1 - User Management

The User Management tab provides Platform Administrators with tools for managing users across the Platform. It is accessed from the main menu of any VRE portal page. 

Viewing All User Accounts

The Platform Users tab displays all platform user accounts.

• A coloured circle icon to the left of the username denotes the user’s account status:
  • Active (green with black text)
  • Disabled (red with grey text)
• A yellow crown icon to the right of a username indicates that the user is a Platform Administrator
• Use the filters to limit the entries displayed by Status (All, Active or Disabled) or filter to view Platform Administrators only
• To view more information about a user, click the Action menu icon and select Profile. Click the Send Email  button in the top right-hand corner to send an email to some or all of the current users.  

The Invitations tab displays all invitations sent.  Expired invitations are greyed out.  

The Resource Request tab displays requests for access to integrated Workbench Tools, pending requests are listed with a blue Complete button.  Once the request has been fulfilled successfully, click Complete to grant the user access to the Workbench tool.  

Adding Platform Members

A Platform Administrator may invite a new Member to the VRE without assigning them to a specific Project.

1. Navigate to the User Management tab in the Main Menu
2. Click the Invite User button
3. Enter the user’s institutional email address, select the role for the new user, and click Submit
4. An email will be sent to the user with additional information depending on the user's account status: 
   • If the user is an active member of the VRE, an email will be sent to the user informing them of their new Project Membership
   • If the user is not yet a member of the VRE but has an account on the Charité Active Directory, an email will be sent to the user notifying them that they have been invited to use the VRE, the user will need to log in and accept the Terms of Use to register for the platform.  
   • If the user is not yet a member of the VRE and does not have an account on the Charité Active Directory, an email will be sent to the user notifying them that they have been invited to use the VRE, instructions on completing and submitting a request for an account in the Charité Active Directory will be sent to the user, who will need to receive approval from the Charité IT department before access to the VRE can be granted.  

Adding a Project Administrator to a Project

The Platform Administrator invites the first Project Administrator for each Project. This step must be carried out from within an existing Project by following the steps outlined in Adding a Project Member.

Once the Project Administrator has registered their account and accessed their project, they can invite additional members to their Project.

Note: uploading real study data is prohibited until the lawful requirements for data processing have been established and approved by applicable data protection authorities, ethics boards and data sharing agreements have been secured for the Project.

Viewing and Re-sending Invitations

To view invitations that have been sent to all users across the platform, click the Members icon and select the Invitations tab. The list of all invitations can be sorted by using the column headers. Invitations with black text are pending (sent but not yet accepted), while invitations displayed in grey text have expired.

A Platform Administrator may need to re-send an invitation to a user who has lost or deleted the original email invitation or if the invitation link has expired. To re-send an invitation to a user, follow the steps outlined in the Adding a Project Member page to invite users directly into a Project or Section Adding Platform Members (above) to invite general members without any specific Project access.

Disabling Platform User Accounts

If a VRE user no longer requires access to the VRE or their account has been compromised, a Platform Administrator can use the User Management tab to disable the user’s account. The user whose account has been disabled will be blocked from logging into the VRE and will lose access to all of their Projects. Disabling a user account does not delete the user from the platform - all of their platform history and lineage will be retained for auditing purposes.

Disabled accounts are visually distinguished in the Platform Users list by grey text with a red circle icon to the left of the username.

To disable a user’s account:

1. Navigate to the User Management tab in the Main Menu
2. Click the Action Menu icon next to the user’s name and select Disable Account
3. A warning message will appear to confirm the action. Review and confirm the username and email address and click OK to complete the action.

Re-enabling Platform User Accounts

Platform Administrators can re-enable a user’s disabled account in the User Management tab. Note that this only restores the user’s access to the platform without any Project membership; a Project Administrator or Platform Administrator will need to add the user back into each of their previously affiliated Projects after their account is restored. To re-enable a user’s account:

1. Navigate to the User Management tab in the Main Menu
2. Click the Action Menu icon next to the user’s name and select Profile
3. Click Enable Account and confirm. 

Platform Member Communication

Platform Administrators can send bulk emails to VRE members from the User Management tab. To send an email to platform members:

1. Navigate to the User Management tab in the Main Menu
2. Click the Send Email button
3. Enter the usernames of the recipients or select All Users from the dropdown menu
4. Enter the email Subject and Content
5. Click Send

See Also: 

User Roles

Project Creation

Adding a Project Member