Learn how to create users and manage their system roles and add-on permissions.
Viewing Users
You can view users for your site or research organization in the Administration tab, then selecting either Staff or Monitors & External Users. The list of users displayed will filter when you have a Site selected; to see Users across your research organization, select your Research Organization.
To view a single user’s information and study assignments (if available), select the user to open their User record.
Creating Users
When you create a new SiteVault user for your site, you can choose from a set of system roles and, if needed, additional add-on permissions. See the About System Roles and Add-on Permissions page to learn more about what levels of access these roles and permissions provide.
Research Organization Administrator users can add users to one or more sites at a time when the research organization is selected in the vault selector. Site Administrators can only add users to their currently selected site.
For information on creating external users, see Monitor and External User Access.
Creating a Staff User
Complete the following steps to create a new Staff user or add an existing Vault Staff user to SiteVault:
- Navigate to the Administration > Staff tab and select Create. The Create Staff page is displayed.
- Enter the email address of the user to add.
- Select Check Email. SiteVault verifies if the email account is associated with an existing Veeva Vault user account. After verification, one of the following results is displayed:
- Vault user account exists
- Vault user account controlled by a different Vault exists
- If adding a site staff member, create a SiteVault-specific account.
- Multiple Vault user accounts exist
- Select an existing account or select the click here link to create a new account.
- If creating a new account, enter the user’s first and last name and a unique user name.
- Indicate if the user is an investigator.
- In the System Access & Permissions section, select a system role for the research organization and the site as well as any optional add-on permissions.
- Select Save. Once created, additional staff actions are available from the Staff Details tab, such as assigning responsibilities (as they appear in the digital delegation log) and uploading Staff documents.
See the Adding a New Staff User training video for more information.
To assign a user to one or many studies, see Study Team Assignments.
You can edit certain user details such as name, email address, and whether the user is an investigator (Staff records). Usernames cannot be edited. To edit a user’s information, open the record for the user from the Administration > Staff or Monitors & External Users tabs and select Edit. To edit an email address, double-click in the Email column from the Administration > Staff tab.
Adding a User to an Additional Site
Complete the following steps to add an existing SiteVault user in your research organization to an additional site or sites:
- For Site Administrator users, ensure that the site to which you want to add the user is selected in the vault selector.
- From the Administration > Staff tab, open the record of the user that you want to add to the site.
- In the Access & Permissions section, select Edit User Permissions.
- Select a system role for the site and (if applicable) any optional add-on permissions.
- Select Save User Permissions.
Editing a User’s Research Organization-Level Permissions
Note Only Research Organization Administrators can edit a user’s research organization-level system role and add-on permissions. To edit a user’s site-level permissions, follow the steps in the next section.
Complete the following steps to edit a user’s permissions for your research organization:
- Ensure that your research organization is selected in the vault selector.
- From the Administration > Staff tab, open the record of the user that you want to edit.
- In the Access & Permissions section, select Edit User Permissions.
- Update the user’s research organization system role and add-on permissions as needed.
- Select Save User Permissions.
Editing a User’s Site-Level Permissions
Complete the following steps to edit a user’s system role and add-on permissions for a site:
- For Site Administrator users, ensure that the applicable site is selected in the vault selector.
- From the Administration > Staff tab, open the record of the user that you want to edit.
- In the Access & Permissions section, select Edit User Permissions.
- Update the user’s system role and add-on permissions for the site as needed.
- Select Save User Permissions.
Removing a User’s Access to a Site
Complete the following steps to remove a user’s access to a site:
- Ensure that the applicable site is selected in the vault selector.
- From the Administration > Staff tab, open the record of the user that you want to edit.
- In the Access & Permissions section, select Edit User Permissions.
- Update the user’s system role for the site to No Access.
- Select Save User Permissions.
Inactivate a User and their Study Assignments
Users are in an Active status when created or added to your site. If a user leaves your site and no longer needs to be active in the system, Admins can fully inactivate the user and their Study Assignments.
Complete the following steps to inactivate a user and their Study Assignments:
- From the Administration > Staff tab, open the record of the user that you want to inactivate.
- Select Change State to Inactive from the Actions menu on the user’s record.
- Select Continue to confirm your intent. This process may take a few minutes to complete.
If you need to reactivate the user, complete the steps in the Creating Users section above.