Authenticated User E2E Actions

Authenticated User E2E Actions

Click here to learn more about the concept of "Authenticated User".

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 support ticket via our portal (https://healthdatabe.atlassian.net/servicedesk/customer/portals) 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!
Bart.Servaes Tue, 11/19/2024 - 11:11

Authenticated user actions using the EAM interface

Authenticated user actions using the EAM interface

Table of contents

Logging in to the EAM system as an anonymous user

An anonymous user is a user yet to be identified in our records, who wishes to login to the EAM system, being the first step in order to become an Authenticated User.

This action describes how to access the HD EAM portal page via the Federal Authentication Service (FAS) and how to have your basic data such as name and niss number validated automatically.

Initial step:

Navigating to the HD EAM Portal page

To log into our Entity Access Management system, you need to navigate to the https://eam.healthdata.be URL.

Logging in with itsme, eID

To log into the HD EAM Portal you need to click on the Login button on the top left of your screen.

Then select the Log in with eID button.

You will be redirected to the government's Federal Authentication Service (FAS), where you can log in with multiple digital keys with eID or digital identity.

When selecting the itsme option, you will need to enter your cell phone number.

Follow the instructions on your mobile device via the itsme application.

Once the itsme login procedure has been completed, confirm by clicking the green profile validation button ("Profiel bevestigen" or "Confirmer le profil") to log in into the HD EAM system (see image below).

NLFR

You are now directed to the EAM portal page which displays the data you have shared by eID, itsme or another digital key.

Return to Table of contents

Return to the User Matrix (recommended)

Creating an EAM User manually

Preceding steps

Completing the user profile and becoming an Authenticated User

The main My Profile screen that opens up after selecting the confirmation button shows the Personal information you have already shared with the EAM system via the Federal Authentication Service (FAS), i.e. your first name, last name and NISS code. And, if available, a NIHDI number.

Below your personal information the Linked accounts window displays an overview of the accounts linked to your profile. You can sort this overview by Account, Email and State. Selection of an account in this window directs you to the management of grants for these accounts, to an overview of accesses to projects and several advanced actions.

Attention:

Upon your first login the Linked accounts section will be of course empty.

With the release of EAM 3.1 the Organisations item has been added to the Personal information section, indicating the organization(s) the user is affiliated with. In this way, users can be traced back and managed by the Access Manager more easily.

To continue, click on your name and e-mail address on the top left of the screen to toggle a toolbar containing the tabs View profile, Edit profile, My Accounts and Log out.

The View profile tab directs you to the My profile screen.

To complete your profile, select the Edit profile tab and then the underlying tabs User settings and Personal information. Required fields are indicated with a red asterisk.

Select the User settings tab.

ATTENTION: When logging in for the first time, the User settings tab will feature a primary e-mail address field with a pre-filled default e-mail address, e.g.:

Replace this address with your professional e-mail address. This e-mail address is used to send necessary notifications to you. We recommend you to avoid the use of public e-mail addresses (such as @gmail.com, @hotmail.com, @yahoo.com etc.) for security purposes.

Confirm with the Save button.

The Personal information tab contains pre-populated information such as first name, last name and SSIN in greyed out fields. This information can't be changed. Next to this, you can provide a NIHDI number, or more than one, if applicable.

Confirm with the Save button. You have now completed the fields in both User settings and Personal information tabs, which makes you known to the EAM system as an Authenticated User.

Return to Table of contents

Return to the User Matrix (recommended)

Adding an own EAM account

Full tutorial available here

Preceding steps

Adding and provisioning an EAM account

Return to the My Profile page and select the My Accounts tab.

On the My Accounts page your personal information is displayed in the blue User details section, followed by a list of accounts you have created.

To add a new account, click on the Add new Account button at the bottom of the page.

Complete the fields in the Add a new account window with the email address for your organization and select a combination of an organization (availabe in a drop-down list with an auto-completion function as shown below) and an application (HD4DP2, Healthstat ...). This is called provisioning of an account.

Tip: If possible, avoid the use of a public e-mail address such as @gmail.com, @hotmail.com, @yahoo.com etc.

Click on the Save button.

You will be automatically redirected to the My Accounts page that has now been updated with your newly created account added at the bottom of the list. The account has received the status "Draft".

Requesting approval of an account without grants

At this stage you can already request approval of this provisioned account. Therefore, select the Edit button in the Actions column.

Click on the Request approval button.

When you return to the My Accounts page, you will notice that the Account State has changed to Approval (in orange).

The Access Manager will be notified of your request via e-mail. The Access Manager will then need to take appropriate action. This can take multiple hours. Upon confirmation the Account State will change to Approved.

ATTENTION:

An account without grants, even approved, does not give any access to registries in a given HD application. The advantage of having such an account approved, is that you, as a user, will be visible in the Access Manager's display of users within the organization.

If you want to add grants at this stage, go here (HD4DP v2) or here (healthstat.be) for the relevant instructions.

Return to Table of contents

Return to the User Matrix (recommended)

Deleting an EAM account in Draft state

Preceding steps

Deleting an account

If desired, you can delete an account in Draft state. For this, you need to return to the My Accounts page. Search for the relevant account and click on the arrow of the Edit button first and then select the Delete option.

ATTENTION: Once an account approval request has been granted and features the status Approval, the Delete option is not available anymore.

Selecting the Edit button opens the account page for managing grants. If no grants are shown, no grants are to be managed. Added grants can only be viewed.

Once in Approval State, an Authenticated User can't delete the account anymore. You need then to contact your Access Manager for further action, e.g. to disable the account.

Return to Table of contents

Return to the User Matrix (recommended)

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 support ticket via our portal (https://healthdatabe.atlassian.net/servicedesk/customer/portals) 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!
Bart.Servaes Thu, 12/12/2024 - 10:09

Authenticated user actions for a project in HD4DP2

Authenticated user actions for a project in HD4DP2

Table of contents

Adding access grants with the role of Local Study Lead, Local Study Associate or Local Study Support (for an author group "Author Group")

Preceding steps

Adding access grants

In the My Accounts page you search for the EAM account that you just have created.

Click on "0 grants" in the Grants column or select the relevant Edit button. In the latter case, select Add Grant.

Then add new grants to an account by clicking on the Add new Grant button at the bottom of the next screen.

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

If you select the role of Local Study Support, an additional Author group drop-down list will be displayed. Select the desired Author group and click on the Save button.

Upon returning to the My Accounts page, you will see that the accounts list has been updated with the selected grant:

This concludes the process to create an account for a project in HD4DP v2.0 with its corresponding role .

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

Return to Table of contents

Return to the User Matrix (recommended)

Requesting approval of access grants with the role of Local Study Lead, Local Study Associate or Local Study Support (for an author group "Author Group")

Preceding steps

Requesting approval

To request access to a project with a specific role, your account in Draft state needs to be approved by the Access Manager.

Click on either the "n grants" link or the Edit button on the row featuring the account for which you would like the approval by your Access Manager.

To request for approval you click on the Request approval button in the displayed Account: Manage grants screen.

The Account State is updated to Approval in the Account details section.

Return to the My Accounts page which now displays the Account State as Approval.

The Access Manager will be notified of your request via e-mail and prompted 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.

Return to Table of contents

Return to the User Matrix (recommended)

Removing an EAM account

Preceding steps

Removing an account

To remove an account which is still in Draft state you simply select Remove from the Edit toggle button. If you wish to remove an account in another state (Approval, Approved, Published etc.) you need to contact your Access Manager who will then disable it.

Return to Table of contents

Return to the User Matrix (recommended)

Changing access grants to the role of Local Study Lead, Local Study Associate or Local Study Support (for an author group "Author group")

Preceding steps

Changing roles

If you wish to change your role for one of the projects you would first need to check whether your account is still in Draft state. If this isn't the case, you need to contact your Access Manager to have your role changed.

If not, return to the Accounts: Manage grants page by selecting "n grants" in the Grants column and navigate to the list of Projects (below Account Details).

Select the Edit button of the desired project, which is then displayed with the current role in the Edit Grant window.

Change your current role using the drop-down menu. If you change your role to Local Study Support, you will also be prompted to select a corresponding Author group too. Confirm with the Save button.

This concludes the process to change access grants for a project n HD4DP v2.0 to another role.

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

Return to Table of contents

Return to the User Matrix (recommended)

Requesting approval of access grants change to the role of Local Study Lead, Local Study Associate or Local Study Support (for an author group "Author Group")

Preceding steps

Requesting approval of role change

To request approval of this role change you need to click on "n grant(s)" in the Grants column to open the Account: Manage grants screen. (See Adding access grants for the starting point of this step.)

Click on the Request approval button.

The Account state is updated in the Account Details section.

Return to the My Accounts page which now displays the Account State as 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.

Return to Table of contents

Return to the User Matrix (recommended)

Changing an author group of an EAM account

Preceding steps

Changing the author group

If you wish to change the author group for your role as Local Study Support you need to check first whether your account is still in Draft state. If this is not the case, you need to contact your Access Manager to have the author group changed.

If not, return to the Accounts: Manage grants page by selecting "n grants" in the Grants column and navigate to the list of Projects (below Account Details).

Select the Edit button of the relevant HD4DP2 project.

The Edit grant window shows the relevant Project with your role as Local Study Support and the current Author group.

Select the Author group field and change to another author group from the drop-down menu.

Click on the Save button.

This completes the process of changing an Author group linked to a specific EAM account.

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

Return to Table of contents

Return to the User Matrix (recommended)

Viewing own accounts

Preceding steps

Viewing own accounts for the different applications

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

Filtering accounts for HD4DP2

Click on the My Accounts tab. Then, press "CTRL+F" and search "HD4DP2" in order to find the accounts for the application HD4DP2 (highlighted).

Return to Table of contents

Return to the User Matrix (recommended)

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 support ticket via our portal (https://healthdatabe.atlassian.net/servicedesk/customer/portals) 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!
Bart.Servaes Tue, 11/19/2024 - 14:28

Authenticated user actions for a project in Healthstat.be

Authenticated user actions for a project in Healthstat.be

Table of contents

Adding access grants with the role of Data provider/Hospital, Data Provider/Individual, Sponsor/Sponsor or Sponsor/Individual

Preceding steps

Adding access grants

At this point you can start the process of adding grants, i.e. determining roles and data level for a project in healthstat.be, adapting the EAM account status and requesting for approval by the Access Manager.

Select "0 grants" in the Grants column.

In the Account: Manage grants screen you add new grants to an account by clicking on the Add new Grant button.

In the Add a new grant pop-up window select the desired project and the role of Data Provider / Hospital, Data Provider / Individual, Sponsor or Sponsor / Individual.

When you return to the My accounts page, you will see that the accounts list has been updated with the selected grant:

This concludes the procedure to create an account with its corresponding role for a project in healthstat.be.

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

Return to Table of contents

Return to the User Matrix (recommended)

Request approval of access grants with the role of Data Provider/Hospital, Data Provider/Individual, Sponsor/Sponsor, Sponsor/Individual

Preceding steps

Requesting approval

To request approval of this account you need to click on "n grant(s)" in the Grants column to open the Account: Manage grants page. You either can add a new grant or request for approval. To do so, click on the Request approval button.

The Account State is updated to Approval in the Account Details section.

Upon returning to the My Accounts page you'll notice that the Account State has changed into Approval.

The Access Manager will be notified of your request via e-mail and prompted to take action. Upon confirmation the Account state will change to Approved.

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

Return to Table of contents

Return to the User Matrix (recommended)

Viewing own accounts

Preceding steps

Viewing own accounts for the different applications

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

Filtering accounts on Healthstat.be

Click on the My Accounts tab. Then, press "CTRL+F" and search "Healthstat" in order to see the accounts for the application Healthstat.be (highlighted).

Return to Table of contents

Return to the User Matrix (recommended)

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 support ticket via our portal (https://healthdatabe.atlassian.net/servicedesk/customer/portals) 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!
Bart.Servaes Tue, 11/19/2024 - 14:28