Using the Manage User Access Application

As the Data Security Administrator (DSA) for an i‑card Programs application, you are responsible for managing the users (“Group Members”) who need access to it. This documentation provides an overview of the Manage User Access application, which DSAs use to add, delete, or renew access for Group Members.

You will need the University Identification Numbers (UINs) of your Group Member(s) to grant them access to an application.

Logging in to the Manage User Access Application

  1. Log in to i‑card Programs Applications using your NetID and password: https://icardapps.uillinois.edu/login.
    Circle-icons-caution Bookmark only the above URL—bookmarking any other pages will not work!
  2. If you have access to more than one application, select Manage User Access from your My Applications page. If you only have access to Manage User Access, its main screen will display immediately.
  3. Select your group from the table that displays.

Adding Active Group Members

Displayed on your Manage Group Members page are all active Group Members and the DSA(s) for the selected group. Grant users access to the application you manage by adding them as Group Members:

  1. Click the “Add member” button: Add Member button
  2. Enter the user’s UIN, then click the magnifying glass icon or press your Enter key. The user’s profile will display in the results.
  3. Click “Add to group” to add the user. As a Group Member, the user now has access to the application you manage for the access dates you’ve set.
    • You can customize each user’s access start date and access end date. The latest any access date can be set to is April 30 of the coming year.

Additional Actions

  • Sort active Group Members by name, access start date, or access end date by clicking the corresponding heading. The rows will cycle through sorting by ascending or descending order.
    The green header bar in the Active Group Members table
  • Filter active Group Members by name, UIN, or start or end dates of access by typing the criteria in the text box:
    Text box to filter table results

Actions Applied to Group Members

You cannot apply actions to yourself. Contact i‑card Programs’ Help Desk for assistance regarding your own account.

  • To edit a Group Member’s access dates, click their pencil and notepad Edit icon: Edit icon of a pencil and notepad in the Actions column.
  • To remove a Group Member from a group, click their red circle icon: Delete icon of a red circle with a minus sign in the Actions column.
  • To remove or renew access for multiple Group Members, select the checkboxes to the left of the Group Members’ names. To select all Group Members, select the checkbox in the header row. Complete the action by selecting the “Renew” or “Remove” button as applicable: Renew or remove user buttons and follow the on-screen prompt to confirm the bulk edit.

Expiring and Expired Users

An icon will display next to an access end date that is upcoming or lapsed, such as the following circled in red:

Screenshot showing a Group Member with a yellow Expiring icon indicating expiring access

A Group Member with an upcoming access end date.

A red “Expired” icon: A red icon showing Expired access displays next to an expired access end date. Group Members also receive notice within their application when their access end date is approaching or has passed. Renew a Group Member’s access by selecting the checkbox to the left of their name and clicking the “Renew” button at the bottom of the page: Renew access button

Adding a custom access end date

You can also extend a Group Member’s access for a set period of time without fully renewing it. Click the Edit icon: Edit icon showing a pencil and notepad for the Group Member and enter the new access end date, or select it from the calendar:

A popup window modal to manually edit access dates for a user
Give a Group Member a custom access end date.

Page Sections

Different sections on the main page for the group you manage.

Group DSAs

This section lists the DSA(s) who manage this group. There should be at least one name—yours—in this list.

Applications

This table lists which application(s) Group Members may access.

Active Group Members

This table lists all Group Members who have ever been granted access to the application and whose member record has not been deleted.

Menu

Other options are available in the left-hand menu.

My DSA Information

View DSA role details for each group you manage.

Group Membership by User

Search by UIN to see a user’s group membership. Only groups that you manage will display in the results.

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