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1 User Manual User Administration

1.1 Introduction

This user manual describes the most important functions and use cases for users with the "Company Admin" role in SIMIS.

For the sake of readability, this user manual does not use the male, female and diverse language forms simultaneously and instead uses the male form. All references to persons apply equally to persons of all genders.

2 Requesting access to SIMIS and logging in

2.1 Requesting access as "Company Admin"

As the person responsible for an organisation, I want to request access to SIMIS with the "Company Admin" role.

Procedure:

1. In a web browser, open the page https://www.simisinfo.ch/ and click on Online Form.
2. Fill in the form completely.
3. Submit the request for review.
4. After successful approval, you will receive an email notification.

2.2 Logging in to SIMIS

As a user, I want to log in to SIMIS.

Procedure:

1. In a web browser, open the SIMIS login page https://www.simisinfo.ch/
2. Enter your access data.
3. Confirm the login.
4. After a successful login, you will be redirected to the home page.

3 Getting started in SIMIS and overview

3.1 Viewing organisation information (S110)

As a "Company Admin" user, I want to gain an overview and view organisation information (screen S110).

Procedure:

1. Log in to SIMIS successfully.
2. Access is via:
   • the Organisation tile
   • or the side navigation User administration > Organisation
3. You are automatically redirected to the S110 overview page.
4. Check the displayed organisation master data, permissions and assigned users.

4 Understanding module roles and permissions

4.1 Understanding module roles

As a "Company Admin" user, I want to understand the supported modules and roles.

Explanation:

• Modules are functional areas within SIMIS. The following modules are currently supported:
  • AIPS (Preparation Documents)
  • Article
  • Swiss-rx-login
  • Info Mat Hub (Digital Assets)
• Module roles define which functional areas a user may access and in which modules they may work.
• The names of the module roles correspond to the names of the respective modules.
• In addition, there is the "Company Admin" role.
• This role is not a module role and does not authorise the use of a specific module.
• Instead, it determines whether a user is authorised to:
  • view the organisation information of their own organisation,
  • manage users of their own organisation,
  • manage additional authorised users and manage additional authorised organisations.

4.2 Assigning module roles

As a "Company Admin" user, I want to assign module roles (= permissions for modules) to a user of my organisation.

Procedure:

1. See the chapters "Adding a user" and "Changing a user's permissions" for this.

4.3 Effects of deactivated modules

When modules are/become deactivated at organisation level:

• the corresponding functions are no longer visible in the system
• no new data can be created in these modules
• existing data is retained but can no longer be edited

5 Managing users of your own organisation

5.1 Adding a user

As a "Company Admin", I want to add a user of my own organisation and authorise them to work for my organisation.

Procedure:

1. Navigate to the organisation overview page (S110).
2. Click on "New user".
3. Enter the user ID (= personal business email address) of the new user, as well as the first name and surname.
4. Select the desired roles/permissions.
5. Confirm the entries.
6. The user receives an email to register with SIMIS.

5.2 Changing a user's permissions

As a "Company Admin", I want to change the permissions of a user of my own organisation.

Procedure:

1. Navigate to the organisation overview page (S110).
2. Under "Actions", select the "Edit" Actions menu option for the desired user.
3. Adjust the roles.
4. Save the changes.

5.3 Deleting a user

As a "Company Admin", I want to delete a user of my own organisation.

Procedure:

1. Navigate to the organisation overview page (S110).
2. Under "Actions", select the "Delete" burger menu option for the desired user.
3. Confirm the action.

6 Managing additional authorised users

6.1 Authorising an individual user of another organisation

As a "Company Admin", I want to authorise an additional user of another organisation to act on behalf of my organisation.

Procedure:

1. Navigate to the organisation overview page (S110).
2. Click on "New authorised user".
3. Enter the user's email address.
4. Ensure that the user already has an account in SIMIS.
5. Assign the desired permissions.
6. Save the assignment.

6.2 Deleting an additional authorised user

As a "Company Admin", I want to delete an additional authorised user.

Procedure:

1. Navigate to the organisation overview page (S110).
2. Under "Actions", select the "Delete" burger menu option for the desired additional authorised user.
3. Confirm the action.

7 Managing additional authorised organisations

7.1 Authorising all users of another organisation

As a "Company Admin", I want to authorise an additional organisation to act on behalf of my organisation.

Procedure:

1. Navigate to the organisation overview page (S110).
2. Click on "New authorised organisation".
3. Select the target organisation.
4. Define the permissions.
5. Confirm the assignment.

7.2 Deleting an additional authorised organisation

As a "Company Admin" user, I want to delete an additional authorised organisation.

Procedure:

1. Navigate to the organisation overview page (S110).
2. Under "Actions", select the "Delete" burger menu option for the desired additional organisation.
3. Confirm the action.

8 Restrictions for Company Admin

The following restrictions apply to the "Company Admin" role in SIMIS:

• No access to other organisations without explicit authorisation
• No self-deletion of your own user account
• No direct editing of historical permission assignments (only delete & re-enter)
• No rights management outside your own organisation

9 Error messages and special cases

Typical error situations:

• User does not exist in SIMIS
• User has not yet activated an account
• Organisation was not selected correctly
• Permission conflicts with module roles

If changes fail, it is recommended to:

• Check the entries
• Check the user status
• Re-enter the permission

10 Tips and best practices

• For operating the AIPS, Article, Swiss Rx Login and Info Mat Hub modules, please refer to the separate user manuals.
• Only users of your own organisation can be given the "Company Admin" role.
• Permissions should be checked again before saving, as changes are sometimes not editable, only replaceable.
• When deleting users or organisations, it is recommended to check active permissions beforehand.
• If in doubt, always check first whether the user already has an active SIMIS account before assigning permissions to additional authorised users.