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This page provides an overview of external user configuration, including customisation opportunities.
There are a few basic configuration tasks to be able to use the external user registration feature, marked below as Critical.
All labels and most of the email templates have defined values by default so that you to use this feature only minimal set up. You can, however, customise these to better suit your institution’s processes and policies.
For an overview of this feature including a video, see: External User overview.
This table provides a complete list of tasks and customisation options that you should consider when configuring External User functionality in RME:
Task |
Description |
Where to configure |
Product Key |
Critical Apply the External User Registration product key. This enables the functionality and provides the required pages and email templates. |
System > Product Key (formerly RME Licence SYS002) Help page: Product Key |
External User Preferences |
• Critical Enable the External User functionality. • Customise labels shown on the RME Login screen • Customise the Terms and Conditions link shown on the Register page
The following settings do not have set default values. External user functionality will work without these, but configuring these options may improve the experience: • CAPTCHA settings to prevent spam and other security vulnerabilities • Default roles and AOUs to automatically apply to approved external users based on type: Researcher, Applicant, Supervisor, Examiner, or Other |
System > System Preferences > External User Preferences (SYS001) Help page: External User Preferences |
Critical Ensure that email functionality has been configured for your institution
|
Mail server Reference: RME Installation and Upgrade Guide |
|
Critical Define the Default sender email address to use for automated emails |
System > System Preferences > Email Server Settings (SYS001) Help page: System Preferences > Email Server Settings |
|
Email templates |
Default email templates for emails sent automatically in this process are provided for you. Emails are sent automatically to confirm the requestor's email address, and to notify them of either approval or rejection. The Approved External Supervisor email template is used for approved external users where Supervisor was selected in the Purpose field in the Register page. The email will contain a link to the Supervisor Registration eForm template defined in External User Preferences so that they can submit an application to register as a supervisor. You can customise the body of these email templates, if required. Fields from the External User page can be included in the email content, except for AOU and Role fields. The Default sender email address defined in System Preferences is used as the sender. |
System > Email Template (EMT001) Templates under Module: External User • Approved External Supervisor • External User Email Confirmation • External User Request Approved • External User Request Rejected
Generic help page: Email Template |
If you want defined administrators or office staff to be notified by email when a new request is submitted, enable the New External User Request and define the recipients. You can customise the body of the email template, if required. Fields from the External User page can be included in the email content, except for AOU and Role fields. The Default sender email address defined in System Preferences is used as the sender. |
System > Email Template (EMT001) Template under Module: External User: New External User Request
Generic help page: Email Template |
|
Page View - Register |
Publicly-available page for potential external users to enter details, create their own password, and request access to RME You can customise this Page View to change the view name, description, set the access type, remove fields, change field labels, and change the layout. You cannot delete this Page View or create any new versions of it. You can also share the link to this page so that external users can access it, for example, in your institution's portal or other website. This page is outside the RME system. You can publish the Register page URL in a website or portal. |
Users > Page Views > SYS004 |
Page View - External User |
RME page with details populated from the Register page, used to review an external user request, or view past request details Fields used in the Register page SYS004 are automatically populated in this page. Details entered by an external user are read-only. |
Users > Page Views > SYS005 |
Page ID: External_User_configuration.htm