Create and Manage Users

STAFF/ADMIN ACCESS REQUIRED

New in ME 1.27! Implementation of preferred name in some parts of the platform.

Most users require an account to access Entrada. There are some exceptions to this: you can create a public community and share it with others, add a guest member to a specific community, or add an external assessor to a distribution of an assessment and evaluation form.

To create user accounts you must associate a group and role with every user. Different combinations of group and role have different permissions in Entrada.

Manually importing or creating users is restricted to those with administrator roles in Entrada (i.e. staff:admin, medtech:admin users).

If you'd like learners to automatically populate a cohort, make sure that the appropriate cohort exists (e.g. Class of 2028) before importing the learners. Currently, only cohorts using the naming convention "Class of XXXX" can have learners automatically added when importing via CSV.

User Profile Overview

When you navigate to Admin > Manage Users, search for a user and click on their name, you'll land on their user profile.

Sample user profile

Staff:admins users can create, disable, or delete a user's account. Staff:admins can only login as users with student permissions.

Locked User Accounts

If users enter the wrong username or password information repeatedly, Entrada will lock them out of their accounts for 15 minutes.

User Profile Information

Account Details

• Staff/Student Number: Sometimes referred to as institutional id, this represents the typically numeric identifier used for members of an institution.

• SSO Identifier: is an identification method that enables users to log in to multiple applications and websites with one set of credentials.

• UMNetID: A UMNetID is an account name that uniquely identifies you as a member of the University of Manitoba community. This is required for Faculty who maintain and would like to link Leganto Reading Lists (UM Libraries) to Entrada Events.

• Username: Mandatory field. Users need to enter their University of Manitoba email. For students, the email address format is typically [e-mail], while, for staff, it is usually [e-mail].

• Password: MFA (Multi-Factor Authentication) is configured on Entrada. Users passwords are sychonized with other University platforms (such as SignUM and student/staff emails).

Account Options

• Account Status: Mandatory field. Accounts with inactive status will prevent users from logging in.

• Access Start: Mandatory field. Limits a user's access to Entrada to the specified start and finish times.

• Access Finish: Limits a user's access to Entrada to the specified start and finish times.

• Student Admin: Mandatory field. Visible only on a learner's Profile under the Account Options section, the Student Admin tool is to allow you to give a learner access to Exam question folders (as indicated in the Developer Notes). The idea behind the Student Admin option is to allow experienced learners to create practice items for other learners. Students can also grade exam questions if they have been made a student admin, and assigned as a grader on an exam. This can also be leveraged for PGME Lead & Senior Residents who participate in Scheduling.

Personal Information

• Prefix: Default options are: Dr. Mr. Mrs. Ms. Prof. Assoc. Prof. and Asst. Prof. Users can edit their own prefix.

  • This information will display:

    • when viewing the user's profile overview (either as an admin or as the user themselves),

    • when a user searches for a user using the People Search function, they can see the user's title, and

    • when a user is added as a course contact for a course and a Course Website is in use, the user's title appears below their name.

    • Note users can edit their own titles from their Profile page.

• First Name/Legal Name: Mandatory field.

  • If you have multiple users with the same first and last name we recommend including their middle initial with their first name.

• Preferred Name: Entrada displays users' preferred names in some parts of the platform. In some parts of Entrada, learners will see only a user's preferred name. On administrative and faculty views, users will see a user's preferred name with their first name in brackets. The implementation of this is NOT universal, as a result using the preferred name field is recommended for nicknames or Anglicized names as desired but may not be reliable as a tool to protect privacy if someone's preferred name is used to match their gender presentation.

Preferred Name & Pronoun Display Details

• People Search

• Absence Management

• Learner Event Page / Attendance popup window

• Manage MSPR Class Page

• Manage Cohorts

• My Learners tab

• Assessments/Evaluations

• Community “Members” page

• Rotation Schedule ( displays Official Name only with pronouns)

• Middle Name: Provide a middle name as applicable.

• Last Name: Mandatory field. Provide a last name as applicable.

• Title: Optionally complete this field to list the user's university title (e.g., Associated Dean, Curriculum). Information will display in a user's profile via People Search.

• Pronoun: Users can optionally select their pronouns. Options include He/him/his, She/her/hers, They/them/theirs, I prefer not to answer, They/her, They/him, Xe/Xem/Xir.

  • Once this information is entered, it will display on the user profile page available to staff:admin users.

• Bilingual: Referring to the ability to have a conversation in French. By providing this information, users acknowledge and agree that their name, email, and program will be shared with Shared Health for the purpose of enabling your access to French-language resources, related services and learning/employment opportunities.

• Gender: Mandatory field. By default, non-specified is selected. Entrada includes Female (F), Male (M), Non-Binary (NB) and Undefined (U).

• Date of Birth: Mandatory field. By default, non-specified is selected.This field can only be configured upon initial setup of user account. MedTech access is required to make edits to this field.

• Degree: This field can only be configured upon initial setup of user account. MedTech access is required to make edits to this field.

• Primary E-Mail: Mandatory field. Your student or staff email, this information will display in a user's profile via People Search.

• Alternative E-Mail: Note that while Entrada can store this information, it is not currently used elsewhere in the platform (e.g., it is not used when sending reminders or notifications). Information will display in a user's profile via People Search.

• Telephone Number: Provide phone number. Information will display in a user's profile via People Search.

• Pager Number: Provide pager number. Information will display in a user's profile via People Search.

• Personal Meeting ID: This field can only be configured upon initial setup of user account. MedTech access is required to make edits to this field. This field can be used if you are enabling database settings to enable Elentra to automatically display an online meeting room on events based on the Associated Teacher.

• Country: Mandatory field. Provide relevant information.

• Province/State: Provide relevant information.

• City: Provide relevant information. Information will display in a user's profile via People Search.

• Address: Provide relevant information. Information will display in a user's profile via People Search.

• Postal Code: Provide relevant information.

• Office Hours: Information entered here will display on the user's profile when viewed in People Search.

• General Comments: Use to store general information on user account. Accessible to admin users only.

Permissions

Group:role permissions define a user's basic abilities in Elentra; additional access and capabilities are granted by further being associated with a specific course or group of learners. For example, a user who is staff:pcoordinator has read access to open courses and events, however she will only have administrative abilities in a course if she is specifically associated with a course as its designated pcoordinator on the Course Setup page.

• Group: Group defines the user type in the system. Pick from Alumni, Faculty, Medtech, Resident, Staff, and Student. You can only use additional groups if you have added them to the database.

• Role: Different group types have different role availability as shown in the table below. Many group and role configurations carry different permissions. For more detail about user permissions please see the Permissions help section. Similar to groups, you can only use additional roles if you have added them to the database.

Group	Role
Faculty	Director
Faculty	Lecturer
Resident	Lecturer
Staff	Admin
Staff	Pcoordinator
Staff	Staff
Student	Student, Resident

How to bulk import student users from a csv

• Navigate to Admin>Manage Users.

• Click 'Import From CSV'.

• From the popup window you can download a sample CSV file.

• Open the file in your preferred spreadsheet manager and complete the columns. Required fields are listed first followed by optional fields.

• Required fields include:

  • Institution Number: The user's university id (e.g., staff or student number).

  • First Name/Legal Name: Mandatory field.

    • If you have multiple users with the same first and last name we recommend including their middle initial with their first name.

  • Last Name: Mandatory field.

    • If you have multiple users with the same first and last name we recommend including their middle initial with their first name.

  • Username: Mandatory field. Users need to enter their University of Manitoba email. For students, the email address format is typically [e-mail], while, for staff, it is usually [e-mail].

  • Email: This should be the user's email and must be distinct for each user.

  • Role: Student

  • Group: Postgraduate Learners utilize the year of entry. Undergraduate Learners utilize the year of expected graduation.

  • Organisation: This should be a numeric id and reflect which organisation a user should be added to if there are multiple organisations on an installation (e.g., undergraduate medicine and postgraduate medicine). When logged in as a Medtech>Admin you can find the organisation id by navigating to Admin>System Settings and clicking on the organisation. When the page for that organisation opens the url will include the org id at the end. You can also ask a developer what the organisation ids for your installation are.

    • College of Dentistry Undergraduate: 10

    • Dentistry Graduate Studies: 8

    • Postgraduate Medical Education: 2

    • Standardized Patient Program: 12

    • Undergraduate Medical Education: 1

    Entry Year: The year the learner entered/will enter a program. Grad Year: The anticipated graduation year. (Make sure your database includes the years you intend to enter.) Notes: Information provided here will display in the General Comments section of the Personal Information section.

  • Gender: Gender is a required field in your upload. By default Entrada includes Female (F), Male (M), Non-Binary (NB) and Undefined (U).

Optional fields: Account Status: You can enter active or disabled in this column, you'll be able to change this setting in UI after the user is created. Access Start: Unix timestamp (e.g. 1512086400) or date-time format (2017-12-01 12:35) are accepted. Access Finish: Unix timestamp (e.g. 1512086400) or date-time format (2017-12-01 12:35) are accepted. Department: To enter a department affiliation for a user you must have department's Entrada id code. This is information you can request from a developer or you can find it by looking at a url. To discover the department id for yourself, you must be able to access Admin>System Settings. When you do, click on the name of the organisation you are working with and then click Departments in the left sidebar. Click on a department name and when the page for that department displays the url will include the department id at the end. Prefix: Accepted prefixes are Dr., Mr., Mrs., Ms., Prof., Assoc. Prof., and Asst. Prof. Alt Email: This is a second or alternative email the user can provide. Telephone, Fax, City, Address, Postal Code, Country, Province: Provide contact information as desired.

• Every column header included in your file must be completed. If there is a column header with no information present delete that column before you upload the file.

• If you are importing a significant number of users we recommend limiting your file size to 1000 users or less.

• After completing the spreadsheet, you can browse to find the file or drag and drop it in place. You will be prompted to match the information included in your CSV against the mapped fields available. Fields that display highlighted with green are required.

• At this stage, you can scroll through the imported users to check their data. In the top right, click on the small arrows beside the Row counter. You'll see a summary of the information being uploaded for each user.

• You will see a green success message or be prompted to correct something in the CSV file.

• Creating user accounts using a csv import will also generate an email confirmation to the user who completed the import. The email will include a list of all users successfully created.

Uploading revised records for users

You are able to upload revised user records to the system. When you do the system will compare the records and in some circumstances ask you to confirm which record you want to use.

The system will respond the following way when you update records: If the user has the same group but a new role compared to their previous record - system will update the role and everything else (start and end date, and account status). You will be asked to confirm whether you want to update the user record. If the user has a different group from their previous record that group will be added to the user's account and all other information will be updated. If the user has the same group and same role as their previous record the system will automatically update everything included in the csv.

When the system finds two records for the same user it will display the two records. Currently, these lines look identical but we are working on adding a popover card to display the conflicting information so users can more easily decide which record to import.

Note that you can choose to update no records, update all records, or individually select which records you'd like to update.

When you look at a list of users note that records displaying in red indicate users with disabled accounts.

How to add individual users

• Navigate to Admin>Manage Users.

• Click 'Add New User'.

• Provide the required information and set Permissions for the user. Note that you must click Add Permission after you've selected the appropriate group and role for the user.

• Linking a user to a department may mean that certain reports include the user (e.g., faculty reports, work force reporting). A user can be linked to multiple departments/divisions.

• Click Add User. You will see a green success message or be prompted to correct something on the page.

How to create guest accounts for users to access individual communities

• To give someone access to a specific community and its documents, navigate to the desired community. You must be a community administrator to add a guest member.

• From the Admin Center of the specific community, click 'Manage Members'.

• Click the Add Guest Members tab.

• Complete the required information and click 'Add Guest'.

• You'll receive a green success message and the guest user will receive an email with further instructions. The user will only have access to the specific community.

• Users are encouraged to ensure the potential guest member does not already have an Entrada account prior to creating the guest account.

How to disable and deactivate users

Under the Account Options section of a user profile you will see the ability to edit Account Status, Access Start and Access Finish.

Account Status

Updating a user's account status to Disabled will prevent the user from logging in and will also remove the user from certain areas of the system (i.e. program enrolment and limits reporting data).

• A user whose account is disabled will display with a red highlight on the list of users.

Account Start and Finish

If you want to remove access to Entrada, you can edit a user's Access Finish date and time.

• Navigate to Admin>Manage Users.

• Search for the appropriate user and click on his/her name.

• From the User Management box on the left, click 'Edit Profile'.

• Under Account Options set an Access Finish date and time (you could use this to set a finish access time in the future).

• Click 'Save'.

• A user whose access is finished will display with a red highlight on the list of users.

Test Student has had their account disabled

Additional Information

• If you have users with identical first and last names we recommend that their middle initial be entered as part of the first name field. This will allow other users to more easily distinguish between people (e.g., when you are adding someone to a cohort or as the target of a distribution).