Who Is This For?
Employee Managers / HR / IT — requesting access and creating user accounts
QA — verifying access scopes and approving Electronic Signature Agreements (ESA)
System Administrators — assigning licenses, groups, and permissions
How to Do It?
Step 1: Submit an Access Request
Confirm the new user needs access and capture the permissions they require.
Complete or update your Access Request Form (from your initial implementation).
If no form exists, contact the SimplerQMS team for a best-practice template.
The form must include:
Login information (exclude any password)
Module permissions required
Classified access needs (if applicable)
Employee Manager/HR/IT/QA reviews and forwards the form to the Microsoft Entra ID user-creation owner.
💡 Tip: Keep the request form in your validated repository. It’s your audit trail for why the user was granted access.
Step 2: Create the User in Your Identity Provider
Create the user account in your selected identity provider (e.g., Microsoft Entra ID or Google Workspace). This ensures the user can authenticate via SSO when accessing SimplerQMS.
Follow the appropriate guide depending on your setup:
Ensure all required user details are completed according to your organization’s standards.
Once the user has been created, notify the relevant stakeholders (e.g., Manager, HR, IT, or QA) that access has been provisioned.
❗ Compliance: Do not share or store passwords in access requests or emails. If credentials are required, they must be set and communicated through approved secure channels.
Step 3: Assign Licenses, Access, and Groups
Align the user’s permissions with their role so training is auto-assigned and access is correct.
Employee Manager/HR/IT/QA:
Assign the license type, classified documents access (if applicable), and module permissions.
Add the user to the correct user groups.
Once added to the right groups, training records auto-assign to the user.
💡 Tip: Use role-based groups (not individuals) for permissions. This simplifies audits and makes onboarding/offboarding faster.
📎 References:
Step 4: Prepare the Electronic Signature Agreement (ESA)
Establish the user’s acknowledgment for secure e-signatures before they sign anything in the system.
HR/IT creates an Electronic Signature Agreement based on your validated ESA template in SimplerQMS.
If no template exists, contact the SimplerQMS team for guidance.
Provide the agreement to the new user for wet/handwritten signature (or your approved method).
❗ Compliance: Users must not execute e-signatures in SimplerQMS until their signed ESA is filed and QA-approved.
📝 Don’t see your ESA template?
📝 Don’t see your ESA template?
Ask your SimplerQMS admin or the SimplerQMS team to provide the standard, validated ESA template defined during implementation. Using a non-validated template can delay onboarding.
Step 5: Collect and File the Signed ESA
Complete the compliance record and link it to the user.
The user signs and returns the ESA to Employee Manager/HR/IT.
Employee Manager/HR/IT/QA:
Scan the signed ESA.
Drag and drop the scan onto the original ESA document in SimplerQMS (associated to the user).
Send for QA approval and ensure final approval is completed.
💡 Tip: Title the scanned ESA consistently (e.g., “ESA – Lastname, Firstname – YYYY-MM-DD”) to simplify audits and searches.
Tips
💡 Use a single, controlled access request form as your source of truth. Avoid one-off emails or chat approvals.
💡 Verify classified access requirements at onboarding to avoid rework and re-training later.