Days, Previous 60 Days, or Previous 90 Days) from the drop-down list, or select Custom and enter the From and Through dates.

If you plan to use the report to inactivate any of the users listed in the report, you should select Custom and enter From and Through dates.

Organization (IRMS)
Organization (IRMS) Group
Do Not Limit

To limit the report by a specific Organization (IRMS) or group, select it from the associated drop-down list (after which the option is automatically selected). Otherwise, select Do Not Limit (default).

Facility
Do Not Limit

To limit the report by a specific Facility, select it from the drop-down list (after which the option is automatically selected). Otherwise, select Do Not Limit (default).

VFC PIN

To limit the report by a specific VFC PIN, select it from the drop-down list (after which the checkbox is automatically selected).

District/Region

To limit the report by a specific district or region, select it from the drop-down list (after which the checkbox is automatically selected).

Note icon District/Region is determined by the Organization (IRMS) to which the user is assigned. Users with certain access levels (e.g., Registry Client) do not appear on reports that are limited by District/Region or IRMS.

After entering the information, select one of the following buttons:

If search results are found, the report displays in a new browser tab or window. Use the browser's print settings to print the report.

Inactivate Users

If the User Activity report is run by an authorized administrative user and with a custom date range, the listed users can be inactivated from the report page.

To inactivate all of the users listed on the User Activity Tracking page (report), click Inactivate. This button does not appear when scheduling the report.

On the confirmation message that displays when the Inactivate button is clicked, click OK to continue inactivating the users. Otherwise, click Cancel to abort the process.

Schedule the Report to Run Later

Click this button to open the User Activity Tracking Scheduler page. Enter the information on when you want the report to run, enter the usernames of people who can access the report, select the users to be included in the report, and click Schedule.

User Reports

There are two user reports available from Administration > User Management > User Reports:

Stop sign icon CAUTION: Before sending the report to the printer, verify that the page setup is accurate by following the instructions located in the Report Print Settings section of the page.

To run the reports, click Administration > User Management > User Reports. The Multiple Users Report with the Current User Report limitations page opens. The top of the page provides the options for the Multiple Users Report, and the bottom of the page provides the options for the Current User Report.

Run the Multiple Users Report

To display the Multiple Users Report, enter the parameters in the top part of the page:

Field Description

Organization (IRMS)
Organization (IRMS) Group
Do Not Limit

To limit the report by a specific Organization (IRMS) or group, select it from the associated drop-down list (after which the option is automatically selected). Otherwise, select Do Not Limit (default).

Facility
Do Not Limit

To limit the report by a specific Facility, select it from the drop-down list (after which the option is automatically selected). Otherwise, select Do Not Limit (default).

VFC PIN

To limit the report by a specific VFC PIN, select it from the drop-down list (after which the checkbox is automatically selected).

Access Level

To limit the report by a specific access level, select the access level from the drop-down list (after which the option is automatically selected).

Permission

To limit the report to a specific user permission, select it from the drop-down list (after which the option is automatically selected).

County/Parish (Borough/Census Area)

To limit the report to a specific county or parish (borough or census area) , select it from the drop-down list (after which the option is automatically selected).

District/Region (by User Organization (IRMS))

To limit the report to a specific user Organization (IRMS) district or region, enter it in the textbox (after which the option is automatically selected).

District/Region (by User County)

To limit the report to a specific user county district or region, enter it in the textbox (after which the option is automatically selected).

Active Status

Select an active status (required, with a default):

  • Active and Inactive (default)
  • Active Only
  • Inactive Only

Sort Order

Select a sort order for the report (required, with a default):

  • Organization (IRMS) Name, Facility, Last Name, First Name (default)
  • Last Name, First Name
  • Organization (IRMS) Name, Facility, UserName
  • Username

Column Detail

Select the level of column detail (required, with a default):

  • Standard Detail (default)
  • Extended Detail

The Standard Detail report displays these columns:

  • Last Name
  • First Name
  • User Name
  • Access Level
  • IRMS #
  • IRMS Name
  • Facility Name
  • VFC PIN (if the user has an assigned VFC PIN)
  • Inactive Status

The Extended Detail report displays these columns:

  • Last Name
  • First Name
  • User Name
  • Address
  • Phone
  • Email
  • Access Level
  • IRMS #
  • IRMS Name
  • Facility Name
  • School District
  • Inactive Status

After selecting the criteria, click of these buttons:

Run the Current User Report

To display the Current User Report, select a username from the drop-down list in the Current User Report section toward the bottom of the page, then click Current User Report. The report will display in a new browser tab or window, where it can be printed.

End Session

The End Session feature immediately terminates a user's active application session.

Click Administration > User Management > End Session. The Admin Tools page opens with the currently logged in users listed in alphabetical order. To stop a user from using the application, select the radio button in the Remove column for that specific user and click End Session. A confirmation message appears in the upper left corner of the page.

Inactivate Multiple Users and/or Physicians & Vaccinators

Before you can inactivate multiple users and/or physicians and vaccinators, you have to perform a search. Click Administration > User Management > Inactivate Multiple Users and/or Physicians & Vaccinators, enter the search criteria, and click Search. The search results are listed toward the bottom of the page.

Field Description

IIS Users
Physicians/Vaccinators
Do Not Limit

Select whether you want to inactivate IIS Users, Physicians/Vaccinators, or either (Do Not Limit).

First Name

Enter the first name of a specific person to search for.

Last Name

Enter the last name of a specific person to search for.

Organization (IRMS)
Organization (IRMS) Group
Do Not Limit

To limit the report by a specific Organization (IRMS) or group, select it from the associated drop-down list (after which the option is automatically selected). Otherwise, select Do Not Limit (default).

Facility
Do Not Limit

To limit the report by a specific Facility, select it from the drop-down list (after which the option is automatically selected). Otherwise, select Do Not Limit (default).

VFC PIN

To limit the report by a specific VFC PIN, select it from the drop-down list (after which the checkbox is automatically selected).

IIS User Type

To limit the report by a specific IIS user type, select the user type from the drop-down list.

Status

To limit the report by user status (active or inactive), select the status from the drop-down list.

In the Search Results list for IIS Users, select the checkbox for each user you want to inactivate. If you want to promote the user to be an Organization client, select that option also. Click Save Changes when you are finished with your selections.

In the Search Results list for Physicians/Vaccinators, select the Inactivate checkbox for each individual you want to inactivate, then click Save Changes. Click the Providers link to view and/or inactivate any associated organization or facility for that physician or vaccinator (click Save after selecting the Inactivate for Org/Fac option).

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