Editing User Accounts, Preferences, and Permissions

Topics:

User Administration

Choose one of the tabs below to learn more about the user editor:

General Tab

The General Tab of the User Editor contains user name and password information.  When creating a new user, a user name and password must be set before the user can be saved.  Passwords can be changed for existing users on this tab. Usernames may include alphanumeric characters, the at symbol (‘@’) and/or periods. Once a user has been saved, the user name is no longer editable.

User Configuration templates.png

To change a password:

  1. Enter the current password in the Old Password text box.
  2. Enter the new password in the Password and the Confirm Password fields or select the Randomize button to generate a password consisting of random letters and numbers.
    • The password must be 8 or more characters in length and have at least one character from each of the following complexity categories:
      • Uppercase letter
      • Lowercase letter
      • Number
      • Special character
    • A new password cannot repeat one of the previous 20 passwords.
  3. Check the Notify user of changes checkbox to send the new password to the email address listed on the Contact Tab of the user profile. This will not be available when editing your own account. Note: This box will be checked by default if the Randomize button is selected!
  4. Save the user editor by selecting Save from the File menu or pressing the Save button.

To apply a User Configuration Template:

This type of template is used to set an account’s user preferences to match the template at that time. If a template is modified, you must reapply the template to any accounts that should match the template. To do this:

  1. Select the code list button next to the “User Configuration Template” field.
  2. Highlight the template you want to apply.
  3. Select Apply. The template preference defaults will be applied to the user editor.
  4. Select Save to update preferences for the account.

Contacts Tab

The Contact tab of the user editor contains fields where user contact information can be entered.  Some fields are required.  Additional fields may be required, depending on the database.  Updating the information in the Contact tab will also update the information stored in the Contacts Manager.

The fields that can be entered on the Contact tab are:

  • Contacts TabFirst Name - Required field
  • Last Name - Required field
  • Email - Required field
  • Address
  • City
  • State
  • Zip Code
  • Country
  • Phone #
  • Fax #
  • Title
  • Notes

Preferences Tab

The User Preferences tab of the user editor contains several options that allow a user to customize the behavior of BSI.  Categories of preferences are listed on the left hand side of the dialog.  To see the existing preference settings, select one of the categories by clicking on it.  The current preferences for that category will be displayed on the right.  Modify the preferences as desired and save the user profile to make changes.

General Preferences

  • Confirm Exit - If set to True/Yes, a confirmation prompt will be displayed when exiting BSI.
  • Default Manager Tabs - Selecting the button next to this preference will open a Select Managers Visible at Startup dialog.  This dialog will allow users to set the manager tabs visible when the BSI client is first opened.
  • Open in BSI EZ View - If set to True/Yes, BSI launches only the Home/News, Locations, and My Specimens Manager tabs.
  • Save Table Data Interval - The value in this field determines the interval at which data is automatically saved to the user's computer in minutes. This interval also determines the number of minutes after which the user is presented with a reminder to save any unsaved data (if any exists). The user will only be presented with the reminder once per unsaved batch. This safeguard prevents data loss in the case that the BSI client shuts down without warning. If the Save Table Data Interval is set and the unwarranted shutdown of the client occurs after at least one interval, upon re-logging into the BSI client the user will be prompted with a Data Recovery dialog which will display the current location of the last data backup file. This file can then be imported into the batch(es) that were in progress using the Import Wizard and the user can resume work. This preference is automatically set to “1”for all new users.
  • Set Default Formatted Field View - This preference will determine the field view. When a user clicks on a field to edit while the field displays an icon, the field displays the formatted text.
    • Data View - Shows the fields as labels
    • Formatted View - Shows the fields as codes
    • Image View -  Shows the field as an image
  • Remind To Save – If set to True/Yes, a confirmation prompt will be displayed when attempting to exit an editor without saving changes.
  • Print Errors ID Fields - This preference allows the user to choose which fields are printed along with the error table data when printing an errors report.

Code List Preferences

Via the Code Values section of the User Editor's Preferences tab, users can choose the codes that will show up in the Select Codes dialog for these editable code list fields. When a user selects the Ellipses (...) in an editor, the saved favorite code list values will be displayed at the top of the list of available values.

To select favorite code values:

  1. Select the Ellipses (…) button next to the Code List. The Select Code Values for [Field Name] dialog opens.
  2. Use the < and > buttons to choose the most used of preferred code list values. The >> button will move the first five values to the Favorite Codes box. The << button will clear all favorite codes.
  3. The OK button will return to the User Editor. The Save button saves the favorite code list values.

Data Entry Preferences

In this section of the User Editor's Preferences tab, users can set preferences for the Assign BSI IDs dialog and other defaults in Data Entry.

  • Add Default Editor Row – When this preference is set to True/Yes, a row will automatically be added to the Data Entry editor upon creating a new Add batch. This preference defaults to True/Yes.
  • Starting Sample ID and Sequence Starting Value - The values entered here will automatically populate the Starting Sample ID and Starting Sequence fields in the ID Specification section of the Assign BSI IDs dialog.
  • Grouping Fields - The fields selected here will automatically be entered in the Grouping Fields section of the Assign BSI IDs dialog.
  • Assign Existing Sample IDs – When this preference is set to True/Yes, the Assign Existing Sample IDs checkbox in the Assign BSI IDs dialog will be automatically checked in Data Entry and Shipments. False/No is the default setting.
  • Auto Create Requisition – When this preference is set to True/Yes, a check will be placed in the “Automatically create requisition for the specimens in the batch” checkbox that appears upon committing a Data Entry Add batch.
  • Default Add Template - The template assigned here will determine which fields will be seen in the Data Entry Add editor. If this is not set, the user will use the default Data Entry template for the database.
  • Default Modify Template - The template assigned here will determine which fields will be seen in the Data Entry Modify editor. If this is not set, the user will use the default Data Entry template for the database.
  • Default Batch Sort Order - The sort specified here will determine the sort inside the batch editor.
  • Show Specimens Added Notification - When this preference is set to True/Yes, a dialog with the number of specimens added to the editor will be displayed in Modify, Change, and Delete batches.
  • Edit Single Specimens with Tables Instead of Form - When this preference is set to True/Yes, a specimen that is added or edited from Locations will be set to a Table editor rather than a form.
  • Maximum Error Count - The number entered in this preference will set the maximum number of errors displayed in the batch error table.
  • Default Data Entry Template Path – The path assigned here will be opened when the user selects the ellipses to add a template for Data Entry properties. The path set by this preference will also be used in any requisition task that allows a user to create child specimens via template.

Labels Preferences

On the Label section of the User Editor's Preferences tab, users can set options to:

  • Default Number of Barcodes - This option will set the default number of barcodes added by default in the scan wizard.
  • Default Label Specification - This option sets the default label format used in printing labels.
  • Preferred Printer - This option sets the user's preferred printer. The printer can be selected by clicking the ellipsis ("...") and choosing the correct printer.
  • Use Local Printing Configuration - This option, if set to True/Yes, will automatically mark the Use Local Printing Configuration when applicable.
  • Default Scanning Field - Selecting the button next to this preference will open a dialog. This dialog will allow users to select the fields which will be selected for scanning by default in the scan wizard. The barcodes, if multiple fields are selected in this preference, will be scanned for each specimen in the order fields are selected here.

For example, as in the screenshot below, if a user with this preference set to “BSI ID, Material Type” scanned several specimens, the user would physically scan the BSI ID field, then the Material Type field on the label for each specimen.

Locations Preferences

Via the User Editor's Preferences tab, a user can save Locations preferences based on their usual workflow.

  • Container Display Format - Determines whether the IDs, Labels or both will be displayed in the tree on the left side of the Locations Manager.
  • Rename Containers Sequentially During Cut and Paste - When this preference is set to True/Yes, pasted container IDs will be renamed starting with the first gap in the sequence of existing container IDs.
  • Automatically Rename Pasted Locations -  Freezer labels will automatically be renamed when copying and pasting locations in location management when set to True/Yes.  A prompt will open for every location that needs to be renamed if this preference is set to False/No.
  • Data Displayed in Box Layout Cells - Users can select the fields to display in the Box Layout cells of containers by selecting from the code list.  Fields may be set to display raw data, formatted values, or an image (for the Material Type field only).
  • Assignment Pattern Options Orientation – Defaults the Location Reservation option for orientation to either horizontal or vertical.
  • Assignment Pattern Options Pattern – Defaults the Location Reservation option for pattern to either across or serpentine.
  • Serpentine Start Direction – Defaults the Location Reservation option for direction of a serpentine assignment pattern to either right or left.

Notification Preferences

The Notifications Tab of the User Editor's Preferences tab contains a list of events for which an email notification is generated.

  • If "True/Yes" is chosen, an email will be sent to the email listed on the Contact Tab upon the completion of the specified event. If "False/No" is chosen, no email notification will be sent.
Note: Notifications sent to a destination email associated with a repository cannot be controlled from the User Profile.

Report Preferences

Via the User Editor's Preferences tab there are three preferences that can be set for reports:

  • Default Report Output - This preference will determine the output format selected when creating a new report.  If the preferred output format is not available when creating a report, an available format will be selected instead.
  • Show Save Report Reminder – If True, the Report Not Saved dialog will open when the user attempts to close an unsaved report. If False, then this dialog will not open. A checkbox appears on the dialog which will toggle this preference to False.
  • Remove Default Header Rows in Delimited Reports – If True, any reports created in the Reports manager by a user with an Output Type of Tab-delimited or Comma-delimited text file will have the default header rows removed. This will not remove any rows added as a result of checking the Display Search Criteria box. The corresponding checkbox on the Reports editor will be checked by default. This preferences is defaulted to False.
  • Default Range Delimiter - The selected character will be used to denote a range when performing a search. If the preference has a value other than the hyphen, search values with hyphens will be allowed without double quotes.
  • Default Comma Delimited Output Type – This preference offers the option to choose between .csv and .txt file output types. When reporting, if the user chooses a comma delimited output file type, then this preference determines whether a .csv or a .txt file is created. By default, this is set to “.csv”.
  • Display Search Criteria in Report Output – If True, the checkbox to display criteria in a report’s output file will be checked by default. If False, the checkbox will be unmarked by default. This checkbox applies to both standard and user-defined reports, but not to interactive table output types.
  • Report Time Zone Format – This preference controls the format in which time zone aware fields are displayed in report. Select “Time Zone Abbreviation” to use the short name for times zones (example: EST, PDT, CET, etc.). Select “UTC Offset” to use the number of hours offset from UTC instead (example: +8:00, -2:00, +5:00, etc.)

Requisitions Preferences

Via the User Editor's Preferences tab users can save preferences for requisitions and tasks.

  • Properties Dialog Shown First for New Requisition - If set to True/Yes, the requisition properties dialog will be displayed before the Requisition Editor is opened when a new requisition is created.
  • Show Volume Warning for Child Completion - When completing an Aliquot or Process task, a reminder to update the parent specimen's volume, in the form of a confirmation dialog, will be displayed when the Commit button is pressed.  Selecting No on the confirmation dialog will cancel the commit.
  • Tests and Thaws Warning For RTI - When completing a Return to Inventory task, a reminder in the form of a confirmation dialog will be displayed when the Commit button is pressed.  Selecting No on the confirmation dialog will cancel the commit.
  • Show Requisition Task Data Details - Selecting True/Yes will display the task label, if one exists, and the task specimen order next to the icon in the requisition editor.
  • Automatically Override Requisition Warnings - Selecting True/Yes will automatically open the Override Warnings dialog when submitting a requisition, or adding specimens to a previously submitted requisition, if there are warnings for any of the specimens.  Selecting Prompt will open a dialog asking users if they want to override warnings.
  • Automatically Request Requisition Specimens- Selecting True/Yes will automatically mark specimens as Requested when adding them to a requisition.  Selecting Prompt will open a dialog asking if users wishes to automatically request the specimens when they are added to the requisition.
  • Default Requisition Sort Order - The sort specified here will determine the sort inside the requisition editor.
  • Default Task Dest ID - Selecting a location for this preference will automatically enter that location in the destination property for new Ship tasks.
  • Default Transfer Dest ID - Selecting a repository for this preference will automatically enter that repository in the destination property for new Transfer Out tasks.
  • Enable Requisition Server Caching - Selecting True/Yes will turn on the caching by default.
  • Show Specimens Added Notification - Selecting True/Yes will display a dialog of how many specimens added to a requisition.
  • Default Requisition Modify Task Template Path - Selects the task template folder to be used when adding a task template in a Modify task.
  • Choose Value to Show in Microarray Specification Grid – Select either “BSI ID” or “Current Label”. This preference determines which value to show in the Microarray Specification dialog and the Microarray Layout Map task report.
  • Show Warning for Task Completion – A warning will be displayed when completing a requisition task, notifying the user that data in the system will be modified if they continue. Defaults to “True”.
  • Show Warning for Requisition Submit – A warning will be displayed when submitting a requisition, notifying the user that data in the system will be modified if they continue. Defaults to “True”.
  • Show Warning for Adding Vials to Submitted Requisition - A warning will be displayed when adding vials to a submitted requisition, notifying the user that the new vials will be dropped unless they are requested for inclusion in the requisition. Defaults to “True”.
  • Requisition Discrepancy Added – An email notification will be sent to the user when a requisition they have submitted has a discrepancy added to it. This preference is set to False/No by default.
  • Requisition Discrepancy Resolved - An email notification will be sent to the user when a requisition they have submitted has a discrepancy resolved. This preference is set to False/No by default.
  • Starting Microarray Sample ID – This preference will auto populate the Starting Microarray Sample ID value in the Specify Microarray and Core IDs dialog when completing a Create Microarray task.
  • Starting Microarray Sequence - This preference will auto populate the Starting Microarray Sequence value in the Specify Microarray and Core IDs dialog when completing a Create Microarray task.
  • Starting Core Sequence - This preference will auto populate the Starting Core Sequence value in the Specify Microarray and Core IDs dialog when completing a Create Microarray task.
  • Starting Child Sequence Number – This preference will auto populate the Starting Sequence Number in the Specify Children dialog when completing tasks that create child specimens

Shipments Preferences

Via the User Editor's Preferences tab, the following preferences can be set for shipment properties:

  • Default Shipment Repository - This preference automatically fills the Repository field when setting properties in a new Incoming Shipment batch.
  • Default Study - This preference automatically fills in the Study field when setting the properties for a new Incoming Shipment batch.
  • Default Shipment Center - This preference automatically fills the Shipment Center field when setting the properties for a new Incoming Shipment batch.
  • Open Shipment After Receiving - When set to True/Yes, BSI will automatically open a shipment for editing after it has been marked as Received by the user.
  • Default Courier - This preference automatically fills in the Courier field when setting the properties for a new Incoming Shipment batch.
  • Default Shipment Type - This preference automatically fills in the Shipment Type field when setting the properties for a new Incoming Shipment batch.
  • Default Shipment Sort Order - The sort specified here will determine the sort inside the shipment editor.
  • Default Storage Temperature - This preference automatically fills in the Storage Temp field when setting the properties for a new Incoming Shipment batch.
  • Show Vials Added Notification - Selecting True/Yes will display a dialog of how many vials were added to an Incoming Shipment batch. 
  • Open Data Entry Batch Automatically - This preference, if set to true, after transferring a Shipment to a Data Entry batch will automatically open the corresponding Data Entry batch.
  • Save and Close Shipment Automatically after Transfer – This preference, when set to True/Yes, after the transfer of specimens from a shipment to a Data Entry batch, will save and close the Shipments editor.
  • Default Shipment Template Path - This preference will designate the default Shipment Template folder which will be opened to select new templates.
  • Default Shipment Template - The template assigned here will determine which fields will be seen in the shipment editor. If this is not set, the user will use the default template for the database by default. The user can manually select a template when creating a shipment.
  • Shipment Discrepancy Added – An email notification will be sent to the user when a shipment they have created has a discrepancy added to it. This preference is set to False/No by default.
  • Shipment Discrepancy Resolved - An email notification will be sent to the user when a shipment they have created has a discrepancy resolved. This preference is set to False/No by default.
  • Add kit components to shipment for selected kits – This preference is set to ‘False/No’ by default. If this preference is set to True/Yes, when selecting kits to add to a shipment, the checkbox will be checked by default.

Specimen Viewer Preferences

Via the User Editor's Preferences tab, the user can set preferences for the Specimen Viewer.

  • General Fields – This preference allows the user to choose which fields are viewable in the main specimen data view.
  • Location Fields – This preference allows the user to choose which fields are viewable in the Location tab located in the lower pane of the Specimen Viewer.
  • Sample Fields – This preference allows the user to choose which fields are viewable in the Sample tab located in the lower pane of the Specimen Viewer:
  • Specimen Fields – This preference allows the user to choose which fields are viewable in the Specimen tab located in the lower pane of the Specimen Viewer.
  • Lineage Fields – This preference allows the user to choose which fields are viewable in the Lineage tab located in the lower pane of the Specimen Viewer.

Quick Search Tab

The Quick Search tab of the user editor uses the Quick Search dialog to specify default selection criteria for the user.  Whenever the user launches the Quick Search window, this default search will automatically be used to initialize the search statement.

Location Search Tab

The Locations Search tab of the user editor uses the Quick Search dialog to specify default selection criteria for the user.  Whenever the user launches the Location Search window, this default search will automatically be used to initialize the search statement.
Location Search Tab

Security Tab

The Security tab of the user editor allows the setting/updating of roles and security access levels. This dialog is only available when editing a user from the User Administration Manager.

The following can be set or viewed on the Security Tab:

  • Status - The current status, Status Active or Status Inactive/Deleted, of the user.
  • Current Repository - The repository the user is currently signed into. The user may switch their repository, if they have access to more than one, from the Tools menu.
  • Institution - The institution with which this user is associated.
    • Institutions grant access to view shared templates, requisition task templates, reports, and labels. Each Institution has an associated Company Name.
  • Accessible Repositories - The list of repositories to which the user has access.
  • Access Level - The user's access level: User, Local Administrator or System Administrator.
  • Exclusive Web Services User (EWS) - This checkbox marks the user as a web services user. A web services user will be prevented from accessing the BSI client or BSI Engage, regardless of role permissions. A web services user will also have a longer interval before password expiration.
    • This option is only available for selection by System Administrators.
  • Assigned Roles - A list of roles assigned to the user.  System permissions assigned to a role can be viewed by pressing the Privileges button.
    • Assign Roles button - Opens a Select Roles dialog that displays a list of available roles and a list of roles assigned to the user.  Use the > and < buttons to assign or remove roles from the user.  Only roles for the current institution are available.
    • Privileges button - Displays roles and permissions assigned to the user.
  • user security tab

A user can only be long to one institution. Local Administrators can only update and add user accounts under their institution. Institution is also used to organize user's reports, templates and labels under an institutional directory. Users can only share these items with other users in their institution.

Many repositories can belong to a single institution - in this way a repository is almost like a sub category of an institution.

Every database will have at least two institutions, one of which will be IMS. It is to this institution that all IMS users and support members are assigned. The others will be for accounts belonging to database users.

Study Permissions Tab

This tab on the user editor allows administrators to assign study specific authorizations to users on databases that have Study Level Security enabled.  Once study permissions are set, the User Editor must be saved for the authorizations to take effect.

To add study authorizations:

  1. The Study Permissions tab contains a list of available studies.  Any studies, for which the user is already authorized, are displayed in the Selected Studies section.

    • The tab is available only for users assigned to Study Access and Custodial repositories.

    • The tab cannot be edited by users.

  2. Select the study or studies that the user is to be authorized for by clicking on the study row in the Available Studies section.  Multiple studies can be selected by holding down the Shift or Ctrl keys while selecting.

  3. Press Add Selected.  The study or studies will be added to the list of Selected Studies.

    • Check the box next to Default all permissions for newly added studies to true to set all authorizations for the selected study to True when the study is added to the list of Selected Studies.

  4. Set the specific authorizations for the study by changing the value to True/Yes in the corresponding column to grant access.  For a description of authorization options, see the Study Level Security page.

  5. Press the Save button or select Save from the File menu to save the user.

Study Permissions Tab

To remove all study authorizations for a user:

  1. Select the study in the Selected Studies section that is to be removed.

  2. Press the Remove Selected button.   The study will be removed from Selected Studies.

  3. Press the Save button or select Save from the File menu to save the user.


Multiple User Editor

The Multiple User Editor has a table interface that allows users with administrative privileges to create or edit multiple user accounts.

To add multiple users:

  1. From the User Administration manager, click the Add Multiple button, which will open the Multiple User editor. New accounts can be created by importing information, entering it directly into the fields, or using editor tools, such as Mass Change or Change Values.
  2. After adding the required and desired user information, click Save.

To edit multiple users:

  1. Highlight more than one user and click the Edit
  2. After editing the user information, click Save.

User data fields from the General, Contact, and Security Tabs of the User editor appear as columns in the Multiple User editor. User data from the Preferences, Search, and Quick Search data fields, if desired, must come from a User Configuration Template. Study permissions cannot be edited in the Multiple User editor.

Example: A new study is starting and new staff have been brought in from other projects to staff it. Only one person on the study staff has a BSI account. The Local BSI Administrator creates a User Configuration Template to set-up preferences such as specific freezer locations where the study specimen will be stored, the box fill patterns to provide quick scanning of new specimens into BSI, label specifications so that lab staff can quickly create labels with uniform information specific to this study, and searches that default to specimens in their repository and for their study. He opens the Multiple User editor and creates the new accounts, applying his User Configuration Template. He has just made the staff workflow more efficient. He then saves the user account information and edits each one individually, carefully selecting from permissions in the Studies tab so that he minimizes who can see PII to just those who need to see it. He then edits the account for staff member with an existing BSI account and applies the new template and assigns new Study Permissions.