User record

Account Inactive?

Indicates whether the user record is current and active (No), or no longer active (Yes)

If Yes, the user will not be able to log in to RME. The Reason to Deactivate and Date Deactivated fields become mandatory.

For auditing purposes, this should be used instead of deleting users.

Account Lock Ends On

Only displays if the account is locked; read only

When the lock on the account will automatically be removed

This is based on a system setting of 1 hour (not configurable) from the user's last unsuccessful attempt to log in based on the number of times allowed. The number of times is controlled by the System Preferences, Password Preferences in the Maximum number of failed login attempts field.

Account Locked?

Indicates whether the account can be used (No), or if it is locked because a user entered an incorrect password more than a set number of times (Yes)

Accounts are locked for one hour by system default. The date and time that the lock will be automatically removed displays in the Account Lock Ends On field.

To manually unlock a user for more immediate access, slide this to No. To allow the user to reset their password if they are having trouble remembering it, select Initiate Reset Password if this is available. They will be sent an email so they can reset their password.

This is only updated when the user next attempts to log in so from the time of the lock to automatic removal, it may still show as Yes and conflict with the date and time in the Account Lock Ends On field. If the date and time is in the past, this field will change to No once the user successfully logs in.

All Level User?

Indicates if the user will have access to all records from all org. units for the selected module, but filtered by the applicable type or code defined in access security, such as Projects Access Security or Ethics Category Access.

This is generally used for RME administrators and administrative support roles who need to access records for all org. units.

If you have the required access to change your own User record, be aware that if you disable this field and save, it will be applied immediately, which may impact your access or permissions and result in limited functionality.

Also see: Access and Permissions

Connection Account?

Indicates if the user account is to be used for external services, for example, APIs, feeders or other integration services

This type of user account is used by IT system administrators when installing RME. If this is disabled during installation or upgrade, it is highly likely that external services will not be able to successfully authenticate or function.

As this type of user account is designed to connect in the back end only, it cannot be used to log into RME via the front-end user interface. You cannot create a Personnel record for this type of user account.

For details about Connection Account users, refer to the RME Installation and Upgrade Guide.

Date Deactivated

Mandatory if Account Inactive? is Yes

Date the user account was made inactive

Email Address

Email address of the user

You cannot use the same email address for more than one record.

Email Confirmed?

Indicates if the email address provided has been verified as a valid address

External User?

Read only

Indicates if the user has been set up as an external user

Failed Login Attempts

Only displays if the account is locked; read only

Number of times the user entered an incorrect username or password

The number of times is controlled by the System Preferences, Password Preferences in the Maximum number of failed login attempts field.

Initiate Reset Password

Only displays if applicable, for example, for external users or if the authentication method set in System Preferences is Manual

Used when a user forgets their password and cannot log in

See: Reset a password

Last Logon Date

Last date the user logged in successfully

Password Expires On

Enabled if Password Expiry Enabled? is Yes

Date and time the password will expire for the user

This is automatically calculated from the number of days set in Password Preferences, Password expiry (in days) field but can be overridden manually.

The expiry activates when the user next logs in after this date, so it may so it may display a past date. Once the user enters a new password, this field is re-calculated.

Password Expiry Enabled?

Default: As set in Password Preferences

Only impacts external and Connection users, or all users if the system authentication method is Manual

Used to set up a password expiry for the user to override the settings in System Preferences, Password Preferences

If Yes, users will be prompted to reset their password after the number of days set in the Password Expires On field.

If the preference setting is 0 or blank in an API or feeder, the value will be No.

How this setting and the system preferences work:

Person

Lookup to search for and select an existing Personnel record to link to the user account

Reason to Deactivate

Mandatory if Inactive? is Yes

Enter an explanation for deactivating the user account for auditing purposes.

Example: Not Employed

Username *

Mandatory

Account username for the user

User Org. Units

Not used if All Level User? is Yes

Assign access to records based on Org. Units

User Role Allocation

Assign a role to apply a defined set of access to Page Views, page actions, eForm templates and reports

User Page Views

Assign RME page access to an individual user

If you assign a role, you can use this to provide access to Page Views in addition to those applied via the role.

When you open the related item page, you need to select a Page View to display the relevant help topic.

Project Access Security

Assign access to records based on Project Type

Contract Access Security

Assign access to records based on Contract Type

Fund Scheme Access Security

Assign access to fund schemes in lookups in any relevant module based on Funding Activity Code

Ethics Category Access

Assign access to records based on Ethics Category Code