Skip to main content

How do I connect a user account and assign roles in Admin?

Emily Yeomans

If an individual has a person profile in Admin and needs to log in to a Cayuse product to create or edit records and/or complete tasks, a user account must first be created for them. Creating a user account is done within the person's profile.

Once the account is ready, the appropriate Cayuse product user roles can be assigned. While user account creation is instant, the full process of syncing the user’s specific roles into their various Cayuse products may take up to 12 hours, depending on total customer data volume at the time.

Before You Begin

Before creating, linking, or assigning roles to a user account, confirm the following:

  • The person already has a Person Profile in Admin.
  • The person's profile is Active.
  • You have the necessary Admin permissions to manage person profiles, user accounts, and role assignments.
    • If you can view the page but cannot select Create Account, Link Existing User, Add Users, or Add Roles, your account may only have view-only access.
  • If you are linking an existing user account:
    • The account must be active.
    • The account must not already be linked to another person profile.
  • If you are assigning a Unit-Assignable role:
    • Identify the unit or units the user should be assigned to.
    • Determine whether the user should have access to sub-units.
  • Global roles apply to all units and do not require a unit selection.

Please note: Role changes may take time to sync across applicable Cayuse products.

Connecting a User Account

  1. In the People section of Admin, search for the desired user. Then select Profile from the left-side menu.

  2. Make sure Active is toggled to Yes.

  3. Select one of the following options:
  • Create Account if the user doesn’t have an account yet. Important: Make sure Active is toggled to Yes on the next screen (should be Active by default).

  • Link Existing User if they already have one.

  1. Enter the required account details for the user. Click Save.

  2. The user will receive an email prompting them to complete account setup. If the email is not received, verify that the account is active and the email address is correct. For eligible accounts, see Resending Activation Email below.

Resending Activation Email

To resend an activation email (for pending non-SSO and guest SSO accounts only):

  • Make sure Active is toggled to Yes.

  • Click the Resend Activation Email button.

Assigning Roles

After connecting a person to a user account, they will automatically be assigned the role of Cayuse Product User by default. Additional roles can be assigned, granting them further permissions within the Cayuse product.

Assigning Roles from Role Record

Roles can be assigned individually or added in bulk to multiple users.

  1. From the Admin > Roles > Search by Roles tab, search for and select the desired role.
  2. Select the Add Users button.
  3. Fill in the details in the role assignment pop-up box:
    • Users: Search for and select one or more user names to assign to the role.
    • Units: If the selected role is Unit-Assignable (as opposed to Global), the Units section will appear. From there, search for and select at least one unit to assign, and choose whether to include sub-units. Please note: Each time a unit is selected, an additional optional unit line will appear. There is no limit to the number of units that can be assigned.
    • Add: Click the Add button to save selections and grant role permissions.

Removing a Role

To remove a user from a role, click the trashcan icon next to their name in the role assignment list.

Assigning Roles from User Record

Multiple roles can be assigned to an individual user.

  1. From the Admin > Roles > Search by User tab, search for and select the desired user.
  2. Select the Add Roles button.
  3. Fill in the details in the role assignment pop-up box:
    • Roles: Search for and select one or more roles to assign to the user. There is no limit to the number of roles that can be chosen. Roles are either Global or Unit-Assignable (indicated in parentheses).Units: If the selected role is Unit-Assignable (as opposed to Global), the Units section will appear. From there, search for and select at least one unit to assign, and choose whether to include sub-units. Please note: Each time a unit is selected, an additional optional unit line will appear. There is no limit to the number of units that can be assigned.
    • Add: Click the Add button to save selections and grant role permissions.

Removing a Role

To remove a role from a user's profile, click the trash icon next to the role to be removed.

Updating a Username After Initial Setup

To update a username, edit the Username field as desired in the User Account section. Click Save.

Please note: When a Username is updated in an account, the user will immediately lose the ability to log into their account using that username. They will receive an activation email, prompting a password reset. Once the password is reset they will be able to access the system once again.

Troubleshooting

I cannot find the user account when linking an existing account

When using Link Existing User, search by the account username. Only active user accounts that are available to be linked will appear in the search results.

If the account does not appear:

  • Confirm the user account already exists.
  • Confirm the account is active.
  • Confirm the account is not already linked to another person profile.
  • If no account exists yet, use Create Account instead.

The Link button is disabled

The Link button becomes available only after an eligible account is selected.

I cannot see Create Account, Link Existing User, Add Users, or Add Roles

Your Admin permissions may not allow you to perform these actions. Users with view-only access can see account and role information but cannot create accounts, link accounts, assign roles, or modify role assignments.

Contact an administrator with the appropriate permissions if you need assistance.

I cannot find the role I want to assign

Only roles available to your tenant and permitted by your Admin access level appear in role searches.

If the role does not appear:

  • Confirm the role name is correct.
  • Confirm the associated product is active for your tenant.
  • Confirm your Admin permissions allow you to assign that role type.
  • If assigning a Unit-Assignable role, ensure at least one unit is selected.

I selected a Unit-Assignable role but cannot save

Unit-Assignable roles require at least one unit assignment. Select the appropriate unit and determine whether access should include sub-units before saving.

A user still cannot access a product after roles are assigned

Verify the following:

  • The person profile is active.
  • The user account is active and linked to the person profile.
  • The correct product role has been assigned.
  • The correct unit has been selected for Unit-Assignable roles.
  • Sub-units have been included if access is needed below the selected unit.
  • Sufficient time has passed for role changes to sync across applicable Cayuse products. Depending on customer data volume, synchronization may take up to 12 hours.

Related Articles

 

Related articles