Access Manager actions using CSV Upload

Laatst bijgewerkt: 2024-03-21 12:08

How to create users using CSV Upload?
How to create accounts using CSV Upload?
How to approve an account request using CSV Upload?
How to remove an account using CSV Upload?
How to restore an account using CSV Upload?
How to change user type to Authenticated user using CSV Upload?
How to change user type to Manager using CSV Upload?
How to change user type to Administrator using CSV Upload?
How to reset the password of an account using CSV Upload?

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!

How to create Users using CSV Upload? (own orgs)

Video available here

Full tutorial 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.

Creating EAM Users via bulk upload

Click on Manage on the top left of the screen in order to reveal the EAM menu. Click on EAM Users and then Bulk upload.

On the Users Batch Creation page, select a valid .csv file on your system to upload.

If you don't have a valid file available, use the following example file:

hd_eam_users_bulk_upload_example-file Download

Use the schema file to validate the csv example file:

hd_eam_users_schema file Download

ATTENTION:

User roles and corresponding values

To complete the value for the field “role”, 2 different variables are possible:

access_manager
default

Additional tips:

If the user already exists, the line will be skipped.
Avoid using Excel as this can lead to unwanted formatting.
First_name and Last_name need to be capitalized.
Make sure that you have placed the quotation marks correctly. If the values have no comma, you can also leave out quotes.

Abbreviations used in csv bulk upload files

ssin: Social Security Identification Number - Numéro d’identification de la sécurité sociale (NISS) - IdentificatieNummer Sociale Zekerheid (INSZ)
org_nihdi: National Institute for Health and Disability Insurance number of your organization (RIZIV/INAMI number)
nihdi: your personal National Institute for Health and Disability Insurance number (RIZIV/INAMI number)
app: application such as HD4DP, Healthstat
project_code: code of the healthdata.be Business Project, e.g. HDBP0001 for Belgian Cystic Fibrosis Registry (BCFR)

Now, run the batch creation by clicking on the corresponding button.

Return to the EAM users overview page to verify the bulk uploaded user list.

Attention:

Sometimes users that are uploaded in bulk are being skipped. Investigation of the relevant error message reveals that "the user already exists". The Access Manager can now choose to add these existing users manually.

Click here for the description of this process.

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How to create EAM accounts in batch using CSV Upload?

Full tutorial 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.

Creating EAM accounts via bulk upload

Click on Manage on the top left of the screen in order to reveal the EAM menu. Click on EAM Accounts and then Bulk upload.

On the Accounts Batch Creation page, select a valid .csv file on your system to upload.

If you don't have a valid file available, use the following example file:

hd_eam_accounts_bulk_upload_example file Download

Use the schema file to validate the csv:

hd_eam_accounts_schema file Download

ATTENTION:

User roles and corresponding values

To complete the value for the “role” field for HD4DP2, 3 different variables are possible:

"1" = Local Study Lead
"2" = Local Study Associate
"3" = Local Study Support

Make sure to use "hd4dp2" as value for the "app" field, since roles "1", "2", and "3" are typical roles for the HD4DP2 data collection application.

To complete the value for the “role” field for Healthstat.be, 4 different variables are possible:

DATA_PROVIDER_HOSPITAL = Data Provider/Hospital
DATA_PROVIDER_INDIVIDUAL = Data Provider/Individual
SPONSOR_SPONSOR = Sponsor/Sponsor
SPONSOR_INDIVIDUAL = Sponsor/Individual

Make sure to use "healthstat" as value for the "app" field, since roles "Data Provider" and "Sponsor" combined with data levels "Hospital" and "Individual" are typical for the Healthstat.be data reporting and visualization application.

Additional csv bulk upload tips

When the "role" field has value "1" or "2", the "authorgroup" field should be left empty. Pay attention to this when changing "role" field from value "3" to "1" or "2".
When adding a user to role "3", the author group needs to be defined and needs to exist, or the line will be skipped. To guarantee a successful bulk upload of an extensive csv file, you want to place the accounts with role 3 at the end of the list to be uploaded. The accounts with role "1" and "2" are imported first, and thus prefilling the author group list with First_name and Last_name prior to importing the accounts with role "3".

First_name and Last_name need to be capitalized.
When adding more than one project code, use pipes to separate the codes.
If the user does not exist, the line will be skipped.
Avoid using Excel as this can lead to unwanted formatting of the csv file.
Make sure that you have placed the quotes correctly. If the values have no comma, you can also leave out quotes.

Abbreviations used in csv bulk upload files

ssin: Social Security Identification Number - Numéro d’identification de la sécurité sociale (NISS) - IdentificatieNummer Sociale Zekerheid (INSZ)
org_nihdi: National Institute for Health and Disability Insurance number of your organization (RIZIV/INAMI number)
nihdi: your personal National Institute for Health and Disability Insurance number (RIZIV/INAMI number)
app: application such as HD4DP, Healthstat
project_code: code of the healthdata.be Business Project, e.g. HDBP0001 for Belgian Cystic Fibrosis Registry (BCFR)

Next, make a selection in the Approval State menu shown below.

Create as awaiting approval: With this option the accounts will receive the status Approval and will be set ready for the Access Manager to be Approved. Go to next step for approval of the access grants.
Create as pre-approved: With this option the accounts will receive the status Approved and will be uploaded directly without further input from the Access Manager (e.g. confidence in content quality is very high)

Finally, run the batch creation by clicking on the corresponding button.

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How to approve an EAM account request using CSV Upload?

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.

Creating EAM accounts in batch awaiting approval using csv (HD4DP2)

Learn here how to create accounts in batch, that have the status of waiting for approval.

Approving an EAM account approval request

Click on Manage on the top left of the screen in order to reveal the EAM menu.

Select EAM Accounts followed by Approval.

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

There are two ways to approve these account approval requests:

Check the selection box of the relevant approval request and select the Approve action in the drop-down menu. Then, click on the Apply to selected item button to perform the action.

Click 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, 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 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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