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User Account Creation by Administrators

This short tutorial will cover the steps that an EMSWeb organization administrator will need to take in order to create a user account. In order for a new user to access EMSWeb, they will need an EMSWeb account created (by the organization administrator with defined permissions), and a generic EPR Portal user account.

1) Navigate to the Organization that the user account will be assigned to. For example, if a CNRSW Organization Administrator is creating an account for a WPNSTA Seal Beach user, then the CNRSW Organization Administrator would first use the Organization Selector to navigate to WPNSTA Seal Beach. If the Organization Administrator does not have access to the organization that the user needs an account created for, then the Organization Administrator cannot create the desired user account.

2) Go to Admin > Security > Users to view the Users grid.

3) Click on New User to access the New User form.

4) Enter the Username, which must be a complete email address, as well as the rest of the required fields. The user’s email address must be the same email address that is on their CAC Card, and is also the same email address that is registered in their EPR Portal account.

Note: “Create a temporary password” is never needed under normal circumstances.

5) Click on Save User to save the account; you will be sent to the user profile page.

6) At the user profile page, click on Add Groups and select the appropriate permission group from the dropdown. Click on the plus symbol to the right of the dropdown to add the group to the account.
A user must be assigned to at least one user group, and can be assigned to multiple user groups. Some user groups are assigned for a specific role, and others can be added on an ‘a la carte’ basis.

The following is a list of the user groups for specific roles:

Auditor

• The auditor role can view Home, view Documents, add/edit Schedules, view Completed Checklists, add/edit Findings, add new Checklists, and view all EMS data (except for POAMs).

Default (Home Only)

• The basic level of permissions. User can view the Home page, view Shared pages (except for those restricted to Managers), add/edit Tasks (including being able to respond to any Tasks assigned to the User) and add/edit Messages.

Organization Administrator (All)

• Highest level of permission. Organization Administrator can view/add/edit all menus including Administration functions (user accounts, sub-organizations, etc.). Should be restricted to only those personnel who need that capability.

Program and Media Manager

• This user group can view Home (including Manager level Shared Pages), add/edit Documents, add/edit EMS (all EMS Data, O&Ts, POAMs, EMS Tools, except for the Significance Aspect Worksheet template), and view all Reporting tools. In addition, the Program and Media Manager has full access to the Audit/Inspection tab.

View All (except Admin)

• This user can view Home, Documents, Audits/Inspections, EMS and Reporting.

Users that don’t fit within the above roles should be assigned to the “Default (Home Only)” user group, and then the following user groups can added depending on the user’s need

Admin (Custom Content Only)

• Able to add/edit custom content pages.

Admin (Custom Lists Only)

• Able to create Custom Lists; this is a very specialized ability and only very experienced users should try to create Custom Lists. When in doubt, ask the EMSWeb administrator to create a Custom List for your installation/region.

Admin (Organizations Only)

• Ability to add/edit sub-organizations to your Organization.

Admin (Users Only)

• Can add/edit user accounts.

Audits/Inspections

• Add/edit access to the Audit/Inspection menu (includes Scheduling, Completed Checklists, Findings, and the Checklist Creator).

Audits/Inspections (View Only)

• Can only view the Audit/Inspection menu.

Checklist Creator

• Add/edit the Checklist Creator, which creates checklist templates for usage in the Scheduling of audit/inspections.

Documents

• Add/edit documents in the Documents tab.

Documents (View Only)

• View documents

EMS

• Add/edit the EMS menu (including EMS Data (Locations, Practices, Aspects, Aspect Worksheets, Equipment, Permits), O&T, POAMs and EMS Tools.

EMS (View Only)

• View the EMS menu.

Reporting

• Add/edit the Reporting menu (includes Queries, Templates, Reports and the EMS Tracker).

Reporting (EMS Tracker Only)

• View the EMS Tracker only. Note: The EMS tracker only displays information, so there is no add/edit permission.

Reporting (View Only)

• View the Reporting menu, including existing Queries, Templates, Reports and EMS Tracker

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User creates EPR Portal Account

The user is responsible for creating their EPR Portal account. The document “Accessing EMSWeb Procedure.doc”, is available for download on the Home Page -> Shared Pages -> EMSWeb Guidance web page.

It is suggested that any new users unfamiliar with EMSWeb also be emailed this document.

The “Accessing EMSWeb Procedure.doc” will provide step-by-step instructions on how to self-create their EPR Portal account and log into EMSWeb (assuming the Organization Administrator has already created their EMSWeb account).