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.

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Fill up details and click on 'Sign up.'

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

  • Admin can approve your user account, 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.

Create

Types of Users

TypeDescription
Super AdministratorHas access to all the data and operations across all the sites and institutes in the application.
Regular UserHas limited access based on their roles within the associated site.
Institute AdministratorHas access to all the data and operations within all the sites of the institute to which the user is associated.
Contact UserUsers that do not log in to the system. For example, nurses, external lab members, etc.

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.

 Steps to create users...
  • Select the 'Users' card from the home page or menu and click 'Create'. The type of users depends 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. 

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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.

 Steps to assign roles...
  • Click the 'Roles' tab on the user overview page.

  • Click 'Add role' and start entering data. Users can either assign privileges to all (current & future) CPs or specific CPs of a site.

For multi-site protocols, you can assign multiple roles to a user under multiple sites on the same protocol.

Note:

  • The 'All Current and Future' option in the site's drop-down will appear only if no roles are already assigned to a specific site.
  • When you assign the "Administrator" role to the user for a site, they get access to all CPs of that site by default.
  • You can only see those sites under the "Sites" dropdown that are registered under the institute that the user is affiliated with.

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

Edit

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

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To edit the user, log in as a super admin and click on' Edit' from the user overview page.

From v7.2, you can edit some basic details of their profile, such as phone number, time zone, address, and notification settings. This will help regular users to do minor profile edits without bothering admin users. Rest fields will be uneditable to regular users.

Steps to edit your own profile details :

  • Log in to OpenSpecimen → Click on the 'User Profile' icon at the right-hand side top corner as shown below.

  • Click on the user name as shown below.                                                 

  • Edit phone number, time zone, address, and notification settings → Update. Verify if the details are updated.

Note

Institute and site admins can edit all users' profile attributes created under their institute and site.  

Lock / Unlock

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User account will get locked in 3 cases:

  1. The user has tried maximum failed login attempts.
  2. The user is inactive for the 'N' number of days.
  3. Super admin forcefully locked the user account.

The system throws an error on UI about the account locked at the time of login. Locked users have to contact their admins to get their accounts unlocked.

To unlock a user account, search for the user's account → From the user overview page, click 'Unlock'. Following these steps, a user will get an email notification that the account is unlocked.  Super admin, institute admin, and site admin users can lock/unlock user accounts.

Note:

If the super admin account gets locked, other super admins can unlock it, or the user has to email the OpenSpecimen help desk.


Delete / Archive

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Using the 'Delete' tab, you can delete the users created by mistake or who are no longer needed.

Before deleting a user, make sure that the user is not linked to any data in the system. e.g., as a PI, coordinator, or technician of a CP, since you won't be able to access data linked to the deleted user. To delete the user, go to the user's list page, search for the user's name and click on 'Delete'.

Sometimes you might want to close a user account but retain data linked to the user. In such cases, you can archive the user account. The archived user would not appear in any dropdown list. However, you can access the older data linked with the user.


If you wish to reactivate the archived user - Go to the user's list page→ Set activity status to 'Archived' in search filters. The archived users' list will appear. Click the user to be reactivated and click 'Reactivate'.  

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.

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A  message at the top of the page highlights the user impersonated and the option to return to the super admin’s account.

Email Notification (v8.1)

When you impersonate as a user, you will get a popup message asking if you want to still proceed.

  • An email is sent to both the user who is impersonated and who is impersonating.
  • You will be taken back to your own account after one hour of impersonation.