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1 = About Account Creation =
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4 Users can access the BIH/Charite VRE by invitation or self-registration, regardless of whether or not they are Charite employees. The onboarding process is slightly different for employees and external users.
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6 {{toc start="2"/}}
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8
9 == Onboarding Different User Types ==
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11 === Onboarding Existing Charite members ===
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13 Existing Charite members are employees or associates who have an existing entry in the Charite Active Directory (AD). They can access the VRE in one of the following ways:
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15 * **Self-Registration: **By visiting the “Getting Started” page of the VRE website [[https:~~/~~/vre.charite.de/vre/pages/getting_started>>url:https://vre.charite.de/vre/pages/getting_started]] and clicking “Try out the VRE”, a Charite employee can provide their Charite username and email address to receive an email with an account activation link. Clicking the link will direct the user to the login page where they can sign in, accept the Terms of Use, and start using the VRE Test Project. See “//Detailed events following user self-registration//” for more information.
16 * **Upon Invitation by a Platform or Project Administrator:** A Platform or Project Administrator can invite a Charite employee to a Project by using the user management tools available to them. Once invited, first time VRE users will receive an email activation link to direct them to log in, accept the Terms of Use, and gain entry to their project. Existing VRE users will receive an email notification that they have been added to the project, and they they can simply log in and access their new project.
17 \\The Platform Administrator or Project Administrator can check the status of sent invitations in the Pending tab of the user management page. They will not receive an email notification when they invite Charite employees to the VRE.
18
19 === Onboarding External users ===
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21 External users are not employees of the Charite and don’t have an existing entry in the Charite Active Directory (AD). Onboarding for these users is slightly different because they first need to complete an AD application form and receive approval by a Charite project sponsor to be added to the Charite AD.
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23 They can start the process of accessing the VRE in one of the following ways:
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25 * **Self-Registration: **By visiting the “Getting Started” page of the VRE website [[https:~~/~~/vre.charite.de/vre/pages/getting_started>>url:https://vre.charite.de/vre/pages/getting_started]] and clicking “Try out the VRE”, the external user confirms they are not a Charite employee and submits their information to contact the VRE support team to initiate the process of onboarding.
26 * **Upon Invitation by a Platform or Project Administrator:** A Platform or Project Administrator can invite an external member to a Project by using the user management tools available to them.
27 \\The Platform Administrator or Project Administrator can check the status of sent invitations in the Pending tab of the user management page. Platform Administrator(s) will receive an email notification when they invite external users to the VRE.
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29 See “//Workflow for Onboarding VRE External Users (without self-registration)//” for the next steps on setting up external users.
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31
32 == Detailed events following user self-registration ==
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35 Completing the “Try out the VRE” self-registration form on the VRE Portal triggers one of the following conditions and email events:
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38 |=(% style="background-color: rgb(0, 50, 97); color:white" %)**Condition**|=(% style="background-color: rgb(0, 50, 97); color:white" %)**Email sent to VRE support**|=(% style="background-color: rgb(0, 50, 97); color:white" %)**Email sent to requester**|=(% style="background-color: rgb(0, 50, 97); color:white" %)**Administrator Action needed**
39 |(((
40 Condition 1
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42 Charite employee self-registers; username exists in AD and email matches username
43 )))|(((
44 **To: **[[vre-support@charite.de>>path:mailto:vre-support@charite.de]]
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46 **Subject:** Auto-Notification: Request for VRE Test Account Approved
47 )))|(((
48 **To: **{user email}
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50 **Subject: **Your request for a test account has been approved
51 )))|None. The VRE backend will directly add the user to the Test Project with the Collaborator role.
52 |(((
53 Condition 2
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55 Charite employee self-registers; username exists in AD but email provided does not match username entry in AD
56 )))|(((
57 **To: **[[vre-support@charite.de>>path:mailto:vre-support@charite.de]]
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59 **Subject: **Action Required: Request for VRE Test Account submitted, review required
60 )))|(((
61 **To: **{user email}
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63 **Subject: **Your request for a test account is under review
64 )))|Platform Administrator reviews the AD entry and rectifies the discrepancy with Charite IT. Once resolved, they can manually invite the user to the Test Project and/or other project.
65 |(((
66 Condition 3:
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68 Charite employee self-registers; username does not exist in AD
69 )))|(((
70 **To: **[[vre-support@charite.de>>path:mailto:vre-support@charite.de]]
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72 **Subject: **Request for VRE Test Account Denied - Invalid Username
73 )))|(((
74 **To: **{user email}
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76 **Subject: **Your request for a test account is under review
77 )))|Platform Administrator reviews the AD entry and rectifies the discrepancy with Charite IT. Once resolved, they can manually invite the user to the Test Project and/or other project.
78 |(((
79 Condition 4:
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81 External user submits a request with details of a contract or Data Processing Agreement with Charite
82 )))|(((
83 **To: **[[vre-support@charite.de>>path:mailto:vre-support@charite.de]]
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85 **Subject: **Action Required: Pending Request for VRE Test Account
86 )))|(((
87 **To: **{user email}
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89 **Subject: **Your request for a test account is under review
90 )))|Platform Administrator contacts the user to assist with obtaining contract details and AD form. Once resolved, they can manually invite the user to the Test Project and/or other project.
91 |(((
92 Condition 5:
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94 User (Charite employee or external user) already has an account in the VRE
95 )))|(% colspan="2" %)See subconditions|
96 |(((
97 Condition 5.1
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99 Existing user is already a member of the Test Project (redundant request). Portal returns “Thank you for interest” message
100 )))|No email will be triggered to send.|No email will be triggered to send.|None.
101 |(((
102 Condition 5.2
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104 Existing user is not a member of the Test Project. Portal returns “Thank you for interest” message
105 )))|(((
106 **To: **[[vre-support@charite.de>>path:mailto:vre-support@charite.de]]
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108 **Subject: **Action Required: Existing VRE user requested VRE Test Account
109 )))| |Platform Administrator manually invites the user into the Test Project.
110
111 == Workflow for Onboarding VRE External Users (without self-registration) ==
112
113 === Step 1: New User Invitation ===
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115 1. A Project or Platform Administrator invites an external user to the VRE within the Project Members page or the User Management tab respectively.
116 1. (((
117 The platform sends an automatic email invitation to the external user that includes:
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119 1. The name of the Project(s) the user has been invited to
120 1. The role the user will be assigned within the Project
121 1. The **AD request form **(as an attachment for them to fill out)
122 )))
123 1. (((
124 The platform also sends an automatic email to the Platform Administrator that includes:
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126 1. The name of the Project(s) the user has been invited to
127 1. The role the user will be assigned within the Project
128 1. The user details for the new account
129 1. The name of the Administrator that submitted the request
130 )))
131
132 === Step 2: Access Request Submission ===
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134 1. The new user follows the instructions in the email and completes the **AD request form** and sends it back to the Platform Administrator(s) by email.
135 1. (((
136 After the Platform Administrator(s) receives the signed form, they:
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138 1. Verify that the email address specified in the user’s form matches the email address that the invitation was originally sent to. 
139 1. Verify that the user has an existing business or research contract with the Charite. This may require manual communication with the user.
140 1. Submit the completed **AD request form **together with the user’s business contract to Charité's IT department for approval. 
141 1. Notifies Charité IT with information of the VRE AD groups to which the user should be added (**vre-vre-users**, and **vre-<projectcode>**).
142 )))
143
144 === Step 3: AD Account Creation ===
145
146 1. After approving the AD request form, Charité IT creates the new AD account and adds the new user into their corresponding VRE Active Directory groups informed by Platform Administrator from the previous step.
147 1. Charité IT’s process for AD account activation triggers an email notification to the new external user and the Platform Administrator, notifying both that the new Active Directory account has been created. 
148 1. The new users can now use their AD credentials to log into the VRE. 
149
150 == Adding Users to the Test Project ==
151
152 The Test Project is offered as a demo environment for any user who joins the VRE to try out the environment, features, and workspace tools.
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154 A few notes about inviting users to the Test Project:
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156 * Charite employees who successfully self-register are automatically added to the Test Project with the “Collaborator” role. A Platform Administrator or Test Project Administrator can change a user’s role in the Test Project.
157 * Charite employees can also join the Test Project by invitation from a Platform Administrator or Project Administrator of the Test Project. The Administrator does not receive an email notification when they invite a Charite employee.
158 * External users who apply for and are approved for a VRE account must be manually invited to the Test Project by a Platform Administrator or Project Administrator of the Test Project. The Platform Administrator receives an email notification when they invite external users to the VRE for the first time.
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160 ----
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167 Copyright © 2022, Indoc Research. This work is licensed under a [[Creative Commons Attribution-ShareAlike 4.0>>http://creativecommons.org/licenses/by-sa/4.0/ ||rel="noopener noreferrer" target="blank"]] International License.
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