Overview

Managing user accounts is an important aspect of account administration. In Marketscape Insights and Marketscape CRM, you will need to have the correct administrative role to carry out the functions described in this article. The steps below outline how to add, update, and disable users for all products in the Marketscape Platform.

 

What do you need to know

Depending on the product(s) your company has access to, you will need to understand administrator functions in one or more admin tools. 

• Marketscape Insights - This is for users of any one or more modules in Marketscape Insights - HHA, HOS, SNF, HME/Inf, and Strategy. CRM only users will need to be set up here.
• Marketscape CRM - For users of Marketscape CRM
• SSO - For companies who connect to Trella Health products with SSO, you will need to set up users in your organization's internal identity provider.

Instructions for each of these are included below. IF your access applies to more than one of the three categories listed above you will need to need to know how to work with each that applies. There are many settings that are unique to companies that have multiple access.

In fact, let's add one of those details right now! If you are setting up a user in Marketscape CRM and Marketscape Insights, you must use the same email address for each.

 

In the Article

Each item in the list below is a link to the content in the article below.

• Marketscape Insights
  • Accessing the Admin Tools
  • Adding new user accounts
  • Updating user accounts
  • Disabling user accounts
• Marketscape CRM
  • Accessing the Admin Tools
  • Adding new user accounts
  • Updating user accounts
  • Disabling user Accounts
• Specific Details for SSO users
  • Adding new user accounts
  • Updating user accounts
  • Disabling user Accounts

 

Marketscape Insights

 

Accessing the admin tools

There are three ways to navigate to the Admin tools for Marketscape Insights.

When you first log in to the Marketscape platform, click on the Admin button
If you are already logged in to Marketscape Insights, Click on the Admin button in the left navigation
Navigate directly by using the URL https://admin.TrellaHealth.com

Because of mysterious functions that happen behind the scenes, any of these three options might require that you provide your username and password again.

This is what the page looks like once you arrive:

 

 

Adding New User Accounts

 

You can add new user accounts either as a bulk upload or one at a time.

Bulk Upload

If you need to create new accounts for a large number of users, you can click the button on the Admin Users page and create any number of accounts by uploading a spreadsheet.

The spreadsheet required for bulk upload can be downloaded at the bottom of this page.

For more information see, Bulk User Import.

 

Adding a new user

To add an account for a new user follow these simple steps:

1. Navigate to Admin Application > Users page.
2. Click the Add User Button.
3. Enter the fields as specified in the table below.
4. Click the Save Button.

It is a good idea to have the information for required fields in a document so you can copy and paste into the field.

Set up your managers first, then they will be available to assign that manager to other users when you set up their accounts.

User Fields

In the following instructions, required fields have their name in blue. The image to the right shows the entire interface.

 

Field	Description
Email	Enter the user's email address. This is the address that the user will use to set or reset their password. Also, Sales Spotlight emails will be sent to this email.  If you are setting up a user who will be using Marketscape CRM and Marketscape Insights - the email must be the same. If you attempt to create a user account with an email that is already in use, you will receive an error when you attempt to save the new account:
First Name/Last Name	The user's name will appear at the top right of each page when using a Trella Health product.
Company	Your company will appear in this field. This can't be changed
Expiration	Adding an expiration date will set the user's account to inactive on that date. Be careful using this field. Once you add a date, the field becomes required. Better to schedule a reminder for yourself to make the account inactive when needed.
User Type	This field allows you to identify the user as a manager.  After saving a manager's account, they will be available in the "User Managed by" field for other users. This is why you want to set up managers first.
User Managed by	This will assign the current user to a manager selected from the list.
Enabled (Checkbox)	If this checkbox is checked the account is active and the user can log in. Uncheck this box to make a user's account unusable. Enabled is the default.
Send Welcome Email (Checkbox)	Click the checkbox in order to send a welcome email to the user when the account is set up. The email describes how to login for the first time. This checkbox is only visible when a new account is set up.
Notes	This is an open text field where you can keep track of information for the user. For example, when a user is termed and the account is disabled, put a note and date in this field. Then a future admin will know why an account is disabled.
Modules	This grants access to the available products in your subscription (Hospice, Home Health, SNF, HME, and Strategy). If your company has only purchased one product, that will be the only option. Select the line of business you want for the user on the left and click the "Add Selected" button to add that line of business. When you add a product to the right, you will then be able to add markets for that product.	Adding and Editing Products and Markets Only products and markets included in your companies subscription with Trella Health will appear in the user settings. You can add any combination of available products and markets to a user. For example: A user could be assigned to Hospice in Maryland and Home Health in Delaware. To add or remove a product or market, click on the item in the list and then click the button that indicates whether to add or remove you selection. You can add or remove all products or services by clicking the matching button.
Markets	This grants access to the States (markets). Click on the State on the left and click "Add Selected" to add that State. A Market section will be available for each product added in "Products" above.
Roles	If the user needs access to Marketscape HHA, HOS, SNF, or HME, at least one role starting with "MS - " will need to be added to the account If the user needs access to Strategy, one of the two Mosaic roles will need to be added to the account The CRM Only User, as the name implies, is for users who are only using Marketscape CRM, even if the company has access to more than Marketscape CRM. See the article on User account security settings for more information.	Each user must have at least one role for each "Module" selected above.

 

Updating Users

Summary of steps

Follow these steps to update a user:

1. Navigate to Admin > Users Tab.
2. Optionally, use the Search box to search for the user by name.
3. Click the pencil icon to the left of the user's name.
4. Update the desired fields.
5. Click the Save Button.

Resend Welcome Email

If you want to resend the Welcome email to a user, click the button at the bottom of the Add/Edit interface.

 

Disabling or Enabling an Account

Every user's account can be toggled on and off. Company Administrators should set a user's account to disabled when the user leaves the company.

Enabled - A user will be able to log in

Disabled - A user will not be able to log in

 

 

Resetting a Password

Users should be able to reset their own password using the “Forgot your password?” link from the login page. However, if a user is somehow unable to receive the reset email, you may set a temporary password using these steps:

1. Navigate to Admin Application > Users Tab.
2. Optionally, use the Search box to search for the member by Name.
3. Click the pencil icon to the left of the Username field.
4. Click the Reset Password button.
5. Enter a temporary password.
6. Click the Save Button.

 

 If the Send Email: checkbox is checked, the user will receive an email at the address in the account instructing them on the steps to login and change their password. If you will communicate the temporary password to the user in another way, you do not need to send the email; remove the check from the box.

 

Marketscape CRM

ALL CRM tools can be accessed by clicking on the "Settings" button in the left navigation.

Adding new User accounts

To add a new user to Marketscape CRM, follow these steps:

Click on the "Settings" button in the left navigation

 

Click on the "Users" link under Territory Management

Please take note that at the top left of the Manage Users page, you can see how many accounts are available. You can see how many licenses are available in the row named "Available." If there are no available licenses, you can either disable an unneeded/unused account or reach out to your Customer Success Manager to arrange for additional licenses.

 

Near the top of the page, click on the "New User" button

The interface that opens is identical to what you will use when you edit an existing user. (For a new user, all fields will be empty.)

 

When you click on the "New User" button, a new page will open: (Click image to view larger)

• The following fields are required: first name, last name, role, and email address.
• Add the user's first name, last name and email address, along with any other profile details desired.
  • At this time you may want to set a temporary password, to provide the user immediate access to the account.
  • We suggest adding the user's Sales Territory to ensure accuracy in reporting.
  • Adding a state to a user's profile will assist in locating local referral sources in the Referral Source Database.
  • Do not set a county or city. These no longer work in Marketscape CRM. If you set a county in the user settings, for example, you will not be able to add that county in the location filter in Sales Spotlight.
• If your agency has purchased market data you should assign the appropriate state and/or counties, otherwise the user's Market Spotlight page will be blank.
• Click the Save Profile button to save the user information, adding the new user to the list of active users.

It is not recommended to overwrite current user information to replace a user. Please disable the old user, and add a new user. This maintains a history of the prior user, and causes fewer conflicts over time.

 

Multi Account Users

If your company has contracted to use Marketscape CRM and any other product in the Marketscape platform, you will need to set up any new user using the tools in Marketscape Insights Admin. See above.

Adding CRM user roles in Marketscape Insights

Those new CRM users will need to be set up with the correct roles:

• if you have a user who only uses Marketscape CRM, you will need to add the role CRM Only. No "Module" is required for this user.
• Otherwise, set up the appropriate module and the role for each CRM user.
• In addition, you must use the same email address for Marketscape Insights that you used to set up the user's account in Marketscape CRM

 

Updating a User Account

To update a user's account, follow the directions below:

Click on the "Settings" button in the left navigation

Click on the "Users" link under Territory Management

In the row for the user you want to update, click the "Edit" link to the left of the row

The interface that opens is identical to what you will use when you create a new user. (The only difference is that some fields will contain entries.)

Make any desired changes.

Click on the "Save Profile" button to save changes.

 

Resetting a user's password

When you are editing a user's account, you have the option to reset the user's password.

Keep in mind

• We suggest that a consistent temporary password be used when resetting all user passwords to streamline password reset requests. Users can change their password after logging in.
• If the user has been locked out of their account due to having too many unsuccessful login attempts, or are awaiting the password reset email, changing their password will unlock their account as well as remove the password reset request. If an administrator is not available to assist with a password reset, users can contact Trella Health Support at support@TrellaHealth.com to open a ticket requesting a password reset/account unlock.
• Passwords are set to expire every 120 days. Users will need to enter a new password to resume using Marketscape CRM.

The new password will be set when you click "Save Profile" when you are finished editing the user's account settings.

 

 

Disabling a User Account

Important - When you disable a user's account, you will be asked to re-assign contacts, accounts, and referrals to a new user. Knowing the new assignee before you disable an account will allow this process to proceed more smoothly.

 

To disable a user's account in Marketscape CRM, follow these steps:

Click on Settings in the left navigation of the Marketscape CRM web application.

Click Users in the Settings Links & Tools box on the left side of the window.

In the top section of "Active Users," click the check box to the left of the user account you want to disable.

Using the Bulk Actions drop-down menu (found below the list of active users), select Disable User.

 

Reassigning Contacts

When you disable a user, a prompt displays that allows you to:

• Assign owned Contacts to an existing user
• Assign owned Accounts to an existing user
• Assign owned Referrals to an existing user

Leaving referrals assigned to the disabled user does not remove them from Marketscape CRM. We suggest not transferring referral ownership, in order to maintain historical reporting accuracy.

 

Remove future events for the disabled user.

We suggest deleting all future events. If future events are not deleted, the future events will only be displayed in the Events section of the Overview page for that user's manager and administrator. To remove these events, the user will need to be reactivated, then disabled again, selecting to remove future events.

 

Timing Around Disabling Users

If the new user who is replacing the disabled user is not yet in Marketscape CRM, we suggest not making any changes to ownership of Contacts/Accounts/Referrals so that they are still easy to find by searching on the Owners field in the appropriate view.

We do not suggest deleting users, or overwriting current user information to replace a user. Please disable the old user, and add a new user. This maintains a history of the prior user, and causes less conflicts over time.

When the new user has been identified, ownership can be transferred from the Inactive User at that time:

• In Settings, navigate to Users.
• In the Inactive Users section, there is a new bulk action item to Reassign Records.

• Admins will then be asked to select an active user to transfer ownership. 

 

Enabling a Disabled User

To enable an account that is disabled in Marketscape CRM, follow these steps:

Click on Settings in the left navigation of the Marketscape CRM web application.

Click Users in the Settings Links & Tools box on the left side of the window.

All disabled users will appear in bottom section beneath "Inactive Users." Click on the check box to the left of any users you want to enable.

Using the Bulk Actions drop-down menu (below the list of inactive users), choose Enable.

 

A user license needs to be available for this option to be available. To free up a license, you can disable a user that is not using Marketscape CRM, or you can reach out to your Customer Success Manager to add an additional user license.

 

 

 

 

Specific details for SSO

Summary

SSO, or Single Sign-On, is a technology that allows Trella Health and your company to set up user authentication so that each user in your company uses their company credentials to log in to Trella Health applications. In most cases, if the user is logged in, access to Trella Health applications will be automatic, or seamless. No additional login steps will be necessary for SSO users.

 

 

Adding new User accounts

When using SSO, to add a new user to any product in the Trella Health Marketscape Platform, you must first add the new user to the organization’s internal Identity Provider (I.e. Okta, Azure AD, etc). Once completed the Marketscape Account Administrator of your organization must then create the user in the Marketscape Platform as noted by access requirements below. These instructions should be followed after the user has been set up internally.

These are summary instructions. Details are found above. Click on the module name to navigate to the instructions.

CRM Only User

• Add user to Marketscape CRM
• Add user to Marketscape Insights and use the Role: CRM Only. Do not apply any modules.

Marketscape Insights Only User

• Add user to Marketscape Insights following the directions above
• Do not add user in Marketscape CRM

Users with access to both Marketscape Insights and Marketscape CRM

• Set up user in Marketscape CRM <Link> following the directions above
• Add user to Marketscape Insights following the directions above
• In Marketscape Insights, you do not need a role for CRM

 

 

Updating a User Account

Follow the directions for changing accounts as needed using the directions above.

• Marketscape CRM
• Marketscape Insights

Resetting a user account password

For companies using SSE, all password resets need to be completed in the company's Identity Provider using the company's prescribed process. There is no way to change/reset a user's password in any Marketscape Admin tool for SSO users, since the credentials are managed by each company's Identity Provider.

 

 

Disabling a User Account

Follow the directions for disabling accounts as needed using the directions above.

• Marketscape CRM
• Marketscape Insights

 

Bulk Upload Spreadsheet: