Updated 11/15/2018

If you are having trouble viewing any of the information contained in this help topic, it can also be found in the Account Management System (AMS)User Guide located online at https://era.nih.gov/ams/user_guide.cfm. Refer to the User Guide's Table of Contents for your specific topic.

Managing External User Accounts

The following roles can manage accounts:

• Account Administrator (AA)
• Administrative Official (AO)
• Business Official (BO)
• Signing Official (SO)
• TTO Administrator

1. Perform one of the following steps to manage a user account:
   1. Click the appropriate Manage button in the Action column on the Search Accounts screen.
   2. Click the Manage button on the Account Details screen after an account have been created or saved (edited).

When the Manage button is clicked via either option, the Manage Accounts screen opens.

Here is the Manage Account screen (click here) with an account not affiliated with an Organization or Institution.

Here is the Manage Account screen (click here) with a user account affiliated with an Organization or Institute.

An affiliation can be created for accounts that are either not currently associated with an institution, such as an account solely with the Internet Assisted Reviewer (IAR) authority role, or for accounts that need to be associated with multiple institutions. Users with the AA or SO role may create an affiliation for their organization only.

NOTES:

• Administrative and reporting roles such as SO, AA, AO, FSR, etc., cannot be combined with Scientific roles such as PI, TRAINEE, ASST, etc.
• Only accounts with scientific roles such as IAR, PI, TRAINEE, POSTDOC, etc., may have multiple affiliations. If an account has any roles in addition to these, additional affiliations cannot be added.
• Fields grayed out cannot be edited.

Perform one or more of the following steps:

1. Edit the Email addresses, if necessary.
2. To add or delete roles click the + Add Roles button.
   1. For more information, see Add/Delete Roles.
3. To affiliate an account with an organization, click the Affiliate button, if displayed.
   1. For more information, see Affiliate Account.
4. If the Unaffiliate button is present, you can click it to unaffiliate an account.
   1. For more information, please refer to the Unaffiliate Account.
5. If the account has been deactivated, a Reactivate button will be present at the bottom of the screen. Click it to reactivate the account. For more information, see Reactivate Account.
   
6. When you are done, click Save to save the changes or click Cancel to discard your changes.

When the Save button is clicked, the system displays the Account Details screen with a confirmation message, as shown below.

7. Perform one of the following options:
   1. To return to the Search Accounts screen displaying the previous search results, click the Go Back hyperlink.
   2. To edit the account's information, click the Manage button.
   3. To return to the Search Accounts screen to enter new search criteria, click the Back to Search button.

Account Statuses

AMS user accounts can have the following statuses:

• Active — A valid account in good standing.
• Deactivated — Account has been disabled by an administrator
• Locked due to inactivity — Locked by the system due to inactivity (no user activity for 120 days)
• Pending Affiliation — An individual account that has not been linked to an organization
• Profile Only — A user ID that is not associated to an account

Are you having trouble with Account Management System (AMS)?  The eRA Service Desk is there to help. Please visit their web page to submit a support ticket.

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