If an individual with a Cayuse Admin person profile needs to log in to a Cayuse product to create/edit records and/or complete tasks, they will first need a user account 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.
Connecting a User Account
- In the People section of Admin, search for the desired user. Then select User Account & Roles from the left-side menu.
- If the user has an existing account, search for the User Account and then select Link to connect the two.
- If there is not an existing account, click New Account.
- Enter the email address and username for the user. Click Save.
At this point, the user will receive an email prompting them to complete their account set up.
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.
From the Admin > Roles > Search by Roles tab, search for and select the desired role.
- Select the Add Users button.
- 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.
From the Admin > Roles > Search by User tab, search for and select the desired user.
- Select the Add Roles button.
- 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.
- 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).
Removing a Role
To remove a role from a user's profile, click the trash icon next to the role to be removed.
Updating an Email After Initial Setup
To ensure security when an email address is updated in an account, the user will temporarily lose access to the system once the update has been submitted. They will then receive an activation email, prompting a password reset. Once the password is reset they will be able to access the system once again.