# Users, Teams and Permissions

## Users and Teams Management

Administrators or users with **User Management** privileges can manipulate teams and users. From the User Management menu, use the Teams and Users tabs to create, modify or deactivate users and teams:

<figure><img src="https://1171269993-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F6pIe8UPxEvsbrxTVXkGi%2Fuploads%2FchuArqGt1K8Wy29afOsS%2Fimage.png?alt=media&#x26;token=f0760693-f7cb-4ce9-9091-ce52c1857f47" alt=""><figcaption></figcaption></figure>

## Adding Users

Selecting the Users tab, then "Add User" opens the user creation page.

* The user email address is also its login ID
* Administrators can toggle the "Require password reset" when creating a user for the first time, in order to force password change
* Select teams to assign to the user. Multiple teams can be chosen

<figure><img src="https://1171269993-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F6pIe8UPxEvsbrxTVXkGi%2Fuploads%2FgkA1R3s3grdcWNXYDD7o%2Fimage.png?alt=media&#x26;token=c846f0ca-37fa-4c95-b7e4-a579de452dac" alt=""><figcaption></figcaption></figure>

### Overriding User ID

By default a user's ID is the user email address. This can be overridden in cases where these need to be different (for example with test accounts). Use the **Custom User ID** toggle to override the user ID.

Resetting Passwords

Supervisors can quickly reset a user password to a random password using the **🔑action** from the user summary view:

<figure><img src="https://1171269993-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F6pIe8UPxEvsbrxTVXkGi%2Fuploads%2Fm6uuGn2RRxjoWOMwWLK8%2Fimage.png?alt=media&#x26;token=f9c95c56-e98a-42b5-83ba-d39d933a267c" alt=""><figcaption></figcaption></figure>

The system will present the administrator with the random password and login instructions that can be shared with the user.

## Team Permissions

In MLM-AI, teams are containers for permissions. Users are assigned teams who in turn gives access to the specific product functionality.

There are two ways users are granted permissions to MLM-AI functionality:

* By being added to a team configured with one or more application-level permissions
* By being added to a team who is then assigned to a monitor

Lets look at each of these in turn:

### Application-level Permissions

Users are granted role-based permissions according to the teams they are added to. These permissions can be selected from the Teams configuration page:

<figure><img src="https://1171269993-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F6pIe8UPxEvsbrxTVXkGi%2Fuploads%2FOHYFXIJqNEiIJV6y0zhX%2Fimage.png?alt=media&#x26;token=02b79d8c-cb47-4480-8caa-348d008a1aa4" alt=""><figcaption></figcaption></figure>

The following permissions can be configured to a team:

| Permission/Role                             | Permissions granted                                                                                                                                       |
| ------------------------------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------- |
| System Administrator                        | Full access to all of MLM-AI functionality.                                                                                                               |
| User and team management                    | Create and modify teams and users.                                                                                                                        |
| Monitor management                          | Create and modify [Monitors](https://docs.biologit.com/configuration/monitor-configuration).                                                              |
| Reviews Supervisor (ALL monitors)           | Can manipulate any reviews for any monitors: change status, submit, upload, add screening decisions.                                                      |
| Review upload (ANY assigned monitor)        | Can create [upload reviews](https://docs.biologit.com/application/upload-data) for any assigned monitor.                                                  |
| Reports Management                          | Submit and schedule reports.                                                                                                                              |
| Review submit ad-hoc (ANY assigned monitor) | Can submit [on demand](https://docs.biologit.com/application/reviews#submitting-reviews-on-demand) reviews for any assigned monitor.                      |
| Data export (ANY assigned monitor)          | Can [export ](https://docs.biologit.com/application/reviews#downloading-reviews)contents of reviews (Excel, etc) for external processing.                 |
| Work assignment                             | Ability to assign/unassign abstracts when the [Work Assignment](https://docs.biologit.com/application/review-details/work-assignment) feature is enabled. |

{% hint style="info" %}
Making a team inactive will disable any permissions granted by this team.
{% endhint %}

### Read-only Permissions

Users who need to be restricted from doing changes in the platform (independently from application-level permissions) can be configured as read-only users by enabling this user flag on creation/edition.

The following restrictions will be applied to read-only users:

| **Configuration**                          |                                       |
| ------------------------------------------ | ------------------------------------- |
| Create or update monitors                  | `forbidden`                           |
| Export monitors                            | `allowed` (if core permissions allow) |
| Create or update teams and users           | `forbidden`                           |
| Export teams and users                     | `allowed` (if core permissions allow) |
| Create or update system settings           | `forbidden`                           |
| Export system settings                     | `allowed` (if core permissions allow) |
| Change my password                         | `allowed`                             |
| **Reports/Exports**                        |                                       |
| Run Reports                                | `allowed` (if core permissions allow) |
| Export reviews                             | `allowed` (if core permissions allow) |
| **Reviews**                                |                                       |
| Navigate to review results and assessments | `allowed` (if core permissions allow) |
| Submit or upload reviews                   | `forbidden`                           |
| Save decisions                             | `forbidden`                           |
| Transfer articles                          | `forbidden`                           |
| Add attachments                            | `forbidden`                           |
| Request translations                       | `forbidden`                           |
| Article search                             | `allowed`                             |
| Email articles                             | `forbidden`                           |
| Access Dashboards                          | `allowed`                             |
| AI actions                                 | `forbidden`                           |
| **Assignment**                             |                                       |
| Assign citations                           | `forbidden`                           |
| Be assigned citations                      | `forbidden`                           |

### Assign Teams to a Monitor

When a team is assigned to a Monitor, users in that team are granted access to review results from this Monitor, in order to complete screening activities.

This step is done in the Monitor screen, during [Monitor configuration](https://docs.biologit.com/configuration/monitor-configuration)

<figure><img src="https://1171269993-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F6pIe8UPxEvsbrxTVXkGi%2Fuploads%2FmTjX2jINbluCJxot1Z16%2Fimage.png?alt=media&#x26;token=9d2372ac-93aa-407c-93c5-1ebb55f51b5b" alt=""><figcaption></figcaption></figure>

Members of a team assigned to "Abstract Review" can:

* Access to search and inspect contents of the review results
* Save screening decisions when no decision yet exists (initial assessment), or update their own decision
* Users in this role can not update screening decisions from another user (*except* when Work Assignment is enabled - see below)

Members of a team assigned "Quality Review" role can:

* Access to search and inspect contents of the review results
* Save screening decisions to any article, whether or not they have been updated previously by another user

#### Work Assignment Mode

When the [Work Assignment](https://docs.biologit.com/application/review-details/work-assignment) feature is enabled, the permissions of a user may be *extended* so that the user can complete a review:

* Ordinarily, a user in a team given the "Abstract Review" role is unable to update another user's decision.
* However, if the user is *directly assigned* the abstract, the user is granted permission to update that article. This permission is only valid for as long the user is assigned the article.&#x20;

## Password Resets

Users have the ability to reset their passwords at any time, however in case of credentials lossor reactivation, Administrators can quickly reset a user password from the "key" action icon:

<figure><img src="https://1171269993-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F6pIe8UPxEvsbrxTVXkGi%2Fuploads%2FedBZi0mhhFW9Wf2K3la4%2Fimage.png?alt=media&#x26;token=151c2ed8-cc70-43fb-873a-38e0a9fdefbd" alt=""><figcaption></figcaption></figure>

Doing do will auto-generate a random password and details that can be shared with the user by copy/pasting into an email:

<figure><img src="https://1171269993-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F6pIe8UPxEvsbrxTVXkGi%2Fuploads%2FpfeyKYBMTHMe3ateCl9S%2Fimage.png?alt=media&#x26;token=a7272e90-d2de-4094-a908-020dc702d5e6" alt=""><figcaption></figcaption></figure>