SOP: Onboarding Users


This standard operating procedure (SOP) should be used when an implementing jurisdiction's administrator wishes to add a new user to the SanteDB implementation.

Use Procedure When

  • You are a system administrator for the jurisdictional deployment of the SanteDB infrastructure
  • There has been a request made (and approved by a supervisor) to add a new user to the SanteDB infrastructure
  • The user, or relevant supervisor has submitted the appropriate documentation for the new user.


Before Beginning

  • Establish the user has a valid reason for accessing the SanteDB system
    • The user is a clinician who requires access to SanteDB's clinical data
    • The user is an administrator or support person who requires access to the administrative solution
    • The user is a supervisor requiring access to management data, or cohort data.
  • Collect legal/compliance information for your jurisdiction, including:
    • Government issued photo identification showing the new user's name, address, and other demographics details.
    • The new user's employment details including division, employer, and citizenship.
  • Establish the correct level of access for the user
    • The user will require access to administrative functions (ADMINISTRATORS)
    • The user will require access to clinical data functions (CLINICAL_STAFF)
    • The user will require access to reports (...)
  • Collect and verify appropriate contact information for the new user
    • The user's telephone number (where they can be contacted for OTP and auditing/compliance reasons)
    • The user's e-mail address (where they can be contacted for OTP and auditing/compliance reasons)
  • Determine a unique user name for the new user, in the format familyNamefirstInitial (for example: Bob Smith becomes smithb , subsequent Bob Smiths become smithb1, smithb2, etc.)
  • Your user account has the Create Identity policy granted

Procedures / Tasks

  1. 1.
    Access the SanteDB Administrative Portal byLogging In
  2. 2.
    Access the Security Administration menu item
  3. 3.
    Click on the User List , and press Create
  4. 4.
    Input the collected information for the user on the Creating User Accounts
    1. 1.
      Input the user's new user name as determined above.
    2. 2.
      Assign the appropriate roles as determine in the pre-steps of this procedure.
    3. 3.
      Create a random password (to be shared with the user)
    4. 4.
      Input the user's profile information such as legal name, e-mail and telephone number, the user's preferred language, their assigned facility and primary employer.
  5. 5.
    Press the Save button

After Completion

  • Contact the user indicating their initial password and steps to Resetting your Password
  • Contact the user's supervisor to indicate the account creation has been successful (alternately: resolve the help desk ticket to create a new user)

Summary Information

Current Status: Example Reviewed By: SanteSuite Team

Revision History

Justin Fyfe (SanteSuite)
Initial Version

See Also