| Users and roles | In order for people to log on to Coeus and perform proposal development tasks, you need to add them as Coeus users and assign proposal roles to them. Proposal role assignments do not take effect until a proposal is created, but setting up roles for department users of Coeus saves you from having to re-enter and assign roles that apply to several proposals. Roles in Coeus -- authorizations to perform specific tasks -- fall into three groups. The roles and their colors on the User Maintenance windows are described below. | Institute roles
 (red) | Institute-wide roles, usually for central administrative offices | | Proposal development roles
 (blue) | Roles to ensure that only specified users can view or change all or parts of a proposal. | Aggregator | Puts the parts of the proposal together in EPS and submits the proposal to OSP. Assigns roles for the proposal. | | Approver | Approves a proposal. | | Budget Creator | Creates the proposal budget. | | Narrative Writer | Creates the proposal narrative. | | Viewer | Views the proposal -- cannot create or change any part of the proposal. | | | Department roles
 (yellow) | Department wide administrative roles, for adding users (system administrator), creating proposals, maintaining business rules, rolodex, sponsors, etc. These roles can be set up to descend to related departments. A Proposal Creator is automatically assigned the role of aggregator for that proposal, but additional aggregators can be assigned. | |
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| Add a Coeus user | On the Departmental menu: - Select Users. The window User Maintenance for [unit number and name] appears.
Users section -- shows active Coeus users for your department
Roles assigned section -- shows existing role assignments. - Select Create New User on the Edit menu, or use the corresponding toolbar button. The User Maintenance window for an individual user appears.
- Search for an MIT user by pressing Find. The Query page of the Select Person window appears.
- Enter search criteria, such as last name, email address, or department, in the appropriate column and press Find. The Results page appears, showing the MIT person records that match your search criteria.
- Highlight the desired person and press OK. The previous window reappears, with the person's userid and full name.
- In the Status pulldown window, leave the default value as Active, for logon capability.
- If a checkbox related to creating a new database user appears, leave it unchecked, unless you know of special circumstances. In most cases, new users also become new database users.
- Press OK to return to the User Maintenance window, or assign roles for the new user on the individual User Maintenance window, as described in the next section.
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| Assign roles | You can assign roles in two ways -- either when you add a new user, on the individual User Maintenance (User Details) window or when you are assigning roles to multiple users, on the department User maintenance window. Assign roles for one user On the individual User Maintenance window, in the Roles not assigned section, highlight the role to be assigned and press Add. The role appears in the Roles assigned section. Repeat for each role assignment. Assign roles for several users - On the department User Maintenance window, in the Users section, highlight the user and press the mouse button. The hand and box drag double icon appears.
- Drag the double icon to the desired role in the Roles section, and release the mouse button when the desired role darkens. The user is added to the department roles listing.
- Repeat to assign additional roles.
Department User Maintenance window icons - Press
 to see the names of users assigned to each role. Press minus to hide the names.  indicates that a role authorization can "descend" to related departments. indicates that a role authorization cannot "descend" to related departments. |
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| Delete a user from roles | If a person leaves your department, you need to delete the person from role assignments: - In the Roles section of the User Maintenance window, identify the user name for deletion.
- Highlight the user name and drag it to the trash icon.
- Repeat for each role you are removing.
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| Save changes | Close the User Maintenance window and save your changes. |
Coeus