External users must be associated with a site to view and submit forms and reports for it. Association can be established in a variety of ways:

• An internal user, such as an agency staff member, can invite the user to join the site.

• An external user with Administrator privileges can invite the user to join the site.

• The user can request access to the site.

• An invitation letter can be generated to provide the user a verification code allowing them to join the site.

If the site doesn’t have any external users associated with it, an internal user with appropriate permissions can take the following steps to invite an external user:

• Navigate to the site.

• Click the Authorized Users option in the site menu.

• Click the Invite User to Join button. This opens the Invite User page.

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The Invite User page

• Enter the name and email address of the user to invite. Be sure to use the same email address associated with the user’s nVIRO account. If the user has not yet registered an account, they will be prompted to create one upon receiving the invitation.

• Select the role to be granted to the user. Each role provides a different level of access to the site:

  • Viewer: Can view site information but not make changes.

  • Editor: Can fill out forms and reports. May require certifier permissions to submit, depending on the form.

  • Limited Editor: Can fill out forms but cannot edit or view forms created/drafted by other users. This role is specific to certain organizations and is not available for all program areas.

  • Administrator: Can edit site information, invite other users to join the site, deactivate users, and request certifier permissions for users (see below).

• Depending on system configuration, a checkbox may appear to set the invited user’s certifier rights. Select either the Request Certifier Status or Approve Certifier Status checkbox—whichever appears—to allow the user to submit forms and reports that require certifier rights. If the Request Certifier Status checkbox is selected, the invited user’s certifier access status will be set to Pending. If the Approve Certifier Status checkbox is selected, this status will be set to Approved.

• If one or more forms have restricted access, the Restricted Form Access settings are displayed. The user will only be able to start and edit the restricted forms for which they are given rights.

• Once all user information has been configured, click the Send Invitation button. The user is sent an email containing an invitation link. When they click the link and log in to nVIRO, they will be added as an authorized user for the site and will be able to work with the site according to the role assigned.

Once an external user has been added to a site as an Administrator, they can invite other users to the site following the same process described above.

This method allows an external user to request access to a site through nSITE Explorer. For details, see the Processing Requests from External Users to Join a Site page.

Authorized agency users can generate letters to mail to individuals or companies. These letters can contain a verification code that can be redeemed by external users on the Sites tab of the User Profile page after logging in.

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The Verification Code field

A verification code is valid for a single site and can only be redeemed once per site. If a user attempts to redeem a used verification code, a message appears stating that the verification code has already been redeemed.

For security purposes, verification codes are not exposed on the user interface. A report must be run on the database to pull the verification codes into a spreadsheet or document template.

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Related Content

• Creating External User Accounts (Regulated Community)Preview

• Processing Requests from External Users to Join a SitePreview