User Portal: How to Manage your Account

The CLS user portal provides a secure location, with individual accounts to create and save proposals for beamtime, manage proposals and receive electronic workflow notifications of action required.

Tutorial

Logging In:

The user name and password for the User Portal are the same as those required to complete facility access training at the CLS (Username = up to 6 letters of last name and first initial).

Password requirements:

• at least 1 upper case letter
• at least 1 lower case letter
• at least 1 digit
• at least 6 characters in length

The following videos will walk you through the features of the CLSI User Portal.

Dashboard

Your dashboard allows you to manage different areas of your profile:

• My Profile - manage your own information including name, contact information, and field of research.  It is important that your profile information is up to date and accurate.
• Projects - a shortcut to your full list of projects
• Sessions - Active Sessions links you to your electronic permit so you can sign-on at the beginning of your session
• Reviews (if applicable) - identifies any reviews that need your attention
• Publication Keywords - easily claim, add and update your publication record
• How Did We Do - an opportunity to give us feedback on your experience at the CLS

Creating a proposal

If you have not previously registered you will be required to register and receive a username prior to creating a proposal. Upon receipt of your username and password, log on to https://user-portal.lightsource.ca and from your dashboard go to “Proposals”, "+" to create a new proposal.

• Edit Proposal – is available when a proposal has been initiated and saved, but not submitted. This allows the spokesperson/delegate to return to the proposal to complete at a later time. Once a proposal has been submitted no changes can be made.
   
• Multiple Beamline Proposal - If a proposal is to be performed on multiple beamlines, you can add additional Facilities to the same proposal.
   
• Clone – is available once a proposal has been submitted. This provides the option to duplicate a previously submitted proposal and obtain an exact replica of the data with the exception of proposal ID, beamline/endstation and scheduling information.

Once a proposal has been submitted you may review it by selecting "Home" --> “My Proposals”. The list provides a summary of proposals you are associated with. 

Workflow Notifications

Workflow notifications generate an email informing you that a workflow item needs your attention and to log on to https://user-portal.lightsource.ca. After log-in, your default screen will be your dashboard. The "bell" beside your picture on the right hand side of the screen will list notifications that require your attention.  Notifications can include:

• Review Required (Safety, Technical or Peer Review)
• Clarification of Issues (Safety, Technical or Peer Review) during the review process
• Responses to Clarification of Issues during the review process
• Permit Amendments – notification of review status (Approved/Denied)

Managing your Projects(s)

• Project – once a proposal has been approved it becomes a project and is available to view under "Home" "My Projects".  The spokesperson and delegate have read/write permissions to edit the project page.
   
• Project Page - once all required reviews are completed, the results and comments of the reviews are available. This may include Safety and Technical Reviews and the Peer Review Score for General User Proposals, along with related comments.
   
• Adding team members - you will need an email address for each team member in order to add them to your proposal.  In order to participate on the project each team member must be a registered user with appropriate agreements (Institutional and User) and training in place. 
   
• E-Permit – once a proposal has been scheduled for beamtime and the beamline has been handed over by the Beamline Scientist, the E-Permit is available for viewing. All research performed at the CLS requires a valid and active E-Permit while the experiment is being performed. The E-permit is a result of the information on the project page and all reviews being approved.
  
  The permit identifies 1) the engineering and administrative controls required to carry out the experiment safely based on the proposal and/or permit amendments 2) all approved samples/materials, 3) planned use of equipment and/or labs and 4) on-site research team members. 
  
  Only one permit is issued for each visit.
   
• Beam Time Request – is available when a Call for Proposals is open. A Beam Time Request (BTR) is used to request additional shifts in the upcoming cycle against an active General User proposal. Proposals are active for four cycles.  A cycle is six months in duration. To submit a BTR, click the "Renew" button on the project page to
   
• Project Updates - Projects may be scheduled for multiple visits, therefore, prior to each visit, review and update the team members who are coming to the CLS.
   
• Schedule – Beamline staff discuss appropriate scheduling with the spokesperson and then confirmation of shifts is displayed via the web portal. Users can view the scheduled shifts by opening the project page, selecting "calendar" and scrolling through the dates.
   
• Edit Project – A project (approved proposal) can be edited to update Material, Research Team Members, Equipment and Ancillary Facilities. Amendments require REVIEW and APPROVAL prior to being used. You will not be able to sign-on to your beamtime session with Unapproved or In Progress amendments.
  
  Please allow four weeks for reviews of Permit Amendments prior to the scheduled experiment. Amendments submitted after the four weeks are not guaranteed to be processed and the last valid permit will be used for the experiment. 
  
  Amendments requiring safety approval include:
  • Material - new materials not previously identified or a change in the quantity or unit of materials
  • Equipment - the use of any additional equipment or NEW equipment not initially identified
  • Ancillary Facilities - the use of any additional facilities not originally identified.