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User Management

Self Sign Up

If you are a new user and want to sign up to access OpenSpecimen, go to the dashboard page and click on the 'Sign Up' button.

Fill up details and click on 'Sign up.'

Once you sign up, the admin will receive an email.

  • Only a Super Admin can approve your user account, and assign roles and privileges.

  • Once approved, you will receive an email with the login information and how to set up their password.

  • If your request gets rejected, you will be notified via email.

Auto approval of new users

From V9.1 onwards, an auto-approve user feature has been introduced. With this feature, the users who have signed up will either get automatically approved or the super admins will approve the account. 

System-level settings :  Below are the list of the settings which the Super admin should enable so that the users are auto-approved:

Login as Super admin → Settings

Fields 

Description

Permissible Values

Validation

Fields 

Description

Permissible Values

Validation

Auto Approve Users

Enable automatic approval of new user signup requests.

  • Enabled 

  • Disabled

If Disabled accounts have to be approved by Super Admins

Default Signup Institute

Default institute to use for the newly signed-up users.



It should be an existing Institute. 

If not specified, the sign in user will get an error for 'Institute name is required'

Default Signup User Role

Default role to assign users on auto approval of their signup requests.



It should be one of the default roles

Local Account Signups

Enable signup requests for the 'OpenSpecimen' domain.

  • Enabled 

  • Disabled

When disabled, the domain dropdown should not contain the option 'OpenSpecimen'

For the users to receive the notification below, fields should be enabled

Fields 

Description

Permissible Values

Validation

Fields 

Description

Permissible Values

Validation

User Created

Send an email when a new user is created.

  • Enabled 

  • Disabled

When disabled, the new user will not receive any notification

User Signup Request

Email administrator when a new user signs up.

  • Enabled 

  • Disabled



User Signup Approved

Send an email when a signup request is approved by administrator.

  • Enabled 

  • Disabled



Steps for self sign up:

  • Click on the sign-up tab 

  • Fill in the details below

  • Click on the sign-up tab after filling the details

  • If auto approval is enabled, the new user will see this screen

  • A mail notification will be received with the login details

  • Once the new user clicks on the sign-in link, the reset password page will be reloaded

  • The new user will be registered with institute and roles set at the system setting level

  • If the auto approval is disabled, then the new user will get the approval mail with login details once the request is approved.


Create

Types of Users

Type

Description

Type

Description

Super Administrator

Has access to all the data and operations across all the sites and institutes in the application.

Regular User

Has limited access based on their roles within the associated site.

Institute Administrator

Has access to all the data and operations within all the sites of the institute to which the user is associated.

Contact User

Users that do not log in to the system. For example, nurses, external lab members, etc.

List of fields available on the create users page and their description:

Fields

Description

Fields

Description

Type

Type of the user: 

  • Super Administrator

  • Institute Administrator

  • Contact

  • Regular

First Name

First Name of the user

Last Name

Last Name of the user

Email Address

Email ID of the user

Phone Number

Phone number of the user

Domain Name

It is "OpenSpecimen" by default. If you have LDAP/SAML configured, you can add that as the domain name

Login Name

The username that will be used to log in

Institute

Institute under which the user needs to be created

Time Zone

Time zone of the user

Manage Forms

If enabled, the user will be able to add/edit forms. Refer to the wiki page for more details on forms.

Manage Workflows

If enabled, the user will be able to add/edit workflows. Refer to the wiki page for more details on workflows.

Disable Notifications

If enabled, the user will not receive any emails from OpenSpecimen.

API User

Enable if the user works with APIs. Refer to the wiki page for more details.

Download Labels Print File

Allows the users to download CSV files for printing labels. Refer to the wiki page for more details.

Address

Address of the user

Data Entry Users

Administrators (Super/Institute/Site) can create authorized users and provide them with specific access privileges in OpenSpecimen. These users can be Site Managers, Biobank Managers, Laboratory Managers, Clinicians, Technicians, etc.

  • Select the 'Users' card from the home page or menu and click 'Create'. The types of users depend on their role and their respective responsibilities.

  • Selecting 'Regular' will allow you to assign different roles to the user other than super and institute admin.

Contact Users

Some users (e.g., PI of the study, external lab members, nurses, etc.) do not log into OpenSpecimen. For such types of users, you can create a 'Contact' user type. 

The contact users can be used in the below fields:

  • CP PI or coordinator

  • Specimen events

  • DP PI or coordinator

  • Order requestor

  • Custom form

  • Project PI 

Email Notification

By default, contacts will not receive login credentials and email notifications. You can enable/disable the OpenSpecimen email notifications for an individual user from v7.1, as shown below:

Assign Roles

Once you create a regular user, you will need to assign roles like technicians, tissue bankers, etc., by clicking on the 'Roles' tab from a specific user overview page.

The roles tab will only appear if 'Regular' is selected under the 'Type' field on the 'Create users' page. It will not appear if the user is a super administrator, institute administrator, or contact.

For more information on default roles and privileges, refer to the wiki page.

Set Default Printer for User

You can set a 'Printer' value for each user from the dropdown. This dropdown is configurable through 'Extras → Dropdown Manager → Label Printer'. This value takes precedence over 'Print Rule' settings. This value is added in the generated label CSV. This way, you can set the Printer based on the logged-in user. It is typically helpful when multiple printers are available. 

Edit

You might want to edit user details like the user's Institute, primary site, contact details, role, form management, etc. The super Admin can update all the profile attributes of the users. 

Lock / Unlock


Delete / Archive

Impersonate

Super Admin can use the ‘Impersonate’ to log in as another user. This is useful for the support team to debug access issues or user-specific issues. 

Post impersonation, the super admin’s UI will refresh the same as that of the user’s UI.

 

Got feedback or spotted a mistake?

Leave a comment at the end of this page or email contact@krishagni.com