Create/Update/Assign MN–ITS User Access

Revised: June 26, 2026

This guide instructs the MN–ITS primary administrator (PA) or secondary administrator (PPA) how to create users, update user accounts, disable user accounts, assign MN–ITS user roles, assign SFTP access, manage service agents roles (MPSE), and assign the OLA folder for accessing MNbenefits applications.

About User Administration

Your PA, not MHCP, controls user access to your MN–ITS account. It is important to keep a record of the PA for your organization.

· Your organization must identify an individual as the MN–ITS PA when your organization enrolls with Minnesota Health Care Programs (MHCP). Review the MN–ITS section of the MHCP Provider Manual.

· A PA can create or update both the PPAs’ or users’ information and access, as well as their own. A PA can assign the role of PPA to more than one person.

· The PPA can create or update assigned user information and access, as well as their own.

· An assigned user may change only their personal contact information.

· Email addresses cannot be updated because they are the log in name for LoginMN needed to access MN–ITS.

· To re-assign a PA’s role to a different person, or change a PA’s account status, contact the MHCP Provider Resource Center at (651) 431-2700 or 800-366-5411, option 2.

· The Update User function allows a PA or PPA to change:

· MN–ITS Role

· Account Status – Active or disable users

· Contact information – Update phone numbers

· Allow or limit a user’s access to:

· File Transfer Protocol (FTP) Access – Assign, if applicable

· MN–ITS Functions – Select the Interactive Functions you want the user to have

· Mailbox Folders – Select folders appropriate for related functions

· Applications/Forms/Lists – Select, if applicable

· Service Agent Access Roles (MPSE)

Access the User Administrator Function

1. Log into LoginMN to access MN–ITS.

2. Select User Administration from the left menu.

Create a New User

Each MN–ITS user should log in with an individual user ID and password. Do not share passwords or allow others to log in using your personal user ID or password.

1. Select the Create User button.

2. Complete all bolded (required) information.

3. Email address field: Enter the user’s work email address and confirm email address. Important note: Due to security risks of using shared accounts, LoginMN requires a unique work email addresses for MN–ITS access and not a shared email address as this will be the user’s log in.

For example, use Jane.Biller@companyname.com instead of info@companyname.com.

4. First Name: Enter the user’s first name

5. Last Name: Enter the user’s last name

6. MN–ITS Role: Select MN–ITS User or MN–ITS Secondary Admin (PPA) from the drop-down box, as appropriate.

7. MN–ITS Account Status: Select Active or Disabled from the drop-down box.

8. SFTP Status: Note: this step is only required if using SFTP. Secure FTP is used by batch billers to transfer and receive X12 and NCPDP Pharmacy data to and from DHS secure servers. Review Batch Submission User Guides to learn more. Select Active or Disabled from the radio buttons. *If you do not have the radio buttons but a message displays, follow the instructions in the message.

9. User Access: Determine the appropriate Functions, Mailbox Folders and Applications/Forms/Lists to which you would like the user to have access. Select your provider type to review a list of Access/Views available.

10. Click Save at the bottom of the page.

11. A confirmation will display the newly created user ID.

Note: The user ID to log in to LoginMN for MN–ITS access is the email address entered. The user will receive an email from noreply_prod@login.mn.gov to complete their LoginMN registration.

When one unique work email address is associated with multiple NPIs or UMPIs, the user will only receive one LoginMN registration email to complete registration with LoginMN.

Example:
You are a biller for five different providers (NPIs 1234567890, 2345678901, 3456789012, 4567890123, 5678901234), you used the same work email address for all five, such as jane.biller@businessname.com. You will receive one email to complete registration with LoginMN.

After registration is complete, you will have the option to select from all five NPIs.

Update an Existing PPA or User Account

The PA or PPA can update existing user accounts. Do the following to access your organization’s user list:

1. Select User Administration

2. Search by: Last name, first name, user ID or all in the drop-down. To limit the search results, select Last Name or First Name in the Search by drop-down and enter at least three letters of a user’s last or first name.

3. Account status defaults to Active. You can change the selection from the drop-down to limit the search results. Options: All, active and disabled.

4. Click the Search button.

5. Search Result defaults to 10 entries per page. You can change the number of entries shown by clicking on the drop-down to 15, 25, or all. Sort the list, if necessary, by User ID, Full Name, Role or Account Status by selecting the column heading.

6. Select the appropriate User ID in the left column of the list.

7. Make appropriate changes in the user’s profile.

8. Click Save at the bottom of the page to allow the change(s) or Cancel if you do not want to submit change(s).

9. A confirmation notification will appear stating, “User Jane.Biller@businessname.com has been updated successfully.”

Email addresses

Email addresses cannot be updated as the email address is the log in name. The PA or PPA will need to disable the account with the incorrect email address and create a new user with the correct email address.

Note: Each MN–ITS user must log in with an individual User ID and password. Do not share passwords or allow others to log in using your personal User ID or password. Shared accounts present significant security risks that weaken an organization’s ability to protect systems and data. Security standards reinforce why shared accounts should be eliminated entirely.

LoginMN requires agencies and organizations replace shared accounts with individual identities, protected by multifactor authentication, strong password policies, and proper identity governance.

1. Search user by one of the following: Last name, first name, user ID or all.

2. Select Disabled from the drop-down under MN–ITS Account Status.

3. Click Save at the bottom of the screen.

Follow the instructions under Create a New User to create a user. Each unique email will receive an email from LoginMN to complete their registration.

Assigning SFTP Access

Secure FTP is used by batch billers to transfer and receive X12 and NCPDP Pharmacy data to and from DHS secure servers. To learn more, review Batch Submission User Guides.

The PA or PPA must assign SFTP to users. Each provider is allowed up to five active SFTP user IDs. Do the following to either create or update an SFTP user:

1. Select User Administration

2. SFTP Status: Select Active or Disabled from the radio buttons. Note: If you do not have the radio buttons but a message displays, follow the instructions in the message.

3. Click Save at the bottom of the screen

4. New SFTP users: When you click Active, a new SFTP username will be created. The username appears in the SFTP username above FTP (File Transfer Protocol) Access.

Note: The SFTP username is different from the LoginMN username.

The LoginMN username is the email address, for example: Jane.Doe@email.com

The SFTP username is JDoe@1234567890.

If a user has multiple SFTP accounts and uses the same work email address, the user will have the same username for LoginMN, for example: Jane.Doe@email.com

The SFTP usernames are: JDoe@1234567890, JDoe@2345678901, JDoe@A987654321.

Assigning Access to the OLA Folder

The OLA folder contains applications from the MNbenefits secured web system. To assign access to the OLA mailbox folder, follow steps 1 and 2 under Access the User Administrator Function and then do the following:

1. Scroll down to the mailbox folders section

2. Select DHS/County/TribeInfoShare

3. Click the Save button

MN–ITS creates and displays the OLA mailbox folder after the first document is sent to the MN–ITS account. The folder is located in the Miscellaneous Received section of the mailbox.