User Manual – Cunesoft General Administration
Contents
1. To add a user to a specific group within the system the following steps should be performed as General Administrator 1 Enter the Group Management 2 Click the Options button on the group you would like to add a user 3 Select Add User from the dropdown list Result The user will immediately have all permissions as defined for this group The user name appears within the group member list 4 3 Remove User from Group To remove a user from a specific group within the system the following steps should be performed as General Administrator 1 Enter the Group Management 2 Click the Options button on the group you would like to remove a user 3 Select Remove User from the dropdown list Result The user will immediately not have the user group permissions anymore The user name disappears within the group member list 5 Additional Descriptions 5 1 Data Storage Security All data is stored with encryption within a customer specific unique database For further details please refer to the Cunesoft SSLA 5 2 Automatic Backup Cunesoft automatically stores a backup of the system in a secondary datacenter For further details please refer to the Cunesoft SSLA 5 3 Automatic Time Out Logout If a user is ineffective within the system for more than 20 minutes the system automatically log s off a user Copyright 2015 Cunesoft GmbH 82. cunesoft gt pliance delivere User Manual Cunesoft General Administration Copyright 2015 Cunesoft GmbH Cunesoft User Manual General Administration Table of Contents 1 E Mail Template Management iii 1 1 Edit an E mail Template tette e RENE nn nine tees Result The new version of the E Mail Template will be saved 1 2 Shortcodes Overview riter sures setdeueeeseuss Pen Een Pe eR ee ERR Ce RP FER Mee pna ke ge YR eg 2 Workflow Managetmient eerte eei tee teneur E fe vana ee Ie axe ae auae voc tenace Pe aas Ea 3 User Management issues o eade gaps ue ape a code past cd deagsasncegantbe asausanndedeensddesaeacateaeesbdessesnsatenetens 3 1 Create PIE To add a new user to the system the following steps should be performed 3 2 LOCK USER m cPcuUigIee dU 3 4 RESCt PaSSWOMG EUN 4 Group Managementin e co eoa pe dues seed da uana ege e anda douane ene eaa One E ee sautent ee 4A FUSErGrOUP Se LI CU III C ELCHE 4 1 1 Quality Assurance eee rere odes e aded caute seen cate dra aeuo et 4 1 2 Global Administrator SOP sssssssssssseeeeeeeeeen aaa aaa iaaa nennen E mE acce arie oer reduce e M AVA SOP AUOT c esce nn en nere esee e eeu te tete Ae era ua RE Li cepddrnIl M 4 1 6 Training Manager ctio tcc ie toic aa tone a enone
3. ine dec oce eee eS ALY CE TAMING USEF unes ae a demandes nee nent 4 1 8 Sharing User internal user iii 4 1 9 Sharing Portal External User iii 4 2 Add User to GEOUDp nine nn ise eve se vieta ere n eda eee 4 3 Remove User from Group cccessccccccecsssessaececccecceseseeaeeececsceseeaeaeeesecsseesesaeaeeeeeessseseneaeeeseeseeseags 5 Additional Descriptions 5 etie teet epi Om P EIER E EX S brc Eve AG eae de tn 5 1 Data Storage Security eise E ve tuas eese edad eu ee euet eu ee el oven ee ues esee ance eun 5 2 Automatic Backup sii nn Le eaayaasbce danced esp east desee tot ea yrdetde ase dt des imminente tes tenant os 5 3 Automatic Time Out Logout inserer Copyright 2015 Cunesoft GmbH Cunesoft User Manual General Administration USER MANUAL Cunesoft General Administrations The Cunesoft online software system is provided as modular solution Each module i e cune SOP cune RDMS cune eCTD cune Track cune Portal etc can be used as standalone solution or in combination with one or multiple other Cunesoft modules General Administration is a function available to General Administrators The available configuration options are described within this document They consist of four major areas E Mail Template Management Workflow Management User Management Group Management NOTE Each Cunesoft module does have an additional module specific administration site which is
4. on the user group the user has been assigned too certain user group specific actions can be performed by the user Also views and library access capabilities are different for different user groups The definitions for each user group is explained below 4 1 User Groups 4 1 1 Quality Assurance Is able to e Approve documents e Reject documents e Conduct a review 4 1 2 Global Administrator SOP Is able to e Edit e mail templates e Create users e Lock users e Unlock users e Rest user password e Add users to groups e Remove users from groups Copyright 2015 Cunesoft GmbH 6 Cunesoft User Manual General Administration 4 1 3 SOP Administrator Is able to e Upload a SOP template file e Enable training e Enable additional approvers in the approval workflow e Set SOP number prefix e Set sop number postfix 4 1 4 SOP Author Is able to e Create SOPs e Upload SOPs e Read SOPs e Edit SOPs e Delete SOPs e Start review workflows e Start approval workflows 4 1 5 SOP Reader Is able to e Read SOPs 4 1 6 Training Manager Is able to e Create trainings 4 1 7 Training User Is able to e Conduct a training 4 1 8 Sharing User internal user Is able to e Share documents 4 1 9 Sharing Portal External User Is able to e Access documents which have been shared by internal users Copyright 2015 Cunesoft GmbH Cunesoft User Manual General Administration 4 2 Add User to Group
5. can be used to download the document EFFECTIVEDATE Generates the date until a SOP was made effective FORMNUMBER Generates the number of a FORM FORMTITLE Generates the name of a FORM INSTANCEURL Generates a link within a Document Share Notification which is linked to the shared document LOGINURL Generates a link with log in information for new users which can be used to access the system PASSWORD Generates a Password for new users automatically the user can change the Password after the first login REASON Generates the reason which a user stated within a rejection of a document REJECTUSERNAME Generates the name of the user who rejected a document SHAREDVIAUSER Generates the name of the user who has shared a document SOPTITLE Generates the SOP Title of a document automatically SOPNUMBER Generates a SOP Number of a document automatically TASKLINK Generates a link to a signature task TITLE Generates the title of the Email Header USERNAME Generates for each user his username which can be used for the log in into the system YEAR Generates the current year information 2 Workflow Management This is a detailed view of all workflow elements with the following information e Type e Title e Status e Current task status e Current task title e Current task assigned Copyright 2015 Cunesoft GmbH 4 Cunesoft User Manual General Adminis
6. er Management Click the Options button on the user you would like to lock 3 Select Lock from the dropdown list The user won t be able to log in into the system anymore All user data are stored in the database for reasons of complaints m Result The user will be notified via E mail about the performed system lock The locked user cannot access the system anymore unless an unlock action has been performed by a General Adminstrator 3 3 Unlock User To unlock a user within the system perform the following steps as General Administrator 1 Enterthe User Management 2 Click the Options button on the user you would like to unlock 3 Select Unlock from the dropdown list Copyright 2015 Cunesoft GmbH 5 Cunesoft User Manual General Administration Result The user will be notified via E mail about the performed system unlock The user will be able to log in into the system again 3 4 Reset Password To reset a user password within the system the following steps should be performed as General Administrator 1 Enter the User Management 2 Click the Options button on the user you would like to reset the password 3 Select Reset Password from the dropdown list Result The user will receive an e mail with a new random generated password The old password is no longer valid anymore The user is then recommended to set an individual password 4 Group Management The system supports a role based user management Depending
7. only accessible if the Cunesoft module is licensed and enabled 1 E Mail Template Management The system comes with an integrated automated E mailing function E mails are being sent upon begin and or end of specific workflow tasks The system comes pre configured with standard texts The E_mail template management function allows personalizing the text content of each E mail 1 1 Edit an E mail Template To edit an E mail template in your system perform the following steps as General Administrator Enter the E Mail Template Management Click on the type of E mail template you want to edit Enter your changes Click on save PWIND Result The new version of the E Mail Template will be saved Attention Please be careful with changing links within the E mail since these links are specific to each E mail 1 2 Shortcodes Overview The already pre defined E Mail Templates include specific shortcodes The shortcodes are placeholders for dynamic content which are for example related to a user name to a specific document or to a date The easiest way to work with the short codes is to copy and paste them if you are changing the E Mail Template Copyright 2015 Cunesoft GmbH 3 Cunesoft User Manual General Administration The cune System has several built in shortcodes DOCTITLE Generates the name of a shared document within a Document Share Notification DOCUMENTDOWNLOAD Generates a link to a document which
8. tration 3 User Management The system supports a role based user management A user can have multiple roles Depending on the assigned roles certain functions views are available for the user 3 1 Create User To add a new user to the system the following steps should be performed 1 Enter the User Management 2 Click the Create User button if you do not see the button click on the arrow on the right side of the screen 3 Type in an E Mail address first name last name of the user you would like to create 4 Click on Create User to complete the process Result An E mail will be sent to the new user The E mail includes an invite to join the system a link to the logon website user credentials and a system generated password The new user will have only view permissions Should the user be part of additional roles then these need to be assigned by the General Administrator 3 2 Lock User In case a user is not required to use the system anymore due to leaving the company changing roles etc then this user should be locked Via locking the user the audit trail of the user remains within the system but the user cannot access the system anymore and perform any further actions From a regulatory compliance perspective and in order to maintain a complete audit trail it is recommended to lock a user instead of deleting a user To lock a user in your system perform the following steps as General Administrator 1 Enterthe Us
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