User Access Report

The User Access Report details changes made to users and their access in one location and an easy-to-read format. It acts as an audit trail for user access changes, including overall training status changes. Note that this report can only track changes up to a six (6) month time period.

Prerequisites

Required Permissions

Users with the CDMS User Administrator study role can perform the tasks described below in System Tools by default. If your vault uses custom Study Roles, your role must grant the following permissions:

Type Permission Label Controls
Standard Tab System Tools Tab

Ability to access the Tools > System Tools tab
Functional Permission View Users

Ability to view Users and their access

If your Study contains restricted data, you must have the Restricted Data Access permission to view it.

Learn more about Study Roles.

Tracked Events

The following events are tracked in the User Access Report:

  • Study Role Assigned: A new Study Role was assigned to the user, either vault-wide or in the study’s context
  • Study Role Removed: A new Study Role was removed from the user, either vault-wide or in the study’s context
  • Site Access Changed: Site access was added, edited, or removed
  • Country Access Changed: Country access was added, edited or removed
  • Assign Study: A user has been assigned a Study.
  • Grant Access: A user was granted access to a study Environment (the Grant Access checkbox is selected and their training status is either Trained or ignored due to the Ignore LMS Status, Assume Trained setting)
  • Training Status Changed: A user completed their assigned training in the CDMS Vault Training LMS
  • Training Status Ignored: A user administrator set this user’s Ignore LMS Status, Assume Trained field to Yes (checkbox selected).
  • Training Status Respected: A user administrator set this user’s Ignore LMS Status, Assume Trained field to No (checkbox cleared).

Generate a Report for a Single User

To generate the User Access Report for a single user:

  1. Navigate to Tools > System Tools > Users.
  2. Locate the User you want to report on in the list.
  3. Hover over the User to show the Actions menu.
  4. From the Actions menu, select User Access Report.
  5. Select a Start Date and End Date.
  6. Optional: Select Select Studies to select which Studies to include in the report. Otherwise, leave All Studies selected.
  7. If you chose Select Studies in the previous step, use the shuttle buttons to move Studies from Available Studies into Selected Studies.
  8. Click Run. Vault begins generating the report. When finished, Vault sends an email with a link to download the report as a CSV file.
  9. Click Close.

Generate a Report for All Vault Users

To generate the User Access Report for all users in the vault:

  1. Navigate to Tools > System Tools > Users.
  2. From the Actions menu, select User Access Report.
  3. Select a Start Date and End Date.
  4. Optional: Select Select Studies to select which Studies to include in the report. Otherwise, leave All Studies selected.
  5. If you chose Select Studies in the previous step, use the shuttle buttons to move Studies from Available Studies into Selected Studies.
  6. Click Run. Vault begins generating the report. When finished, Vault sends an email with a link to download the report as a CSV file.
  7. Click Close.

Reading the User Access Report

The User Access Report includes the following columns, with a row for each tracked event:

Column Description
Role The Study Role currently assigned to the User.
Datetime The date and time that the action occurred (in your user timezone).
Name The first and last name of the User.
Username The User Name of the User.
Email The Email of the User.
Company The Company of the User.
Study The Study in which the action occurred.
Action The Action that occurred (see the list above under Tracked Events).
Old Value The Old Value, or the original value, before the action occurred.
New Value The New Value after the action was completed.
Modified By The User Name of the user who initiated the action. If System is listed, Vault initiated the action automatically, for example, when a user's training status changed.