Create/Update/Assign MN–ITS User Access

Revised: April 19, 2023

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

About User Administration

1. The PA role is automatically assigned to the person within the organization who initially registers their name and NPI or UMPI in MN–ITS.

2. A PA is able to create or update both a PPA’s or user’s information and access, as well as their own. A PA is able to assign the role of PPA to more than one person.

3. The PPA is able to create or update assigned user information and access, as well as their own.

4. An assigned user is able to change only their personal contact information and password.

5. Contact the MHCP Provider Resource Center at 651-431-2700 or 800-366-5411, option 2, to re-assign a PA’s role to a different person than originally indicated, change a PA’s account status or reset a PA’s password.

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

· User name

· MN–ITS role

· Account Status – Enable, disable or delete users

· Contact information – Update phone or fax numbers (email addresses - PA only)

· Passwords – Reset a temporary password

· Allow or limit a user’s access to:

· 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 individual items as applicable to the user

Access the User Administrator Function

1. Log in to MN–ITS

2. Select User Administration from the left menu.

Create a New User

1. Select the Create User button.

2. Complete required fields indicated with a red asterisk.

3. In the MN–ITS Role drop-down box, select MN–ITS User or MN–ITS Secondary Admin (PPA).

4. Create a temporary New Password for the user.

5. In the user access sections, determine the appropriate Functions/Folders or Applications/Forms/Lists to which you would like the user to have access.

6. Select the Save button to allow changes or Cancel button to cancel the request

7. A confirmation page will display containing the newly created User ID.

8. Inform the new user of their User ID and temporary password. The new user will be prompted to change the password upon initial login to MN–ITS.

Note: When more than one individual in your organization has the same name, MN–ITS will automatically assign a sequential, two-digit number to the User ID.

Example:   pprovider@1234567890
          pprovider01@1234567890

Update an Existing PPA or User Account

Follow steps 1 and 2 under Access the User Administrator Function and then do the following:

1. To access your organization’s user list from the drop-down box search by User ID, Last Name or First Name. Then enter at least 3 characters in the That Contains box. Select Search.

2. If multiple users with the similar name show up, sort the list by selecting the arrows in the column heading. Sort by User ID, Full Name, Account Status, Account Locked Status or Last Password Changed Date.

3. Select the appropriate User ID in the left column.

4. Make appropriate changes and select the Save button on the bottom of the page to allow changes or the Cancel button to cancel the request.

5. A confirmation page will display.

Reset Temporary Password

Follow standard strong password requirements when choosing a password. Your password must be at least 8 to maximum 25 characters and must include at least one upper case, one lower case, one numeric, and one special character from the following list: !#$%)(,..*=?@+^-‘ Refer to the MN–ITS password user guide for more information.

1. Determine and enter a temporary password for the PPA or user.

2. Retype the temporary password in the second box.

3. Inform the user of their temporary password. The user will be prompted to create their own password after they first login.

To request a password reset:

1. Users must contact their MN–ITS PA or PPA.

2. PPAs must contact their MN–ITS PA for password reset. In case of PA’s absence, PPAs can contact the MHCP Provider Resource Center at 651-431-2700 or 800-366-5411, option 2, for password reset.

3. PAs must contact the MHCP Provider Resource Center to have the PA password reset.

Note:

· After the initial temporary password is provided, User’s must create their own password.

· 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.

· MN–ITS users have five login attempts before they are locked out of MN–ITS.

· MN–ITS requires users to create a new password on an annual basis.

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. Select 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.