Sign In / Login Help

What is the Sign In Page?

The Sign In / Login page is the secure entry point to the DMS (Document Management System). This page protects access to the application through user authentication, ensuring that only authorized personnel can access confidential and sensitive client information under HIPAA regulations.

Implemented Security Features

• SSL/TLS Encryption: All communication between your browser and the server is encrypted
• Robust Authentication: Credential verification system with brute force attack protection
• Session Management: Automatic session timeout control to prevent unauthorized access
• Audit Logging: All login attempts are logged for security review

Requirements to Sign In

Before attempting to sign in to the DMS system, make sure you meet the following requirements:

User Credentials

Corporate email address:

Must have been provided by your system administrator during the registration process. Example: [email protected]

Secure password:

Your initial password was sent to you via email. If this is your first login, you will be asked to change your temporary password to a new one that meets security requirements.

Technical Requirements

• Updated modern web browser: Chrome 100+, Firefox 100+, Safari 14+, Edge 100+
• JavaScript enabled in the browser
• Cookies enabled for session management
• Stable Internet connection with minimum bandwidth of 1 Mbps
• Minimum screen resolution: 1024x768 pixels (recommended: 1920x1080)

Step-by-step Guide to Sign In

Follow these steps carefully to sign in securely to the DMS system:

1. Open the sign in page: Navigate to the official DMS system URL provided by your organization. Verify that the URL starts with https:// and that the padlock icon 🔒 appears in your browser's address bar, indicating a secure connection.
2. Enter your email address: In the field labeled 'E-MAIL ADDRESS', type your complete corporate email address. Make sure to type it exactly as it was provided to you, paying attention to uppercase, lowercase and special characters.
3. Enter your password: In the field labeled 'PASSWORD', carefully type your password. The password is hidden by default with asterisks or dots to protect your privacy. You can click the eye icon 👁️ to the right of the field to temporarily see what you're typing and verify it's correct.
4. Review the terms (first time): If this is your first time signing in, carefully read the links to the 'Terms of Service', 'Privacy Policy' and 'BAA' (Business Associate Agreement) at the bottom of the form. By clicking 'Sign In', you are accepting these terms.
5. Click 'Sign In': Once you have correctly entered your credentials, click the golden 'Sign In' button. The system will process your request and validate your credentials with the authentication server.
6. Wait for validation: The system will verify your credentials. This process normally takes only a few seconds. During this time, do not close the window or press your browser's 'Back' button.
7. Access to Dashboard: If your credentials are valid, you will be automatically redirected to the main system Dashboard, where you can see your personalized menu according to your user role (Facilitator, Supervisor, Manager, etc.).

Available Features and Functions

The sign in page includes several features designed to enhance your experience and security:

  Show/Hide Password

Location: Right side of password field
Appearance: Eye icon that changes between open (👁️) and closed (🚫👁️)
Function: Allows you to temporarily see the password you're typing to verify it's correct before submitting the form.

How to use this feature?

1. Type your password in the PASSWORD field
2. Click the eye icon to reveal the password
3. Verify that the password is correct
4. Click the icon again to hide the password before submitting

  Forgot your password?

Location: Below the password field, aligned to the right
Appearance: Golden colored link with text 'Forgot your password?'
Function: Allows you to start the password recovery process if you don't remember your credentials.

What happens when you click this link?

1. You will be redirected to a password recovery page
2. You will be asked to enter your email address
3. You will receive an email with instructions to reset your password
4. The reset link will be valid for 24 hours for security

  Help Button

Location: Top right corner of the sign in page
Appearance: Question mark (?) icon inside a white/gray circle with border
Function: Opens this help page in a new browser window or tab so you can reference it while attempting to sign in.

  Social Media Links

Location: Below the 'Sign In' button
Appearance: Twitter, Facebook, Instagram and LinkedIn icons in golden color
Function: Links to the organization's official social media to stay informed about updates, news and additional resources.

  Responsive Design (Mobile)

The sign in page is fully optimized for mobile devices:

• Automatic adaptation: The design automatically adjusts to your screen size
• Simplified panel: On small screens, only the sign in form with the logo is displayed
• Touch fields: All fields are optimized for touch input
• Compatible with iOS and Android: Works perfectly on phones and tablets

Common Troubleshooting

❌ 'Invalid login attempt' or incorrect credentials

This message appears when the email or password you entered doesn't match any account in the system.

Solutions:

• Verify you're typing the complete and exact email (including @domain.com)
• Make sure there are no spaces at the beginning or end of the email or password
• Check that Caps Lock is not on (passwords are case-sensitive)
• Use the eye icon to see the password while typing and verify it's correct
• If you forgot your password, use the 'Forgot your password?' link to reset it

🔒 Account locked due to multiple failed attempts

For security, the system temporarily locks an account after several failed login attempts (typically 5 attempts in 15 minutes).

Solutions:

• Wait 15-30 minutes before trying again
• Contact the system administrator to unlock your account immediately
• Check your email: you may have received a lock notification with instructions

⏱️ Session expired

If you were inactive for more than 60 minutes or accidentally closed your browser, your session will have expired for security.

Solutions:

• Simply sign in again with your credentials
• All your previously saved work will be intact
• If you were working on something when it expired, you may need to reopen it

🌐 Connection error or page won't load

Solutions:

• Check your Internet connection (try opening another website)
• Refresh the page (F5 or Ctrl+R)
• Clear your browser's cache and cookies
• Try with another browser (Chrome, Firefox, Edge)
• Check that your firewall or antivirus is not blocking access
• If the problem persists, contact technical support

📧 Not receiving password recovery email

Solutions:

• Wait 5-10 minutes (emails may take time to arrive)
• Check your spam, junk mail or promotions folder
• Make sure you typed your email address correctly
• Add the system domain to your safe senders list
• Contact the system administrator to manually reset your password

Frequently Asked Questions (FAQ)

❓ Can I use the system from my mobile phone or tablet?

Yes, absolutely. The DMS system is fully optimized for mobile devices. You can sign in and work from any smartphone or tablet with iOS or Android. The interface automatically adapts to your screen size for an optimal experience.

❓ How long do I stay signed in?

Your session will remain active for 60 minutes of inactivity. If you don't perform any action in the system during this time, your session will automatically expire for security and you'll need to sign in again. Every time you perform an action in the system, the timer resets.

❓ Is it safe to save my password in the browser?

It depends on the context:
✅ It's relatively safe if:
• You use your personal computer that only you use
• Your computer has a strong login password
• Your browser has a password manager with encryption (like Chrome, Firefox)

❌ It's NOT safe if:
• You use a shared or public computer
• Other people have physical access to your device
• You work in unsecured places (cafes, libraries)

For maximum security, use a dedicated password manager (like 1Password, LastPass, Bitwarden) instead of the browser.

❓ How often should I change my password?

Current security best practices recommend:
• Change your password every 90 days (the system may request it automatically)
• Change it immediately if you suspect it's been compromised
• Change it if you receive a suspicious activity notification
• Use unique passwords and don't reuse them on other sites

The system will notify you when it's time to change your password or you can do it anytime from your user profile.

❓ What do I do if someone else knows my password?

If you believe someone else knows your password or has accessed your account:
1. Change your password IMMEDIATELY from 'Forgot your password?' or from your profile
2. Close all active sessions on other devices
3. Notify your supervisor or system administrator
4. Review your activity history in the system to detect unauthorized access
5. If necessary, the administrator can force close all your sessions and generate a new temporary password

Remember: NEVER share your password with anyone, not even with colleagues or supervisors.

❓ Can I have multiple sessions open simultaneously?

Yes, the system allows multiple active sessions on different devices or browsers. For example, you can be logged in on your desktop computer at the office and on your tablet at home. However, for security:
• You should only sign in on devices you personally control
• Always sign out on shared devices
• You can review and close active sessions from your user profile
• The system logs each session for security audit

❓ What requirements must my password meet?

To comply with HIPAA security standards, your password must:
• Be at least 8 characters long (recommended: 12+)
• Include at least one uppercase letter (A-Z)
• Include at least one lowercase letter (a-z)
• Include at least one number (0-9)
• Include at least one special character (!@#$%^&*)
• Not be the same as previous passwords
• Not contain your username or email
• Not be a common password (password123, etc.)

Example of strong password: Ky0$Cl!n!c2024

Contact and Support

If you need additional help with sign in or encounter technical problems, you can contact us through the following channels:

Last updated: January 2025 | Version 1.0