biomÉrieux user management...note: no security rules are imposed for password creation as the...

User Manual

BIOMÉRIEUX USER MANAGEMENT

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W a r n i n g

The content of this manual is based on the Software release V1.2.0.

This manual is periodically updated. The updates shall be included in the new releases of the Software.

Information supplied in this manual may be subject to modifications before the products described become available.

This manual may contain information or references relating to certain bioMérieux S.A. products, software or services which are not available in the country of release; this shall not mean that bioMérieux S.A. intends to market such products, software or services in such country

To request copies of publications or for any technical request, contact bioMérieux S.A. or your local distributor.

IMPORTANT ! Use of the instrument and manual implies acceptance of the clauses below and the clauses set out in the regulatory booklet. Users are invited to refer to these clauses.

T r a d e m a r k s

BIOMERIEUX, the BIOMERIEUX logo and MYLA are used, pending, and/or registered trademarks belonging to bioMérieux, or one of its subsidiaries, or one of its companies.

Any other name or trademark is the property of its respective owner.

© 2011-2016 bioMérieux S.A. Photos : bioMérieux / Printed in France / bioMérieux S.A. RCS Lyon 673 620 399

4501-1577 B en

Revis ions

The list of revisions below summarizes replacements or additional pages in your User Manual.

Version Date of printing Modifications Page(s) modified

A 2011-01 Creation All

B 2013-03

Selection of preferred language by the user Password security policy Viewing groups to which an external user belongs.

Pages 3-3, 3-6, 3-9, 3-10, 3-12, 3-13, 3-14, 3-15 Pages 2-2, 3-1, 3-2, 3-14, 4-1 -18

C 2016-07

Update of the bioMérieux address on the cover page.

Removal of the SOFTWARE LICENSE AGREEMENT section. Replacement of the login and password by "provided by bioMérieux". Replacement of the generic user name by "(with administrator rights)".

Page 2-1 Page 2-1

bioMérieux User Management User Manual I-1

Table o f Contents

1 Description .............................................................................................................................................................. 1-1

Introduction ............................................................................................................................................................... 1-1 Operating Principle ................................................................................................................................................... 1-1

Prerequisites ......................................................................................................................................................... 1-1 User Profiles.......................................................................................................................................................... 1-1 Main Features ....................................................................................................................................................... 1-2

Password Policy ....................................................................................................................................................... 1-2

2 Advanced Use ......................................................................................................................................................... 2-1

Accessing the Application ......................................................................................................................................... 2-1 Starting the Application ......................................................................................................................................... 2-1 Quitting the Application ......................................................................................................................................... 2-2 Configuring the Application ................................................................................................................................... 2-2

Application Interface ................................................................................................................................................. 2-3 Managing User Accounts and User Groups ............................................................................................................. 2-4

Viewing User Accounts and User Groups ............................................................................................................. 2-4 Creating a User Account ....................................................................................................................................... 2-6 Modifying a User Account ................................................................................................................................... 2-10 Disabling a User Account .................................................................................................................................... 2-13 Re-enabling a User Account ............................................................................................................................... 2-14 Unlocking a User Account ................................................................................................................................... 2-15 Deleting a User Account ..................................................................................................................................... 2-16 Managing External Users .................................................................................................................................... 2-17

3 Routine Use ............................................................................................................................................................. 3-1

Accessing the Application ......................................................................................................................................... 3-1 Changing a Password ............................................................................................................................................... 3-1

4 Troubleshooting ...................................................................................................................................................... 4-1

5 Glossary ................................................................................................................................................................... 5-1

Acronyms .................................................................................................................................................................. 5-1 Glossary ................................................................................................................................................................... 5-1

bioMérieux User Management User Manual 1-1

1 Descr ip t ion

I n t r o d u c t i o n

bioMérieux User Management is a Web application for the computer management of people using the bioMérieux software programs.

With user management, all the data concerning a user is stored on a computer system and grouped together in a computer account (or user account). In particular, these data include:

− a username and password which allow the user to identify himself to the company’s computer network;

− the group(s) to which the user belongs and which determine his rights and permissions for the bioMérieux software program(s) concerned.

bioMérieux User Management is intended for use by:

− people responsible for managing the computer accounts of bioMérieux software users;

− users of bioMérieux software who want to change their password.

O p e r a t i n g P r i n c i p l e

Prerequisi tes

Use of bioMérieux User Management requires:

− connection to the company network,

− a web browser: Microsoft Internet Explorer version 7.0 and later or Mozilla Firefox version 3.6 and later.

User Prof i les

With bioMérieux User Management there are two user profiles:

− administrator, for managing computer accounts (see "Advanced use" on page 2-1),

− user, for modifying passwords only (see "Routine use" on page 3-1).

Description Password Policy

1-2 bioMérieux User Management User Manual

Main Features

The main features of bioMérieux User Management are:

− user account management (up to 1,000 users),

− user group management (up to 100 groups),

− use of the company directory,

− backup of all the operations performed using the application.

P a s s w o r d P o l i c y

bioMérieux User Management applies a password policy which determines the rules for use of passwords with the bioMérieux software. The policy includes three security levels:

− High security, in compliance with 21 CFR11, defined by the following rules:

− A password is valid for six months. The user receives a warning 14 days before his password expires.

− The password must be at least height characters long and include at least one uppercase letter and a digit (ex.: PasswØrd).

− The user’s last three passwords are saved for one year and cannot be reused during this period of time.

− If the user enters an incorrect password three times, the session will not open.

− The user has to change his password at his first connection and after his account has been unlocked.

− Medium security, in compliance with 21 CFR11, defined by the following rules:

− A password is valid for six months. The user receives a warning 14 days before his password expires.

− The password must be at least height characters long (ex.: password).

− The user’s last three passwords are saved for one year and cannot be reused during this period of time.

− If the user enters an incorrect password 10 times, the session will not open.

− The user has to change his password at his first connection and after his account has been unlocked.

− Low security, no rules imposed.

This password policy cannot be modified.

The high level security policy is configured by default.


2 Ad vanced Use

A c c e s s i n g t h e A p p l i c a t i o n

Star t ing the Appl icat ion

1. Start the application from the web browser or refer to the User Manual for the bioMérieux application used.

The connection screen is displayed. The default language is English.

Figure 2-1: "Connection screen"

Note: Server address (Host: localhost) and port number (Port: 15389) cannot be modified.

2. Select the interface language.

3. Enter the username provided by bioMérieux *

4. Enter the password provided by bioMérieux.

IMPORTANT ! The password must be conform to the chosen password security level (see “Password policy” on page 1-2) and must be change at the first connection

5. Click Login.

The main screen is displayed (see "Application interface" on page 2-3).

* The generic user (with administrator rights) provided by bioMérieux should only be used for first connection to the application.

For subsequent connections, the user must have a user account (with administrator rights) belonging to the following user group:

USER_MANAGEMENT – UMAdministrator

For this, please refer to "Creating a user account" on page 2-6.

Advanced Use Accessing the Application


Quit t ing the Appl icat ion

To quit the application correctly,

1. Click Quit. Note: Use the navigation bar in the top right corner of the screen.

Figure 2-2: "Navigation bar"

The application closes.

Note: After 30 minutes of inactivity, the application automatically disconnects from the server. The user must re-enter his username and password to restart the application.

Configuring the Appl icat ion

IMPORTANT ! The application must be configured by the company network administrator in collaboration with a technical representative from bioMérieux.

1. In the navigation bar, click .

The configuration screen is displayed.

Figure 2-3: "Configuration screen"

2. In the toolbar, click .

3. Enter the prefix of the Distinguished name attribute of the users in the LDAP (Lightweight Directory Access Protocol).

4. Enter the suffix of the Distinguished name attribute of the users in the LDAP (Lightweight Directory Access Protocol).

5. Select the company’s currently applicable password security level.

Note: When the security level is changed, the passwords currently used are not modified. The new security policy is applied the next time the password is modified.

6. In the toolbar, click to save.

External users can now be assigned to user groups.

Advanced Use Application Interface


A p p l i c a t i o n I n t e r f a c e

When the application has been started, the Users screen is displayed. It is composed of several parts:

Current user.

Navigation bar.

Tabs for accessing the Users and Groups screens.

User list (or user groups on the Groups screen).

Tool bar (a tool is available when its button is raised).

Work space.

Figure 2-4: "Main administrator screen – User Details screen"

IMPORTANT ! In the user list, "Fse bioMérieux" and "Laboratory Administrator" are generic users provided by bioMérieux to solve administration issues. It is strongly recommended not to modify them.

Advanced Use Managing User Accounts and User Groups


M a n a g i n g U s e r A c c o u n t s a n d U s e r G r o u p s

Viewing User Accounts and User Groups

The following information is displayed in the Users tab when a user account is selected from the user list:

− user identification data (first name, last name, login name, etc.),

− the group(s) to which the user belongs,

− the status of the account (enabled, locked, password expired, etc.).

Figure 2-5: "Viewing user accounts"



The following information is displayed in the Groups tab when a group is selected from the group list:

− group name,

− the bioMérieux software program to which the group relates,

− group description,

− group members.

Figure 2-6: "Viewing user groups"

Note: In bioMérieux User Management, administrator rights are assigned by the USER_MANAGEMENT – UMAdministrator group.



Creat ing a User Account

A user account contains all the data concerning a bioMérieux software user, in particular, his login name, password and the user group to which he belongs.

Creation of a user account involves: − identifying the person authorized to use the software concerned,

− assigning rights and permissions to that user.

Defining User Identi f icat ion Data

The Users tab is used to define the user identification data.

1. In the toolbar, click to create a user account.

The list of data to enter is displayed on the screen. The red fields are mandatory ones.

2. In the First name field, enter the user’s first name.

3. In the Last Name field, enter the user’s last name.

4. In the Login name field, enter the user’s login name.

Note: The Login name is used to log in to each bioMérieux application (for example, for the MYLA® application using the “User Name” field).

Figure 2-7: "Creating a user account"



IMPORTANT ! The following characters must not be used for the login name.

- Backslash (\) - Semi-colon ( ;) - Comma (,) - Plus (+)

5. In the E-mail field (optional), enter the user’s e-mail address.

6. In the Telephone field (optional), enter the user’s telephone number.

Note: The e-mail address and telephone number may be used by the bioMérieux software programs to send alerts via e-mail or SMS. For more information, please refer to the user manual for the bioMérieux software program concerned.

7. In the Preferred language field, select the desired language.

8. In the Password field, enter the user’s password.

Note: No security rules are imposed for password creation as the password is considered to be temporary and will have to be modified by the user when he connects to the bioMérieux software for the first time.

9. In the Confirm password field, enter the password again.


Figure 2-8: "Confirming creation of a user account"

The new account appears in the user list and a confirmation message is displayed to the left of the tool bar.



Assigning User Rights

IMPORTANT ! User rights must be assigned to a user to give him access to the bioMérieux software.

Access rights are assigned by clicking on the Groups tab and selecting a user group to which the user will belong.

Note: User group names cannot be modified.

1. In the Group List, select the appropriate group.

Note: Please refer to the user manual for the bioMérieux software program concerned to know which user group to select.

2. In Add user, select the new user account created.

3. Click to assign the user to the chosen group.

The user account is added to the list of group members.


Figure 2-9: "Assigning access rights"

A new user appears in the user list and a confirmation message is displayed to the left of the tool bar.



Several users can be selected at the same time.

For contiguous users:

Method 1 Method 2

• Click the first user.

• Hold down the key.

• Click the last user.

• Click the first user.

• Hold down the mouse button and drag to the last user.

For non-contiguous users:

• Hold down the Ctrl key.

• Click each user to be selected.



Modifying a User Account

Modifying User Ident i f icat ion Data

The following data can be modified: first name, last name, e-mail address and telephone number, preferred language and associated user group.

Note: A user login name cannot be modified.

1. In the User List, select the user account to modify.


3. Modify the required identification field(s).

4. If necessary, assign the user to a new group by selecting a group and clicking

. or If necessary, delete the user from a group by selecting the group to which he belongs

and clicking .

Figure 2-10: "Modifying a user account "




Figure 2-11: "Confirmation of user account update"

The modifications are saved and a confirmation message is displayed to the left of the tool bar.



Modifying User Access Rights

To remove a user from a group:

1. In the Groups tab, select the desired group from the group list.

2. In the User List, select the user to be removed from the group.

3. Click .


Figure 2-12: "Modifying access rights"

The user account is removed from the group and a confirmation message is displayed to the left of the tool bar.

Figure 2-13: "Confirmation of user group update"



Disabl ing a User Account

It is possible to suspend a person’s access to the bioMérieux software without deleting their user account.

1. In the Users tab and User List, select the user account to be disabled.


3. Select the User account is disabled check box to disable the user account.


Figure 2-14: "Disabling a user account"

The user account is no longer enabled and a confirmation message is displayed to the left of the tool bar.




Re-enabl ing a User Account

To re-enable a user account:

1. In the Users tab and User List, select the user account to be re-enabled.


3. Deselect the User account is disabled check box to re-enable the user account.


Figure 2-16: "Re-enabling a user account"

The user account is re-enabled and a confirmation message is displayed to the left of the tool bar.




Unlocking a User Account

It is possible to change the password of a user who, for the following reasons, is unable to open a session on the bioMérieux software:

− the user has exceeded the number of permissible failed login attempts defined in the security policy,

− the user’s password has expired.

1. In the User List, select the user account.


3. In the Password field, enter the new password.

4. In the Confirm password field, enter the password again.

Figure 2-18: "Unlocking a user account"

IMPORTANT ! Password security rules must be adhered to when changing passwords (see Password policy on page 1-2).


Figure 2-19: "Confirmation of user password change"

The user account is unlocked and a confirmation message is displayed to the left of the tool bar.

The user will have to change this new password the next time he connects to the bioMérieux software if a high or medium password security level is applied.



Delet ing a User Account

IMPORTANT ! For regulatory reasons, it may be preferable to disable a user account, rather than to delete it, so that the user login name cannot be reused by another person.

1. In the Users tab and User List, select the user account to be deleted.

2. Click to delete the user account. A confirmation dialog box is displayed.

Figure 2-20: "Deleting a user account"

3. Click OK to confirm.

Figure 2-21: "Confirmation of user account deletion"

The user account is deleted from the user list and a confirmation message is displayed to the left of the tool bar.



Managing Externa l Users

An external user is someone who has a company network access account.

When an external user is added, his identification data (i.e. username (SamAccountName-type) and password) can be reused to connect to the bioMérieux application.

An external user can access the bioMérieux software using the same login name and password as the ones he uses to connect to the company network.

Because he is managed in a special way, an external user does not figure in the user list and it is not possible to:

− modify his first name and last name,

− disable, unlock or delete his account.

It is only possible to assign him to a user group, delete him from it and view the groups to which he belongs.

External user management implies:

− configuration of the application according to the company directory,

− addition of external users to user groups.

Defining an External User Login Name

IMPORTANT! The login name is the external user’s name (it corresponds to the external user’s "Distinguished name" attribute), it is not the login used for the bioMérieux applications. For an external user, this login corresponds to the "SamAccountName" attribute associated with the "Distinguished name" attribute previously entered.

In the configuration page: • Define the prefix and suffix for the external user’s Distinguished name attribute.

Figure 2-22: "Defining the external user login name"

In the company LDAP, • Select the external user’s Distinguished name attribute. • Record the part of the Distinguished name attribute that is between the prefix and the

suffix. This is the external user’s login name which has to be entered when the external user is assigned to a group.



Adding an External User

1. Click on the Groups tab.

2. In the Group List, select the group to which the user should belong. Note: Please refer to the user manual for the bioMérieux software program concerned to know

which user group to select.

3. In Add external user, enter the user login name as defined in the directory (see Defining an external user login name on page 2-17).

4. Click to assign the user to the chosen group.

The user is added to the list of group members.

Figure 2-23: "Adding an external user"




Figure 2-24: "Confirmation of user group update"

The external user is saved as a group member and a confirmation message is displayed to the left of the tool bar.

IMPORTANT ! If any changes are made to the company directory, external users will have to be redefined.

Viewing Groups to Which an External User Belongs

It is possible to view the groups to which an external user belongs.

• In Users > User List > External Users, enter the user login name as defined in the directory (see Defining an external user login name on page 2-17).

• Click .

Figure 2-25: "Viewing groups to which an external user belongs"

The groups and their associated applications are displayed in the list of groups of which the external user is a member.


3 Rout ine Use

A c c e s s i n g t h e A p p l i c a t i o n

1. Start a bioMérieux application that requires authentication (ex. MYLA®).

The main screen is displayed. The default language is English.

2. Activate the password change function (ex. “Change your password" button on the MYLA application homepage). If necessary, refer to the User Manual of the bioMérieux application used.

C h a n g i n g a P a s s w o r d

IMPORTANT ! Password security rules must be adhered to when changing passwords (see Password policy on page 1-2).

Figure 3-1: "Change password screen"

1. Select the interface language.

2. Enter the username.

3. Enter the current password.

4. Enter the new password.

5. Enter the new password again.

6. Click Change password.

7. Click OK to close the confirmation dialog box.


4 Troubleshoot ing

The following table deals with possible error messages and provides their recovery procedure.

Error Message Description Recovery Procedure

An unexpected error has occurred. Please contact your administrator.

An error occurred on the server. • Restart the application.

• If the problem persists, contact your local customer service or your local bioMérieux representative.

Unable to login. The username and/or password entered by the administrator were not recognized.

• Enter the username and password again.

• If the message is displayed again, login as "Laboratory Administrator" and create an account with administrator rights.


Input mistake : one or more field not correctly filled.

The username and/or password were not entered.

• Enter the username and password.

User is not authorized to use this application.

The user account was created, but it was not assigned to the required user group.

• Contact the person responsible for managing user accounts in the application (see the section "Assigning user rights").

Unknown user. The username and/or password entered by the user are unknown.


• If the problem persists, contact the person responsible for managing user accounts in the application.

Unable to change password. The username and/or password entered by the user are unknown.


• If the problem persists, contact the person responsible for managing user accounts in the application.

Unable to create user. There is a problem with the user identification data.

• Check the mandatory data fields repeat the operation.


This user already exists. The username entered has already been used for another user.

• Enter a different username.

Unable to delete user. The user has already been deleted.

• Restart the application to refresh the data displayed.


Detailed information not found for this user.

The user has been deleted. • Restart the application to refresh the data displayed.


Troubleshooting


Error Message Description Recovery Procedure

Unable to save user. The user has been deleted. • Restart the application to refresh the data displayed.


Unable to retrieve the list of users. There is a communication problem with the server.

• Contact your local customer service or your local bioMérieux representative.

Unable to save settings. The write permissions required to perform this operation were not assigned at the time of installation.


Detailed information not found for this user group.

There is a communication problem with the server.


Unable to save user group. The user group has been deleted. • Restart the application to refresh the data displayed.


Your session has expired, please login again.

After 30 minutes of inactivity, the application automatically disconnects from the server.

• Restart the application.

User account is disabled. Please contact your administrator.

The user account has been created but is not enabled.

• Contact the person responsible for managing user accounts in the application (see the section "Disabling a user account").

User account is locked. Please contact your administrator.

If an incorrect password is entered 3 times, the user account will automatically lock.

• Contact the person responsible for managing user accounts in the application (see the section "Unlocking a user account").

User password has expired. Please contact your administrator.

A password is valid for 6 months. • Contact the person responsible for managing user accounts in the application (see the section "Unlocking a user account").

Password and its confirmation are different!

The same password must be entered in the two fields.

• Repeat the operation.

The password has been rejected by the server because it does not comply with the password policy. Valid passwords should be at least 8 characters long, include at least one uppercase letter and at least one digit.

The password entered does not respect the security rules imposed by the application.

• Enter a password that includes at least: − height characters; − one capital letter; − one digit.

The password has been rejected by the server because it does not comply with the password policy. A password already used may not be reusable for a length of time

The last 3 passwords are saved for one year and cannot be reused during this period of time

• Enter a new password.


5 Glossary

A c r o n y m s

LDAP Lightweight Directory Access Protocol

An application protocol for reading and editing directories which supports TCP/IP.

SMS Short Message Service

A service allowing the exchange of short text messages between mobile phone devices.

TCP/IP Transmission Control Protocol / Internet Protocol

A set of protocols for managing the flow of information on the Web.

G l o s s a r y

Directory A storage system for storing data relating to the numerical identity of computer network users.

Web application A computer software application that is hosted in a browser.

Computer account (or user account)

A set of data that uniquely defines the numerical identity of a user (username, password, etc.) and the computer resources available to him through the user groups.

User group A set of user accounts with the same access rights and permissions.

Password policy A set of rules designed to enhance computer security.

bioMérieux SA 376, Chemin de l’Orme 69280 Marcy-l'Etoile – France Tel. 33 (0)4 78 87 20 00 Fax 33 (0)4 78 87 20 90 www.biomerieux.com

biomÉrieux user management...note: no security rules are imposed for password creation as the...

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