Auditing Roles in GAINS

This training is for individuals that hold the User Access Administrator Role in GAINS. This training will teach you how to audit roles for your organization and delete roles for any individuals no longer associated with the organization. It is CDE guidance that User Access Administrators should audit roles in GAINS at least annually and remove roles from users upon separation.

Starting on the GAINS Homepage:

1. Using the left-hand navigation select Administer, then User Access
2. Search for existing users by:
   1. Last Name
   2. Email Address
   3. Role
   4. Organization Name Match Type
   5. Organization Name
   6. Organization Number
3. If you know a user is no longer with the organization and only need to search for that user, searching by last name or email is the most effective way to find them.
4. If you are searching for users associated with your organization, searching by organization name or number is the more effective way to find them.
5. If you are searching for users with specific roles associated with your organization, searching by organization name/number along with the role is the most effective way to find them.
6. If any users are no longer part of your organization and you need to remove their assigned roles, click on the trashcan icon within the ‘Delete All Roles’ column
   1. Review the listed roles in the table on the Delate All Roles page to ensure you want to delete all the associated roles. If all are to be deleted, select ‘Delete All’
7. If a user associated with your organization need some, but not all, roles deleted, click the book icon within the ‘Administer Roles’ column
   1. Review the listed roles within the table on the Administer Roles page
   2. To delete a singular role, click on the trashcan icon within the “Delete” column
      1. Review the information to ensure it is the correct role to delete, then select “Delete”
8. If any or all roles were deleted but you want the user to have the roles again or a new role, please follow the assign roles instructions on the Assigning Roles in GAINS webpage

Please Note: Users and email addresses cannot be removed from GAINS due to the audit trail features. Removing roles for the users will prevent access to all applications, supplements, and fund requests associated with the organization.

Access GAINS Homepage Auditing Roles Recording Auditing Roles Instructions

Related GAINS Training and Navigation Topics

• GAINS Roles Webpage
• Assigning Roles in GAINS Webpage