Users Tab
- Jamie Dottavio (Unlicensed)
Administrators and users with appropriate access permissions can add, delete, edit, and view users. The Users Tab is also used to lock out a specific user from CMS, expire a user's password, set the user's access permissions, create the user's rules, and transfer assigned reports from one user to another.
It is typically the Administrator’s responsibility to manage users in the CMS.
There are two roles for users: Administrators and Investigators/non-Administrators:
Administrators have unlimited access to the entire company database, including all tabs. Responsibilities include adding and deleting new users, managing company settings, and assigning report Investigators to specific incident reports.
Investigators/non-Administrators have access to the Incident Report tab only. They must be assigned to a specific report by an Administrator to view and work with an incident report. Throughout the remaining sections of the help documentation, an "Investigator/non-Administrator" user will be referred to as an Investigator. The CMS automatically sends Investigators an email informing them of an assignment. An Investigator's access permissions can be changed by an Administrator or another user with access permissions via the User page.
Adding a New User
Click the Users tab on the left toolbar.
Select the Add User icon.
Fill in the new user's name and contact information. (It is not necessary to complete all fields.)
Choose a user role: Administrator or Investigator/non-Administrator.
Click Save.
The CMS automatically sends the new user a welcome email with their login information.
Alternatively, click Cancel to exit without saving.
If there are reports designated as ‘Restricted’ in your CMS, you must notify Syntrio when you add a new Administrator if they need to be restricted from the report(s).
Remember: An Investigator/non-Administrator user must be assigned (either manually by an Administrator or by an auto-assignment rule) to a specific report to access the report.
Note: You can identify which reports are assigned to a specific user by clicking on a user's "Show Record" icon. This will display all reports assigned to that user.
Non-CMS User
When a user does not need access to the CMS but would like to be a report or month-end activity summary recipient, their role must be Investigator/non-Administrator, and the checkbox ‘non-CMS user' must be selected.
Checking the 'non-CMS user’ checkbox will prevent this user from accessing the CMS.
The user can be identified as a report recipient or a month-end activity summary report recipient on the Manage Rules page.
Editing a User
Many fields on the Edit User page can be modified.
Select the Edit Record icon to display the Edit User page.
Modify the user information as needed. It is not necessary to complete all fields.
Click Save to close and save the changes.
The CMS will automatically send the user an email if their User ID or User Role fields were changed.
Alternatively, click Cancel to exit without saving.
The Edit User page is shown below:
Change User ID
To change the User ID, edit the contents of the User ID (email) field and click the Save button. An email will be sent to the user informing them that their username has changed. The next time the user signs in to the CMS, they must use their new username.
Note: The User ID must be a valid and active email account as the CMS uses this email to communicate incident report/user account information to the user.
Expiring a User's Password
To force a user to change their password at their next login, check the ‘Password Change Required at Next Login’ check box and click the Save button.
Locking a User's Account
To prevent a user from signing in to the CMS, check the ‘User Locked’ checkbox and click the Save button. The next time the user attempts to sign in to the CMS, an alert message will pop up, informing them that their account has been locked.
If an Administrator locks a user’s account, the user will not receive an email notification.
When a user account is unlocked, a notification email is sent to the user informing the user that their account has been unlocked. To unlock a user, uncheck the 'Lock User' checkbox and click the Save button.
Send 'Create User Password Email'
An Administrator can resend a user activation email by clicking the “Send 'Create User Password Email'“ button. The CMS will send an email to the user with a link that will allow the user to create a new password for the system.
Receive Reminder Notifications
An Administrator can allow a user to receive reminder notifications when the company's 'Send Reminder Notifications to Investigators' setting is enabled (checked) on the Settings page. If the notification/interval values at the company level are set to zero, the user will not receive any notifications.
Suppress Email on Auto-Assign
An Administrator can prevent a user from receiving an email when the CMS auto-assigns a report to that user.
Viewing User Information
Select the ‘Show Record’ icon to view a user's information. This page displays the user's information, CMS access permissions, and assigned reports.
Transferring Assigned Reports
To transfer a user's assigned reports to another user, select the Transfer Reports icon on the Users tab. Selecting this icon will display the ‘Transfer Reports from User’ page shown below. |
To transfer all of a user's assigned reports to another user:
Select the receiving user in the ‘Select user’ dropdown.
Select the 'Transfer Now' button.
To close the transfer page without transferring any reports, select the 'Cancel' button.
Manage User Access (Dynamic User Profile)
Administrators and users with appropriate access permissions can assign distinct access permissions to each user by clicking the ‘Manage User Access’ row icon. |
Click here to get additional information on the Manage User Access page.
Note: An Investigator user who is given access permissions to administration functions can perform all tasks mentioned above, with the constraint that the tasks are limited to other Investigator users and not Administrators.
Deleting a User
Delete a User by clicking the row checkbox and selecting the page delete icon. There will be a popup to confirm the deletion. |
Note: Deleting a User from the CMS will automatically remove their email address from the “Internal Investigator” field where they were assigned as a report investigator. Any investigative notes they previously added to reports will be retained.
Manage Rules
The ‘Manage Rules’ toolbar icon directs to the page where auto-assignment, report recipient, and month-end summary report rules are managed. |
Click here to get additional information on the rules features.
Show User Access
The ‘Show User Access’ toolbar icon directs to the page that displays all users and their corresponding CMS access permissions. |
The ‘Show User Access’ page is shown below:
This page shows the current access permissions for each user. Click here to get additional information on the Manage User Access feature.