MACRO User Access Request Workflow

Background

Any request on MACRO user accounts at ICR-CTSU IT Helpdesk call is registered as a “MACRO User Access” request type. An ICR-CTSU IT Helpdesk member will be assigned to the call, process the request, update the helpdesk log and file the paperwork. The requester and the trial team will receive a notification email with details of the call including the resolution when the call is resolved and the status is set to ‘closed’.

Grant Access

To request access for an external user, the trial team log a helpdesk call. To request access for an internal user, the line manager or trial team log a call in ICR-CTSU IT Helpdesk.

If permission is requested for an external user who only requires access to the MACRO system, the MACRO User Agreement and Request form is required. The trial team should log a helpdesk call and bring the form to the IT bay. The person processing the helpdesk call should check the following:

The correct version of the form has been submitted

The first page of the form is complete and has been signed by the external user

The trial team member has completed the ICR-CTSU authorisation section of the form.

Trial Database, site and user role are clearly specified and legible

If the requester does not exist in the MACRO System Administration module, create the user account:

The username should be created using the default format First Initial + Surname.

The person creating the account should select their name as the ‘User’s Administrator’.

To grant access for the internal users, select ‘All Sites’ and ‘Data Entry’ as default unless the sites and roles are specified in the helpdesk call. To grant the access for the external users, select the database, Study, Site and Role as specified in the MACRO User Agreement and Request form.

The site code is given in the spreadsheet. The Helpdesk then is able to verify details given in TRAQS and ensure with the team that there are no discrepancies.

Complete Section 3 the ICR-CTSU IT Access Assigned Confirmation of the ‘MACRO User Agreement and Request Form’, and file the form in the ‘External User Forms’ Folder in the ICR-CTSU IT bay.

Write the resolution including details of the MACRO user ID in addition to information for the MACRO user to use the ‘Forgot password’ link to generate a password for first use. Close the helpdesk call.

The trial team pass the MACRO user account details to the requestor at the site.

Revoke Access

If a MACRO user no longer works on a trial or leaves the trust their access to MACRO needs to be removed. If the leaver is an internal user, administrator log a helpdesk call as the request type is ‘departing staff’. As part of staff leaving procedure, remove all the user’s existing roles and disable the user account. If the leaver is an external user, the trial team log a helpdesk call as the request type is ‘MACRO User Account’. If the user does not have access to other databases, the user’s account can be disabled after all their roles are removed.

Locate the users’ ‘MACRO User Agreement and Request Form’ in the ‘External User Forms’ Folder, and complete the ‘ICR-CTSU IT Access Revoked Confirmation’ section on the form.

Write the resolution and close the helpdesk call.

Unlocking MACRO accounts

On occasion, a user will mistype their password, after 5 attempts this will result in the account locking and the individual will no longer be able to log on.

All requests for external accounts to be unlocked should arrive via a helpdesk request from the trial team.

If a request is made directly by the user, direct them to the ICR-CTSU trial team representative. Example email below:

Dear [User’s Name], Thank you for your email, please email your trial team contact at ICR-CTSU in the first instance for any issues relating to MACRO. Thank you

Send the email from the no-reply MACRO account.

If there is no ICR-CTSU trial team representative for the trial (e.g. REACT trial), the call must be logged and processed.

Troubleshooting

The following table can be used a troubleshooting guide if the helpdesk encounters any login issues to the MACTO database or at the time of resetting the password.