Login Configuration

This function allows you to add and remove users in Applied Epic. This workflow varies depending on whether your organization has configured identity management.

If you access Applied Epic through a web browser and use a third-party identity provider (IDP), you can use On Demand > Applied Identity Summary to download a CSV file with the login information for all users, including their Applied Identity (email address).

1. From Home, do one of the following:
    

   • Click Configure on the navigation panel.
   • Click the down arrow next to Home on the menubar and select Configure.

   • Click Areas > Configure on the menubar.

From any other area of the program, do one of the following:

1. • Click the down arrow to the right of the Home options bar button and select Configure.
   • Click Home > Configure on the menubar. The Configure screen displays.

2. Click Security > Logins on the navigation panel.

1. • Add a Login
     1. Do one of the following:
        • Click the Add button to the left of the user list.
        • Click New > User on the options bar.
        • Click File, New > Login on the menubar.
        • With focus on the list, press [Insert].

     2. Enter the Usercode for the login.

     Add a Login without identity management

     1. Enter the user's name in the Full Name field. For more information on capitalization settings that may be applied to proper names automatically, see Auto Capitalization.
     2. Select the Active checkbox if the user is active.
     3. Select the Force password change checkbox if the user must change their assigned password the first time they log in.
     4. Enter the user’s Email address. The system uses this email address to send the user a code when they perform the Reset Password workflow.

     5. Enter a Password for the user.

     6. In the Confirm password field, reenter the Password. Both password entries must match.

     Add a Login with identity management

     All Epic logins are associated with an Identity Provider. You must create identical user sign-on credentials in your Identity Provider before you can add a Login in Applied Epic.

     1. Select the Active checkbox if the user is active. All logins include Locked  functionality. If the system detects a succession of multiple failed login attempts, the account is temporarily locked for added security.
     2. Enter the user's First name and Last name.
     3. Enter the user's Applied Identity. This is the same email address as their Identity Provider credentials. Optionally, click Search to locate their identity.

     3. Select a User Type radio button:

     • User: Use this option for all logins that are not Enterprise Admins. Define users' access to specific system areas on an individual basis in User Configuration.

     • Enterprise Admin: Use caution when selecting this option, as logins of this type have full access to all system areas and functions, including any hidden areas defined in Visibility Configuration.

     • Applied Support: This option is only selectable when you create a new login, not when you edit existing logins. Select it only if directed to do so by Applied Customer Support. This type allows one or more Support personnel to access your system to research, troubleshoot, or resolve an issue. Only authorized Applied Systems personnel have access to the password required to log in as a user of this type. After Applied personnel have completed any necessary system access, delete any Security Logins with this user type.

     Note: Applied Customer Support personnel can also access your system if necessary using the APPLIEDSUPPORT user.

      

     To configure Applied Support Settings with identity management, see Applied Support Settings.

     4. If you selected User as the type in the previous step, select the databases the user can access:
     • Add a Database
       1. Click the Add button to the left of the Database Access list to open the Select Database window.
       2. Select the checkbox for each database the user can access.
       3. Click Finish or press [Enter] to save any changes

       Click Cancel to discard changes and close the Select Database window.

     • Remove a Database
       1. In the Database Access list, click the database for which you want to remove the user's access.
       2. Do one of the following:
       • Click the Delete button .
       • Press [Delete] on your keyboard.
       3. You are prompted to confirm the deletion:
       • Click Yes to remove the user's access to the database.
       • Click No to retain the user's access to the database.

     5. Click Finish or press [Enter] to create the user.
        
        Click Add to add this user and create another one.
        
        Click Cancel or press [Esc] to discard the changes.
   • Edit a Login

     Applied does not recommend revising the usercode for an existing login, as these changes can have serious repercussions throughout the system, including the following:

     • Reports scheduled with the user’s previous Usercode will not distribute. You must cancel any scheduled reports for the user and recreate them with the user’s new Usercode. See Jobs for information on cancelling scheduled reports and Edit a Report for information on scheduling reports.
     • The Attached by placeholder on existing attachments will display the previous Usercode instead of the user’s full name, resulting in inconsistencies when you run a report that uses the Attached by criterion.
     • The Entered by and Closed by placeholders on existing activities will display the previous Usercode, resulting in inconsistencies when you run a report that uses the Entered by criterion.

     • The Last Updated by and Entered by placeholders on screens throughout the system (including Account Detail, Line Detail, and Transaction Detail) will display the previous Usercode.

     • The user can no longer log into Applied Analytics. For more information, refer to the Unable to Log into Analytics After Epic Usercode / Login was Updated Knowledge article.

     For more information about revising usercodes, refer to the How to Change the Name and Lookup Code for an Account in Epic Knowledge article.

     1. Click the name of the user and then do one of the following:
     • Click the Edit button to the left of the user list.
     • Click File > Open on the menubar.
     • Double click the user name.
     • Press [Enter].
     2. Optionally update the Usercode and/or Full Name for the login.

     Edit a Login without identity management

     1. Select/deselect the Active checkbox if applicable.
     2. Select the Force password change checkbox if you want the user to change their assigned password on the first log in.
     3. Enter or revise the user’s Email address. The system uses this email address to send the user a code when they perform the Reset Password workflow. For information on updating this field in bulk for all logins, refer to the Run the User Email Update Utility section below.

     Edit a Login with identity management

     1. Select the Active checkbox if the user is active. All logins include Locked functionality. If the system detects a succession of multiple failed login attempts, the account is temporarily locked for added security.
     2. Change the user's First name and Last name if necessary.
     3. Enter the user's Applied Identity, only if their email address has changed. This must be the same email address as their Identity Provider credentials. Optionally, click Search to locate their identity.

     Select any other applicable user options in the Account Security section. These options vary based on the configured IdP.

     3. Select a User Type radio button:
     • User: Use this option for all logins that are not Enterprise Admins. Define users' access to specific system areas on an individual basis in User Configuration.
     • Enerprise Admin: Use caution when selecting this option, as logins of this type have full access to all system areas and function, including any areas defined in Visibility Configuration.
       
       Note: The Applied Support type, which allows Applied Customer Support to access your system, is only selectable when you create a new login, not when you edit an existing login.
     4. If you selected User as the type in the previous step, select the databases the user can access:
     • Add a Database
       1. Click the Add button to the left of the Database Access list to open the Select Database window.
       2. Select the checkbox for each database the user can access.
       3. Click Finish or press [Enter] to save any changes

       Click Cancel to discard changes and close the Select Database window.

     • Remove a Database
       1. In the Database Access list, click the database for which you want to remove the user's access.
       2. Do one of the following:
       • Click the Delete button .
       • Press [Delete] on your keyboard.
       3. You are prompted to confirm the deletion:
       • Click Yes to remove the user's access to the database.
       • Click No to retain the user's access to the database.
     5. When you have made the desired changes, click Finish or press [Enter] to save them.
        
        Click Cancel or press [Esc] to discard your changes.
   • Delete a Login
     1. Click the name of the user whose login you want to delete and then do one of the following:
        • Click the Delete button to the left of the user list.
        • Click File > Delete on the menubar.
        • Press [Delete] on your keyboard.
     2. You are prompted, "Do you wish to delete this record?" Click Yes.
   • Print a List of Logins
     1. To print a list of logins, do one of the following:
     • Click the Print button to the left of the list.
     • Click Print > Listview on the options bar.
     • Click File > Print > Listview on the menubar.
     2. The Print window displays. Print this list as you would any other document.
   • Run the On Demand User Login Report

     This report enables you to view a list of login attempts, the time and date of the attempts, and whether they were successful or unsuccessful. If you require more advanced criteria filtering options than are available in the On Demand report, run the User Login report from the Reports/Marketing area instead.

     1. On the options bar or the menubar, click On Demand > User Login Report.
     2. The User Login Report screen displays. Select All dates or enter a Range of dates for which to run the report.
     3. Determine the types of login attempts you want to display on the report: Invalid only, Valid only, or Both.
     4. In the Logins frame, select the All radio button to view results for all logins. To view results for a selected login or logins, click the Selected radio button and do the following:
        1. Click the Add button to the left of the list.
        2. The Add Logins window displays. To filter the Available Logins listed, enter the desired criteria in the Search where bar and click Find. To include inactive logins, click the Include Inactive link label.
        3. Select the appropriate login(s). To continue adding logins, click Add. When you are finished selecting logins, click Finish.
     5. Click Preview. The Print Preview screen displays.
     6. Click Page Setup to specify the print options or to change the printer to which the document should be sent.
     7. Change the Zoom percentage to change the size of the document on the screen for easier viewing.
     8. Click the Single Page View , Double Page View , and Multiple Page View buttons to specify the number of pages to display on the screen.
     9. Use the First Page, Next Page, Previous Page, and Last Page buttons to scroll through the pages on the screen, or enter the desired page number in the field provided and press [Enter].
     10. Click the Print button to open the Print window. Print this as you would any other document or click Close to exit the screen without printing the document.
   • Run the Applied Identity Summary Report

     This summary of your organization's user logins is only available if you access Applied Epic from a web browser and use a third-party identity provider (IDP) such as Okta or Azure. Unlike other reports, the Applied Identity Summary report automatically downloads a CSV file to your browser's default Downloads location. This file includes the following information for each login:

     • Usercode
     • First name
     • Last name
     • Applied Identity (email address)
     • Active/inactive status
     • User type

     The report includes all user logins including those without email addresses. However, it excludes Applied Support and SDK logins.

     To generate the report, click On Demand > Applied Identity Summary on the options bar or menubar.

   • Run the User Email Update Utility

     If you access Applied Epic from a web browser, the Run User Email Update Utility action populates each login’s Email field with the Email 1 address from the employee record associated to the login’s user, so you do not need to enter each login’s email address manually.

     This action is not available if you use the Applied Epic desktop client or if your organization has Active Directory Authentication enabled (that is, if you are not prompted for a username and password when signing into Epic).

     To run the utility, click Actions > Run User Email Update Utility on the options bar or menubar. Please note that the utility overwrites any manually entered Email addresses.