[Department of Health & Human Services, USA; HRSA, Health Resources & Services Administration]
Welcome to the Managing Users in the EHBs help video!
Are you an Authorizing Official or Project Director wanting to learn more about how to
manage users in the EHBs?
If so, you've come to the right place!
This video will go over who can manage users, how to manage Organization access, how to
manage Grant permissions, and how to remove a user.
Ok!
Before going over how to manage users, let's talk about who can do this!
Within the EHBs, there are Roles and Permissions at both the Organization and Grant level.
At the Organization level, the Primary AO role is responsible for managing users.
And at the Grant level, the Project Director is responsible for managing users.
So, who is the Primary AO and Project Director?
The Primary AO is the first person to register to an organization, and only they can give
others the Manage Users privilege.
They can also give others the role of Primary AO by giving them both the Manage Organization
Profile and Mange Users privilege, which I'll show you how to do this later in this video!
And at the Grant level, to register as the Grant Project Director, you must be listed
as the Project Director on the Notice of Award, or NOA.
Ok!
Now that we've gone over the basics, let's see how Primary AOs can manage Organization
access.
From your EHBs home page, click the Organization tab.
Here you will see the list of Organizations you are associated with.
Find the Organization you want to work on, and click the drop-down arrow next to Organization
to open the pop-up menu.
Click Manage Users under Action to go to the Users List page.
Find the user you want to work on, and click Update Privileges to go to the User Privileges
Update page, where you will see general user information, including role and current privileges.
Organization privileges include Create and Submit Applications, Manage Organization Profile,
Funding Report Admin at Org Level, which only AOs and BOs can have, Manage Users, and Action
Plan.
Select or unselect privileges, and click Save and Continue to update the changes.
Remember!
As the Primary AO, you can give others the role of Primary AO by giving them both the
Manage Organization Profile and Mange Users privilege.
Now, let's go back to the Organizations tab for a helpful tip!
If you do not have the Manage Users Privilege, you will not see the Manage Users option under
Action.
If this is the case, you will see Registered Users under View, which you can click to view
the list of users.
You will see a message indicating that you do not have the permission to Manage Users.
Click on Privileges next to your own name for a view-only list of your privileges.
Now, let's walkthrough how Project Directors can approve new users.
Let's click on the Tasks tab, where you will see a list of all your tasks.
If you have any User Access Requests, you will see this in your pending task list.
You can also click on Review Requests under User Access Requests from the left-hand menu.
Let's click Review Requests, and take a look!
From the Grant Access Requests Review List page, find the request you want to work on
and click Approve.
You will be taken to the User Privileges Update page, and will see User and Grant information,
and Access Request Details, where you will see the specific grant privileges the user
is requesting, along with any comments.
Helpful tip!
As the PD, you are responsible for giving users access to all privileges, except for
Financial Reports.
Only the Financial Reporting Administrator, or FRA, can give access to Financial Reports.
You can then select the specific Grant, Requests, and Submissions privileges you want to give
the user access to, and click Approve.
You will be taken to the Confirmation page, and will be able to review user and grant
information, and the list of Privileges Granted.
Once you have confirmed that everything looks good, click Approve to finalize the Access
Request.
You will be taken back to the Grant Access Requests Review List page, where you will
see a Success message.
You can also click on Recently Completed, and All to see a complete list of Grant Access
Requests.
Ok!
Next, let's look at how Project Directors can manage Grant permissions.
Click on the Grants tab, and find the Grant you want to work on.
Click the drop-down arrow next to Grant Folder to open the pop-up menu, and click on Manage
Users, under Action.
From the Users List page, you can authorize new users and search for users.
Find the user you want to work on, and click Update.
On the User Privileges Update page, you can see their current privileges, and can add
or remove privileges by checking the related boxes.
Select the changes you want to make, and click Save and Continue.
From the Confirmation page, you will be able to review user information, Current Privileges,
Privileges Granted, and Privileges Revoked.
Click Save and Continue, to finalize the changes.
And back on the Users List page, you will see a Success message confirming that your
changes have been saved.
Finally, let's walkthrough how to remove a user from both an Organization and Grant.
Let's start with Organizations.
Click the Organizations Tab, find the Organization you want to work on.
Click the drop-down arrow next to Organization Folder to open the pop-up menu, and click
Manage Users, under Action.
You will see Active Users, users that have been added as Contacts, and Disabled users,
which you can permanently remove from the Organization.
You will also see Removed Users, which lists all users that have been previously removed
from the Organization.
Once a user is on this list, the Remove User Action will be disabled, and you will see
a message stating that the user is already removed from the organization.
Find the user you want to remove, click on the drop-down arrow under Options, and click
Remove User.
You will be taken to the Organization User Remove page, where you will be required to
enter a comment.
Helpful tip!
Removing a user from an Organization is a permanent action and you cannot undo this
without calling the HRSA Contact Center.
So, it is important to be sure that you want to remove a user before doing so!
Click Save and Continue, to go to the Confirmation page.
Review the details, and click Confirm to finalize the user removal.
You will be taken back to the User List page where you will see a Success message!
Here's another helpful tip!
Removing a user from an organization will also remove the user's grant permissions within
the organization.
Now, let's see how you would remove a user from a Grant.
Click the Grants Tab, and find the grant you want to work on.
Click the drop-down arrow next to Grant Folder to open the pop-up menu, and click on Manage
Users, under Action.
Find the user you want to remove, and click on Update under the Options column.
To remove the user from the grant, you will need to remove all their grant privileges.
To do this, you can uncheck Access, which will automatically remove all user privileges.
Click Save and Continue, to go to the confirmation page where you will see the list of Current
Privileges and Privileges Revoked.
Click Save and Continue, to be taken back to the Users List page where you will see
a Success Message!
Well that's it!
Now you are an expert!
We went over who can manage users, how Primary Authorizing Officials can manage Organization
access, how Project Directors can approve new users and manage Grant permissions, and
how to remove a user from both an Organization and Grant.
If you have any questions or need any help along the way, contact the HRSA Contact Center
at 877-464-4772.
Thanks for watching!
[Department of Health & Human Services, USA; HRSA, Health Resources & Services Administration]