LIMS User Admin: complete Users & Access guide

Use this one-stop guide to create and maintain ordinary Clearline LIMS users, reset local passwords, and assign approved operational groups.

Open Users & Access#

Sign in to the correct Clearline LIMS tenant.
Open the toolbar setup entry.
Open LIMS Setup. Your restricted setup page shows one tile: Users & Access.
Open the tile to reach the delegated user-admin screen. The direct tenant-relative route is @@clearline-user-admin.

If the setup entry or tile is missing, open a Clearline Support ticket with the tenant name, affected account, and page URL.

Available tasks#

Task	Key details
Review user access	View user names, emails, approved groups, and effective permission-level names.
Create a local lab user	User ID: 3–64 letters, numbers, periods, dashes, or underscores; begin with a letter or number.
Maintain identity details	Set the user’s full name and email.
Set or reset a local password	Use at least 12 characters and follow any additional tenant password policy.
Maintain operational access	Assign the approved operational groups shown on the page.

Default assignable groups#

The package defaults include Analysts, LabClerks, LabManagers, Lab Managers, Clients, and Samplers. Your tenant may use a different approved list. Assign only the groups shown as available for that tenant. If no groups appear, open a Clearline Support ticket.

Create a user#

Verify the approved request, account type, and minimum operational group.
Open LIMS Setup → Users & Access.
Enter a permanent user ID. It cannot be changed later.
Enter the user’s full name and valid email address.
Enter and confirm a temporary password of at least 12 characters that also satisfies the tenant policy.
Select only the approved groups shown on the page.
Select Create user.
Confirm the success message and find the account in the Users table.
Have the user sign in through the approved channel and verify only the expected operational screens.

Edit a user#

Find the ordinary user in the Users table and select Edit.
Update full name, email, or approved groups. The user ID is read-only.
Leave the password fields blank unless a reset is approved.
Select Save user.
Verify the updated values and re-test the user’s expected access.

Reset a local password#

Confirm the account uses a local password.
Edit the ordinary user.
Enter and confirm the approved new password. Leaving both fields blank makes no password change.
Save and confirm success.
Deliver any temporary credential only through the organization’s approved secure process. Never place it in a support ticket.

Add or remove operational access#

Confirm the approved group change and its effective date.
Edit the user and select exactly the approved assignable groups.
Save and verify the group badges in the Users table.
Have the user sign in and verify both positive access and access that should now be absent.

Onboarding, transfer, and offboarding#

Onboarding: create after approval, use the minimum approved access, and verify sign-in and expected screens.
Role transfer: update approved operational groups, then verify the resulting access.
Offboarding: submit the approved account-removal request through your organization’s support process and verify completion.
Periodic review: compare the Users table and effective permission levels with the lab’s approved access roster.

Errors and what they mean#

Message or symptom	Meaning and action
User ID validation error	Use 3–64 permitted characters and begin with a letter or number.
Invalid email or missing full name	Correct the required identity field.
Password mismatch/too short	Re-enter matching values with at least 12 characters and satisfy tenant policy.
No groups available	The tenant allowlist is empty, malformed, unavailable, or all candidates are privileged. Open support.
No setup entry or 403	Open support with the tenant, account, and affected page URL.
User still cannot see expected work	Verify the user’s operational group, tenant, department or work area, and workflow state.

Support escalation#

Open a Clearline Support ticket when the Users & Access tile is missing, an approved group is absent, or the screen reports an error. Include the tenant name, affected account type, page URL, sanitized user ID or internal reference, intended outcome, exact error text, and what you already verified. Do not include passwords, credentials, regulated data, customer records, reports, or production exports.