Users

Checking Whether Users Are Named in Cases

When a hotline case is filed, NAVEX dispatchers review the case to identify existing users in the reported tier by name and title. Any tier users named in the case are restricted from viewing the case.

When you add users to a tier, you will also want to make sure that the users are not given access to cases in the tier in which they are named.

1. Click the Search tab.
2. In Search for, type the user's name.
3. Select Case assignees and any other fields that you want to search, such as Participants and Task assignees.
4. Click Search.
5. From the search results, make note of any case numbers and their tiers.
6. Click the Case # to review the cases that you noted, so you can determine whether you need to restrict the user's access to any cases.
7. Repeat steps for 1 through 6 with the user's title.
8. Add the user to the tier.
9. If you need to prevent the user from viewing the case or to alert other users that they should not assign this user to the case, add the user to the Restricted Access list.
   1. From the case, click Assignments & Access > Restricted access > Change.
   2. Select the name of the user.
   3. Click Submit.

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Adding New Users

Foundation and Enterprise Lite Administrator

Enterprise System Administrator

Tip: If your organization participates in the Platform, new user profiles must be created in the Platform in order for users to sign in to the system. Administrators receive email notifications when new user profiles are created in the Platform.

1. From the Admin tab, select Tier Admin > Users.
2. If more than one tier is available, select a tier.
3. Click Add New User.
4. Fill in the required personal information.
   • First name
   • Last name
   • Title
   • Email
   • Phone
5. Choose one of the following options:
   • If this is a primary user, select Dedicated User. This assigns a dedicated seat license to the user, which guarantees the user has access to the system regardless of how many other users sign in.

   Note: Once you assign a user a dedicated seat license, you cannot downgrade the user to a concurrent seat license.

   • If your organization uses concurrent seat licenses, leave this option blank to assign a concurrent license to the user. That is, the user will share a license with other users.

   Tip: As long as a dedicated seat license is available, you can elevate a concurrent user to a dedicated user. If a concurrent user is frequently unable to gain system access because all the concurrent licenses are in use, we recommend assigning the user a dedicated license. If you need additional dedicated licenses, contact your NAVEX Account Specialist.

6. Fill in the required access information.
   • User name: This is the name with which the user will sign in to the system.

   Note: If your organization is using third-party authentication, administrators will not see the password fields.

   • New password: Password rules, including complexity and minimum number of characters, are set up by your NAVEX Account Specialist according to your organization's requirements.
   • Confirm password.

7. Select the type of system access for this user.

   • System Access: Allows the user to sign in to EPIM.
   • Synopsis Fields: Allows the user to view and edit Synopsis fields.
   • Premium Analytics: Allows the user to access the Premium Analytics tab on the Analytics tab.
   • Notifications: Set whether this user should or should not receive notifications.
8. (Optional) Type any notes as needed.
9. Click Save.

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Applying User Templates to Users

1. From the Admin tab, select Tier Admin > Users.
2. If more than one tier is available, select a tier.
3. Select the users that you to add to a user template.

Note: You cannot add system administrators to user templates.

4. Click Apply Template.
5. Review the users, and then click Next.
6. Select a user template, and then click Next.
7. Review the Tier Access and Automatic Case Assignments for this template, and then click Next.
8. Click Yes to apply the template to the users.

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Editing User Details

 

Foundation and Enterprise Lite Administrator

Enterprise System Administrator

1. From the Admin tab, select User Admin > All Users.
2. Click the Name of the user.

Note: You cannot edit user details for other system administrators.

3. Edit the fields and change the options.
4. Click Save.

Editing Exceptions

If your organization is using the Platform, you cannot edit some portions of the user profiles from the Admin tab. The following fields can be edited only through the Platform:

• First Name
• Middle Initial
• Last Name
• Email
• User Name
• New Password
• Confirm Password
• System Access (check box)
• Delete User (check box)

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Adding Users to Your Tier

Foundation and Enterprise Lite Administrator

Enterprise Tier Administrator

You may want an existing user to be able to access cases in your tier. You can do this by adding that person to your tier.

Note: Only the system administrator can edit personal information and notes for users in your tier.

1. Before adding a user to a tier, check whether the user is named in a case in that tier.
2. From the Admin tab, select Tier Admin > Users.
3. If you administer more than one tier, click the name of the tier where you want to add the user.
4. Click Add Users to Tier.
5. Select the names of the users.
6. Select an Access Level that applies only when the users are working in that tier.
7. (Optional) Select Tier Admin to make the selected users tier administrators.
8. Click Save.

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Changing Access Levels

1. From the Admin tab, select Tier Admin > Users.
2. If more than one tier is available, select a tier.
3. Click the Name of the user.
4. Click the Tier Access tab.
5. Select a different access level for one or more selected tiers. The access level only applies when the user is working in that tier.
6. Click Save.

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Removing Users From Tiers

You can remove a user from a tier without affecting the user's access to cases and tasks in other tiers.

Note: If the user is a tier administrator, see Removing Tier Administrators From Tiers.

1. From the Admin tab, select Tier Admin > Users.
2. Click the name of a tier to which the user belongs.
3. Click the Name of the user.
4. Click the Tier Access tab.
5. From the Tier section, clear the check box next to the tier name.
6. Click Save.

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