Access Manager actions for a project in HD4DP2 using the EAM interface

Last updated: 2024-04-19 19:05

This documentation is being updated regularly. We try to provide as correct, complete and clear as possible information on these pages. Nevertheless, if you see anything in the documentation that is not correct, does not match your experience or requires further clarification, please create a request (type : request for information) via our portal (https://sciensano.service-now.com/sp) or send us an e-mail via support.healthdata@sciensano.be to report this documentation issue. Please, do not forget to mention the URL or web address of the page with the documentation issue. We will then adjust the documentation as soon as possible. Thank you!

How to add access grants for a project in HD4DP2 with the role of Local Study Lead, Local Study Associate or Local Study Support (for an author group "Author Group") using the EAM interface?

End-to-end process:

Navigating to the HD EAM Portal and Access Manager profile

Go here to learn how to login via the Federal Authentication Service (FAS) with eID or itsme.

Provisioning a new EAM account and adding grants for HD4DP2

Click on Manage at the top left of the screen, so that the EAM menu appears. When hovering over this, the menu items EAM Users and EAM Accounts become visible. Select EAM Users.

The following page with an overview of the different Authenticated Users appears. You want to select a user for whom you want to request access to a project, and thus need to create an account with provisioning and grants. Click on the corresponding First name, Last name or SSIN.

ATTENTION: Authenticated Users that not yet appear in the list have either to register via the FAS service and create an account (Authenticated User action) or have to be added via Bulk upload (Access Manager action) first.

The My Accounts page of the Authenticated User's appears. Click on the Add new Account button.

The Add a new account window pops up.

Fill out a valid e-mail address and select the provision (Organization/Application) from the drop-down list. The new account is ready and is added to the list of accounts. Now, add the grants.

Selecting "n grant(s)" in the Grants column leads to the Manage grants page. Click on the Add new Grant button.

The Add a new grant window pops up. Select the desired project and the role of Local Study Lead, Local Study Associate or Local Study Support.

When selecting Local Study Support, you additionally need to select an Author group too. Confirm with the Save button.

When returning to the Account: Manage grants page you will notice that the grant is added to your account, which is still in the Draft state.

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How to request approval of access grants for a project in HD4DP2 with the role of Local Study Lead, Local Study Associate or Local Study Support (for an author group "Author Group") using the EAM interface?

End-to-end process:

Navigating to the HD EAM Portal and Access Manager profile

Go here to learn how to login via the Federal Authentication Service (FAS) with eID or itsme.

Provisioning a new EAM account and adding grants for HD4DP2

Go here to learn how to add an account and add a provision and grants to it via het EAM menu.

Requesting EAM account approval

Next step is to request approval of the newly added account with grants, thus enabling the Authenticated User to access the specified project(s) in a given application (HD4DP2, Healthstat.be ...). Therefore, click on the Request approval button.

The status immediately changes to Approval.

The Access Manager will be notified of your request via e-mail. You will have to wait now for the Access Manager to take action. This can take multiple hours. Upon confirmation the Account state will change to Approved.

Next step: Access Manager's approval of the access grants as described here.

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How to approve access grants for a project in HD4DP2 with the role of Local Study Lead, Local Study Associate or Local Study Support (for an author group "Author Group" using the EAM interface? (own orgs)

Video available here

End-to-end process:

Navigating to the HD EAM Portal and Access Manager profile

Go here to learn how to login via the Federal Authentication Service (FAS) with eID or itsme.

Provisioning a new EAM account and adding grants for HD4DP2

Go here to learn how to add an account and add a provision and grants to it via het EAM menu.

Requesting EAM account approval

Go here to learn how to request approval of a new account with provisioning and grants.

Approving an EAM account approval request

Click on Manage to the top left of the screen, so that EAM appears. When hovering over this, the items EAM Users and EAM Accounts become visible.

Select EAM Accounts and Approval successively.

When clicking on Approval you open the page with end-user accounts that are waiting to be approved:

There are two ways to approve these account requests:

By checking the selection box of the relevant account request and selecting the Approve action. Click on the Apply to selected item button to perform the action.

By clicking on the Edit button in the Operations column for the relevant account ...

... and subsequently on the Approve button in the Account: Manage grants screen.

The Account state changes to Approved.

After this, a fulfilment process will start to run in the background, finally resulting in an account state change to Published.

Performing a push action

If this change does not take place within a reasonable amount of time - usually between 15 minutes and up to three hours - the account could be updated by means of a "push".

Therefore, return to the accounts overview screen.

First, check the Approved account that needs to be pushed (1). Then, open the Action drop-down menu and select the Update account (push) option (2). Finally, validate this action by clicking on the Apply to selected items button (3).

In case the push action does not trigger the expected result, you need to contact our Support service.

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How to disable an EAM account for a project in HD4DP2 using the EAM interface? (own orgs)

End-to-end process:

Navigating to the HD EAM Portal and Access Manager profile

Go here to learn how to login via the Federal Authentication Service (FAS) with eID or itsme.

Disabling an EAM account

Click on Manage to the top left of the screen, so that EAM appears. When hovering over this menu item, the subitems EAM Users and EAM Accounts become visible. Select EAM Accounts.

An overview with the accounts of the Authenticated Users appears.

Scroll down the list and tick the selection box of the account(s) you want to disable. Go to the bottom of the page and click on the Action toggle button to select Disable account.

To complete the action, you need to click on the Execute action button.

This action triggers an e-mail to the Authenticated User to inform about the account being disabled: the user can't log in anymore with the credentials at hand.

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How to restore an EAM account for a project in HD4DP2 using the EAM interface?

End-to-end process:

Navigating to the HD EAM Portal and Access Manager profile

Go here to learn how to login via the Federal Authentication Service (FAS) with eID or itsme.

Restoring an EAM account

Click on Manage to the top left of the screen, so that EAM appears. When hovering over this menu item, the subitems EAM Users and EAM Accounts become visible. Select EAM Accounts.

An overview with the accounts of the Authenticated Users appears. Click on the Edit button of the disabled account you want to restore.

The Manage grants page for the selected account opens up. To undo the state Disabled, you need to click on the Create New Draft button.

The account state is restored to Draft, so that the Access Manager has again all action options at hand:

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How to reset a password of an EAM account for a project in HD4DP2 using the EAM interface?

Video available here

End-to-end process:

Navigating to the HD EAM Portal and Access Manager profile

Go here to learn how to login via the Federal Authentication Service (FAS) with eID or itsme.

Resetting the password of an EAM account

Click on Manage to the top left of the screen, so that EAM appears. When hovering over this menu item, the subitems EAM Users and EAM Accounts become visible. Select EAM Accounts.

An overview with the accounts of the Authenticated Users appears.

Scroll down the list and tick the selection box of the account(s) for which you want to reset the password. Go to the bottom of the page and click on the Action toggle button to select Reset password.

To complete the action, you need to click on the Execute action button.

This action triggers an e-mail to the end user containing the new credentials.

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How to change access grants for a project in HD4DP2 to the role of Local Study Lead, Local Study Associate or Local Study Support (for an author group "Author Group") using the EAM interface?

End-to-end process:

Navigating to the HD EAM Portal and Access Manager profile

Go here to learn how to login via the Federal Authentication Service (FAS) with eID or itsme.

Changing access grants

Click on Manage to the top left of the screen, so that EAM appears. When hovering over this menu item, the items EAM Users and EAM Accounts become visible. Select EAM Accounts.

The EAM Accounts overview screen appears. Select an account for a project in an application for which the role, author group (HD4DP2) or data/level (healthstat.be) need to be changed.

When you have set up a new account, it will have the draft state, which allows for adding and editing grants.

However, in the following four scenarios you need to make sure that the account state is set to Draft first before you can start to edit the grants (project, role).

When the account has the state Published, you carry out the following procedure:

Go to the EAM: Accounts overview and click on the Edit button next to Published.

In the Manage grants screen you select the Create New Draft button.

The account state will be set to Draft.

When the account has the state Disabled, you carry out the following procedure:

Go to the EAM: Accounts overview and click on the Edit button next to Published.

In the Manage grants screen you select the Create New Draft button.

The account state will be set to Draft.

When the account is in the state Approved, you carry out the following procedure:

Go to the EAM: Accounts overview and click on the Edit button next to Disabled.

In the Manage grants screen you select the Disable button.

Subsequently, click on the Create New Draft button.

The account state will be set to Draft.

When the account is in the state Approval, you carry out the following procedure:

Go to the EAM: Accounts overview, select the Approval tab and click on the Edit button next to Approval.

In the Manage grants screen you select the Disable button.

Subsequently, click on the Create New Draft button.

The account state will be set to Draft.

When the account state is finally set to Draft, click on the Edit button for the project and role you want to change.

Change the set role to the desired one. Below an example for the application HD4DP2.

When changing role to Local Study Support (HD4DP2), you additionally need to select an Author group.

Confirm with the Save button. When returning to the Account: Manage grants page you will notice that the grant is added to your account, which is still in the Draft state.

You have now changed the access grants for a project in HD4DP2 with the role of Local Study Lead, Local Study Associate or Local Study Support (for an author group).

Next step: Request for approval of the access grants change as described here.

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How to request access grants change approval for a project in HD4DP2 to the role of Local Study Lead, Local Study Associate or Local Study Support (for an author group "Author Group") using the EAM interface?

End-to-end process:

Navigating to the HD EAM Portal and Access Manager profile

Go here to learn how to login via the Federal Authentication Service (FAS) with eID or itsme.

Changing access grants

Go here to learn how to change roles for a project in an application.

Requesting for approval of access grants

To request for approval of the access grants change for a project in an application, you need to click on the Request approval button.

The account state is changed into Approval.

The updated state is also visible in the accounts overview.

Next step: The Access Manager approves the access grants change approval request as described here.

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How to approve access grants change for a project in HD4DP2 to the role of Local Study Lead, Local Study Associate or Local Study Support (for an author group "Author Group" using the EAM interface?

Video available here

End-to-end process:

Navigating to the HD EAM Portal and Access Manager profile

Go here to learn how to login via the Federal Authentication Service (FAS) with eID or itsme.

Changing access grants

Go here to learn how to change roles for a project in an application.

Requesting for approval of access grants change

Go here to learn how to request for approval of the access grants change in an application.

Approving the change of access grants

To approve the changed access grants, the Access Manager needs to click on the relevant Edit button again in order to return to the Account: Manage grants page.

Now, select the Approve button.

The account state immediately changes to Approved, which will again be visible in the EAM accounts overview.

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How to remove access grants from an EAM account using the EAM interface?

End-to-end process:

Navigating to the HD EAM Portal and Access Manager profile

Go here to learn how to login via the Federal Authentication Service (FAS) with eID or itsme.

Removing grants

Click on Manage to the top left of the screen, so that EAM appears. When hovering over this menu item, the items EAM Users and EAM Accounts become visible. Select EAM Accounts.

The EAM Accounts overview screen appears. You want to select an account for which you want to remove the grants (HD4DP2 project and role).

When you have set up a new account, it will have the draft state, which allows for adding and editing grants.

However, in the following four scenarios you need to make sure that the account state is set to Draft first before you can start to edit Project/Role (Grant).

When the account has the state Published, you carry out the following procedure:

Go to the EAM: Accounts overview and click on the Edit button next to Published.

In the Manage grants screen you select the Create New Draft button.

The account state will be set to Draft.

When the account has the state Disabled, you carry out the following procedure:

Go to the EAM: Accounts overview and click on the Edit button next to Published.

In the Manage grants screen you select the Create New Draft button.

The account state will be set to Draft.

When the account is in the state Approved, you carry out the following procedure:

Go to the EAM: Accounts overview and click on the Edit button next to Disabled.

In the Manage grants screen you select the Disable button.

Subsequently, click on the Create New Draft button.

The account state will be set to Draft.

When the account is in the state Approval, you carry out the following procedure:

Go to the EAM: Accounts overview, select the Approval tab and click on the Edit button next to Approval.

In the Manage grants screen you select the Disable button.

Subsequently, click on the Create New Draft button.

The account state will be set to Draft.

When the account state is finally set to Draft, click on the toggle of the Edit button for the grant (HD4DP2 project and role) you want to remove.

Click on the Remove option to remove the relevant grant from the EAM account.

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How to change the author group for the role Local Study Support using the EAM interface?

End-to-end process:

Navigating to the HD EAM Portal and Access Manager profile

Go here to learn how to login via the Federal Authentication Service (FAS) with eID or itsme.

Changing the author group

Click on Manage to the top left of the screen, so that EAM appears. When hovering over this menu item, the subitems EAM Users and EAM Accounts become visible. Select EAM Accounts.

An overview of the different EAM user accounts appears. You want to select an account for a project in HD4DP2 with role Local Study Support for which the author group needs to be changed.

First, make sure that the account state is Draft or Published. Editing grants such as changing an author group is not possible when the selected account is in the state Approval or Approved. Go here to learn how to set your account back to the Draft state.

When the account state is finally set to Draft, click on the Edit button for a project in HD4DP2 for which you want to change the author group. You will be directed to the managing grants screen. Select the Edit button for the project and role you want to change.

The Edit Grant window opens. Select another author group from the drop-down list.

The Author group change is confirmed and shown on the Account: Manage grants page.

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How to view all accounts of all users within the own organization(s) for HD4DP2 using the EAM interface?

End-to-end process:

Navigating to the HD EAM Portal and Access Manager profile

Go here to learn how to login via the Federal Authentication Service (FAS) with eID or itsme.

Viewing all accounts of all users for the different applications

Click on Manage to the top left of the screen, so that EAM appears. When hovering over this menu item, the subitems EAM Users and EAM Accounts become visible. Select EAM Accounts.

The page shown gives an overview of all accounts of all users within the organization(s) for the different applications, including the grants.

Filtering accounts on HD4DP2

Use "CTRL+F" and enter "HD4DP2" in order to find the accounts for the application HD4DP2.

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How to view the accounts for own projects in HD4DP2 using the EAM interface?

End-to-end process:

Navigating to the HD EAM Portal and Access Manager profile

Go here to learn how to login via the Federal Authentication Service (FAS) with eID or itsme.

Viewing own accounts for the different applications

Go to the Linked accounts section on your My profile page to view the own accounts for the different applications.

Filtering accounts on HD4DP2

Use "CTRL+F" and enter "HD4DP2" in order to find the accounts for the application HD4DP2.

Return to Table of contents

This documentation is being updated regularly. We try to provide as correct, complete and clear as possible information on these pages. Nevertheless, if you see anything in the documentation that is not correct, does not match your experience or requires further clarification, please create a request (type : request for information) via our portal (https://sciensano.service-now.com/sp) or send us an e-mail via support.healthdata@sciensano.be to report this documentation issue. Please, do not forget to mention the URL or web address of the page with the documentation issue. We will then adjust the documentation as soon as possible. Thank you!