19.3 Manage users

19.3.1 Create a user

  1. Open the Users app and click User .

  2. Click Add new .

  3. Select whether you want to fill in all the personal user information, or invite the user by email to complete the rest of the user information:

    • Create account with user details

Choose this option if you would like to enter all the details of the new user such as name, password, etc.

Enter the following information: user name, password, surname, first name, email, OpenID account (if any) and mobile phone number (if any).

After you’ve created the user, the account is ready for the user to use with the user name and password that you provide.

</listitem> Email invitation to create account

Choose this option if you want to send an invitation by email to the user. Then she/he must return to DHIS2 and finish setting up their user account. The account that the user finishes setting up will be limited according to how you configure the account.

Note

You may not select this option to create an account with “critical” system authorities such as All, Scheduling Administration, Perform maintenance tasks, Merge organisation units, Eliminate duplicate data elements, SQL View Management, Change system settings, and List, Add or Delete user roles.

In order to use this feature “Enable email message notifications” in SystemSettings -> Messaging should be checked.

Enter the email address to which the invitation should be sent. If you want to, you may also enter the user name that the account will have. If you leave the user name empty, then the user may choose their own user name when they respond to the invitation (as long as it is not taken already for another user.)

After you’ve created the user, the system sends two emails to the address you provided. One contains a unique web link by which the user can return to the system and activate their account by entering the rest of their user information. The other email contains a unique code that they must enter into the system in order to complete the registration, after following the link in the first email. The user must finish setting up the account within three months, after that the invitation becomes invalid.

</listitem> </itemizedlist> </listitem> Select an Interface language . You can select a language into which fixed elements of the DHIS2 user interface have been translated. Select a Database language . You can select a language into which implementation-supplied items have been translated in the database, for example data element names or organisation unit level names. In the Available roles section, double-click the user roles you want to assign to the user. Select Data capture and maintenance organisation units .

The data capture and maintenance organisation units control for which organisation units the user can do data entry. You must assign at least one data capture and maintenance organisation unit to each user.

Users will have access to all sub-organisation units of the assigned organisation units. For example, if you’ve assigned a user to a district which has several facilities contained in the district, the user would have access to the district’s data, as well as all of the facilities contained within the district.

</listitem> (Optional) Select Data output and analysis organisation units . The data output and analysis organisation units controls for which organisation units the user can view aggregated data in the analytics apps, for example the Pivot Table and GIS apps. You can assign any number of data output and analysis organisation units to a user. Users will have access to all sub-organisation units of the assigned organisation units. You shouldn’t select the descendants of an organisation unit which you have already selected. For example, if you’ve assigned the user to a district, you shouldn’t select the facilities within that district. Assigning data output and analysis organisation units organisation units is optional. If you don’t specify any organisation unit, the user will have access to the full organisation unit hierarchy for viewing aggregated data. As with the data capture organisation units, you should not select descendant organisation units of a unit which you have already selected . In several places in the analytics apps, you can select “user organisation unit” for the organisation unit dimension. This mechanism will first attempt to use the data view organisation units linked to the current user. If not found, it will use the data capture and maintenance organisation units. If the user has been assigned to multiple organisation units, the use of “user organisation unit” may result in unpredictable behavior. Click Show more options .

</listitem> (Optional) In the Available user groups section, double-click the user groups you want to assign to the user. (Optional) In the Available dimension restrictions for data analytics section, double-click the dimensions you want to assign to the user. You can restrict the values the user sees in data analytics apps by selecting dimensions that will restrict the user’s view. Let’s say you have defined Implementing Partner as a category option group set, and you have shared with this user only one or more specific implementing partners (category option groups). If you want to make sure that the user does not see totals in analytics that include values from other groups, assign Implementing Partner to the user. This insures that any data visible to the user through the analytics apps will be filtered to select only the Implementing Partner category option group(s) which are visible to the user. Click Add . </orderedlist>

19.3.2 Edit user objects

  1. Open the Users app and find the type of user object you want to edit.

  2. In the object list, click the relevant object and select Edit .

  3. Modify the options you want.

  4. Click Save .

19.3.3 Disable users

You can disable a user. This means that the user’s account is not deleted, but the user can’t log in or use DHIS2.

  1. Open the Users app and click User .

  2. In the list, click the relevant user and select Disable .

  3. Click OK to confirm.

19.3.4 Display a user’s profile

  1. Open the Users app and click User .

  2. In the list, click the relevant user and select Profile .

19.3.5 View users by organisation unit

You can view all users that have been assigned to a particular organisation unit.

  1. Open the Users app and click User by organisation unit .

  2. In the left-hand organisation unit tree, click an organisation unit.

    A list of users which have been assigned to this organisation unit is displayed.

19.3.6 Assign search organisation units to users

  1. Open the Users app and click User .

  2. In the object list, click the relevant user and select Assign search org units .

  3. Click the organisation units you want the user to be able to search in.

  4. Click Save .

19.3.7 Delete current user

You can delete the user that is currently logged into the system.

  1. Open the Users app and click Delete current user .

  2. Enter your password and click Delete .

19.3.8 Clone users

  1. Open the Users app and click User .

  2. In the object list, click the relevant user and select Replicate .

  3. Enter a new user name and password for the cloned user account.

  4. Click Replicate .

  5. In the object list, click the user you just created and click Edit .

  6. Modify the options you want.

  7. Click Save .

19.3.9 Change user password

The following rules apply when you create a new password:

  • Password must contain at least one special character, that is any character other then alphabets and digit numbers.

  • Password must contain at least one upper case character.

  • Password must contain at least one digit number.

  • Password can not contain user’s user name or email address.

  • Password can not contain generic words for example system , admin , user , login , manager etc.

  • Password can not be one of the previous 24 passwords the user has used.

    This doesn’t apply in case a super user resets the password for another user.

  • Password must contain more than minimum number of characters.

    Note

    You can configure the minimum number of characters: Open the System Settings app and click Access > Minimum characters in password .

  • Password can not contain more than 40 characters

To change a user’s password:

  1. Open the Users app and click User .

  2. In the object list, click the relevant user and select Edit .

  3. Enter a new password and retype it.

  4. Click Save .

19.3.10 Delete user objects

  1. Open the Users app and find the type of user object you want to delete.

  2. In the object list, click the relevant object and select Remove .

  3. Click OK to confirm.

19.3.11 Display details of user objects

  1. Open the Users app and find the type of user object you want to view.

  2. In the object list, click the relevant object and select Show details .