On initial setup of Docman you may wish to synchronise the user list with the clinical system you use, if an integration has been configured. If you need to create new users, here’s how you do it!
Create a user profile
New user profiles are created within the settings area of the system. This is accessible from the notification bar at the top of the screen. If you can’t access settings you might not have the correct role assigned so speak to your System Administrator to help you with this.
From within settings, choose the user sub-menu which will show a list of users that are already configured within Docman. The action to create a new user is available at the bottom of the list.
First, you need to confirm some essential information about the new user.
In Docman, mandatory fields are marked with an asterisk (*). Additional validation prompts may also be shown for mandatory fields.
In addition to the mandatory items shown above, each user must have at least one role allocated to them.
Contact details, professional codes and details about a user’s contractual relationship can all be added to their user profile in Docman.
It’s a really great idea to add an email address for the user to their profile. This means if they need to reset their password, they can do it without help from a system administrator!
Edit a user profile
Edit is one of the quick options available from the actions on the user list. You can also choose to use the selected user to copy and create a new user profile (you’ll need to make sure the username is unique if you do this!). Or you could select the user name from the list to launch the user’s profile to edit.
Once you’ve update the user profile, you can use the update action at the bottom of the screen to confirm your changes and return to the list.
Make a user inactive
If a user has left the practice or is on leave and you’d like to remove them from the selection lists in Docman, you can choose to make them inactive. There are two ways you can do this:
- Use the quick action from the user list
- Launch the user profile by selecting the name from the list and change the user status within the profile
In both scenarios, a reason is required.
PLEASE NOTE: It is your responsibility to ensure ex-users are made inactive within Docman 10 as soon as they leave the practice.