Emma 5 User Manual



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3.3Role Functions


Not all roles have permission to perform the following functions. If the option is not available in the drop-down list, then you do not have permission to perform the function.

Adding a Role


A role can be added directly beneath your role (in the same organization) or in a sub-organization directly beneath your organization.

  1. To add a role:

    1. Directly beneath your role, click your role in the organization tree on the left side of the screen.

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    1. In a sub-organization directly beneath your organization, click the name of the sub-organization.

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  1. Select Add Role from the drop-down list.

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  1. Click Go. The “Add Role” screen opens.

  2. Select a role from the drop-down list.

Note: The drop-down arrow will display whether you are permitted to provision just one or multiple roles. The system will only allow you to choose from roles that you are authorized to provision.

  1. Once you have selected a role, click Submit. You can now assign a user to the new role.

Removing a Role


A role can be removed from directly beneath your role (in the same organization) or in a sub-organization directly beneath your organization.

To remove a role, you must first remove all users from the role.



  1. To remove a role:

    1. Directly beneath your role, click the “+” sign next to your role in the organization tree on the left side of the screen.

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    1. In a sub-organization directly beneath your organization, click the “+” sign next to the name of the sub-organization.

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  1. Click the name of the role that you want to remove.

  2. Select Remove Role from the drop-down list.

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  1. Click Go.

  2. Confirm that you want to remove the role. Click OK.

3.4User Functions


Not all roles have permission to perform the following functions. If the option is not available in the drop-down list, then you do not have permission to perform the function.

Adding a User


A user can be added to a role directly beneath your role (in the same organization) or in a sub-organization directly beneath your organization.

  1. To add a user:

    1. Directly beneath your role, click the “+” sign next to your role in the organization tree on the left side of the screen.

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    1. In a sub-organization directly beneath your organization, click the “+” sign next to the name of the sub-organization.

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  1. Click the name of the role that you want to provision.

Note: The right side of the “Provisioning for [Product Name]” screen shows the number of users that have been provisioned and the maximum number of users that can be provisioned for each role. If you have additional users that need to be provisioned, you must create a new organization.

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  1. Select Add User from the drop-down list.

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  1. The “Add User” screen opens.

Note: For verification purposes, the “Add User” screen lists the role that you are provisioning.

  1. Select the Type of Person ID from the drop-down list.

    1. If you select the DoD EDI Person ID option from the drop-down list, you can search for an individual by entering his or her Person ID.



    1. If you select the Token Email option from the drop-down list, you can enter the email address for the user that you are provisioning and the number of days that the user has to accept the role.

c:\svn_repository\dmdcnew\emma\wbt\working files\screenshots\4.9.5\add user drop down 2.png

  1. Enter the email address of the user that you are provisioning and the number of days that the user has to accept the role.



  1. Enter the nominated user’s permissions, if necessary.

Note: Not all users have permissions available to them. Additionally, not all users require you to enter permissions. For some applications, the permissions check box will be greyed out to indicate that the permissions are automatically associated to the role.

    1. Radio buttons: If only one permission can be assigned to a user, the options will display as radio buttons. Click the option next to the applicable permission.



Note: To reset the selected user permissions, click Clear Access Codes.

    1. Check boxes: If more than one permission can be assigned to a user, the options will display as check boxes. Click the boxes next to all applicable permissions.



  1. Note: To reset the selected user permissions, click Clear Access Codes. Click Submit.

Once the user has retrieved their token and accepted the role, you will receive an email similar to the following:

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Note: If the user listed is not the user that you intended to provision, follow the instructions in section to remove the user. Contact the intended user to verify their email address and return to step 1 in this section to add the correct user.

Removing a User


A user can be removed from a role directly beneath your role (in the same organization) or in a sub-organization directly beneath your organization.

  1. To remove a user:

    1. Directly beneath your role, click the “+” sign next to your role in the organization tree on the left side of the screen.

(400698)

    1. In a sub-organization beneath your organization, click the “+” sign next to the name of the sub-organization.

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  1. Click the role from which you would like to remove the user.

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  1. Click the user’s name in the Users Provisioned list.

  2. Select Remove User from the drop-down list.

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  1. Click Go.

  2. Confirm that you want to remove the user. Click OK.

Viewing User Details


User details can be viewed for a user directly beneath your role (in the same organization) or in a sub-organization directly beneath your organization.

  1. To view details of a user:

    1. Directly beneath your role, click the “+” sign next to your role in the organization tree on the left side of the screen.

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    1. In a sub-organization directly beneath your organization, click the “+” sign next to the name of the sub-organization.

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  1. Click the role of the user that you would like to view.

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  1. Click the user’s name in the Users Provisioned list.

  2. Select View User Details from the drop-down list.

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  1. Click Go. The “View User” screen opens. This screen displays the user’s role, the product(s) which they are provisioned to use, the operation type, and any applicable permissions.


Updating User Permissions


Permissions can be updated for a user in a role directly beneath your role (in the same organization) or in a sub-organization directly beneath your organization.

  1. To update permissions:

    1. For a pending user directly beneath your role, click the “+” sign next to your role in the organization tree on the left side of the screen.

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    1. In a sub-organization directly beneath your organization, click the “+” sign next to the name of the sub-organization.

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  1. Click on the role of the user whose permissions you would like to update.

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  1. Click on the user’s name in the Users Provisioned list.

  2. Select Update User Details from the drop-down list.

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  1. Click Go. The “Update User” screen opens.

  2. You have the option to modify the nominated user’s permissions, if necessary.

Note: Not all users have permissions available to them.

    1. Radio buttons: If only one permission can be assigned to a user, the options will display as radio buttons. Click the option next to the applicable permission.



Note: To reset the selected user permissions, click Clear Access Codes.

    1. Check boxes: If more than one permission can be assigned to a user, the options will display as check boxes. Click the boxes next to all applicable permissions.



Note: To reset the selected user permissions, click Clear Access Codes.

  1. Click Submit.

Resending a Token


A token can be resent to a user listed as “pending acceptance” in a role directly beneath your role (in the same organization) or in a sub-organization directly beneath your organization.

  1. To resend a token:

    1. To a pending user directly beneath your role, click the “+” sign next to your role in the organization tree on the left side of the screen.

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    1. In a sub-organization directly beneath your organization, click the “+” sign next to the name of the sub-organization.

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  1. Click on the role of the user to whom you would like to resend a token.

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  1. Click on the user’s name in the Users Provisioned list. The user will be listed as “User pending acceptance” and display the email address to which the token was sent.

Note: Users with tokens that have expired will not be displayed. If a user’s token has expired, follow the instructions in section to add the user again.

  1. Select Update User Details from the drop-down list.

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  1. Click Go. The “Update User” screen opens.



Note: You have the option to modify the nominated user’s email address as well as the number of days that the user has to redeem their token. Updating the information is not required.

  1. You have the option to modify the nominated user’s permissions, if necessary.

Note: Not all users have permissions available to them.

    1. Radio buttons: If only one permission can be assigned to a user, the options will display as radio buttons. Click the option next to the applicable permission.



Note: To reset the selected user permissions, click Clear Access Codes.

    1. Check boxes: If more than one permission can be assigned to a user, the options will display as check boxes. Click the boxes next to all applicable permissions.



Note: To reset the selected user permissions, click Clear Access Codes.

  1. Click Submit.

Unlocking a User


A user’s “locked” status is displayed in the Organization Summary report as well as in the User List. A locked status refers to the user being locked out of the application for which they are provisioned, not their status in EMMA.

In the Organization Summary report, a padlock will display next to the locked user’s role.



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  1. To unlock a user:

    1. Directly beneath your role, click the “+” sign next to your role in the organization tree on the left side of the screen.

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    1. In a sub-organization directly beneath your organization, click the “+” sign next to the name of the sub-organization.

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  1. Click the role name of the user that you would like to unlock.

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  1. Click the user’s name in the Users Provisioned list. The user will have a status of “Account Locked.”

  2. Select Update User Details from the drop-down list.

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  1. Click Go. The “Update User” screen opens.

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Note: If the user has permissions assigned to their account, the permissions will be displayed as inactive until the account is unlocked.

  1. Click Submit.

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