Assigning User Rights: Guidance and Troubleshooting
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Assigning User Rights: Guidance and Troubleshooting ***It is the responsibility of the project manager or PI to assign users to their project and give them the appropriate rights/permissions. *** Tip: There should always be at least two users (including yourself) on your project just in case you are on vacation or sick leave and the project needs to be accessed in your absence. Steps for creating a new user: 1) Ensure the new user has registered for a REDCap account at http://www.ctsi.ufl.edu/research/research-support/redcap/ (registration can be found under “Login to or register for REDCap,” located about 1/3 of the way down this webpage). 2) After the new user has registered for a REDCap account, go to the project you would like to add them to. A list of your projects can be found under “My Projects.” 3) Once you are in your project, go to “User Rights” which is listed on the left hand side bar under Applications (see graphic to the left). 4) Once you have gone into “User Rights,” you will see a list of users that already have access to your project (if applicable) and which permissions they have (see below). 5) To add a new user, type their Gatorlink user name into the “New user name” field (shown below) and hit the Tab key. Example: for the user John Doe, if their Gatorlink email is: [email protected], their user name would be john.doe (do not add the @ufl.edu when entering in their Gatorlink user name).
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Transcript of Assigning User Rights: Guidance and Troubleshooting
AssigningUserRights:GuidanceandTroubleshooting
***ItistheresponsibilityoftheprojectmanagerorPItoassignuserstotheirprojectandgivethemtheappropriaterights/permissions.***
Tip:Thereshouldalwaysbeatleasttwousers(includingyourself)onyourprojectjustincaseyouareonvacationorsickleaveandtheprojectneedstobeaccessedinyourabsence.
Stepsforcreatinganewuser:
1) EnsurethenewuserhasregisteredforaREDCapaccountathttp://www.ctsi.ufl.edu/research/research-support/redcap/(registrationcanbefoundunder“LogintoorregisterforREDCap,”locatedabout1/3ofthewaydownthiswebpage).
2) AfterthenewuserhasregisteredforaREDCapaccount,gototheprojectyouwouldliketoaddthemto.Alistofyourprojectscanbefoundunder“MyProjects.”
3) Onceyouareinyourproject,goto“UserRights”whichislistedonthelefthandsidebarunderApplications(seegraphictotheleft).4) Onceyouhavegoneinto“UserRights,”youwillseealistofusersthatalreadyhaveaccesstoyourproject(if
applicable)andwhichpermissionstheyhave(seebelow).5) Toaddanewuser,typetheirGatorlinkusernameintothe“Newusername”field(shownbelow)andhitthe
Tabkey.
Example:fortheuserJohnDoe,iftheirGatorlinkemailis:[email protected],theirusernamewouldbejohn.doe([email protected]).
6) Onceyouhaveenteredinthenewuser’sGatorlinkusernameandhittheTabkey,anotherscreenwillappearthatlistsalloftherightsthatareavailable
(seebelow).Nowyouarereadytoassignthisuserrights!Thedefaultsettingsforeachnewuserareshownbelow.
GuideforAssigningIndividualsCertainRights(basedonroles):
• Youknowyourprojectbestsothinkcarefullyaboutwhatpermissionsyouwantindividualstohave.Aguideislistedbelow,butagain,youknowyourprojectbestandanyroles/premissionsyoudecidetograntareuptoyou.
• Typicallyaclinicalresearchprojecthasindividualswhopreformdifferentdutiesandwillthereforehavedifferentroles,suchasaPI,co-PI,projectadminister(s),study/projectcoordinator(s),thosedoingdataentry,statistician(s),etc.
REDCapProjectRole
InviteParticipants(forsurveys
only)
Calendar
DataExportTool(selectone)
DataImportTool
DataComparison
Tool Logging File
Repository
DataAccessGroupName(if
applicable)
GraphicalDataView&Stats
DataQuality
Reports&
ReportBuilder
ProjectDesignandSetup
RecordLockingCustomization
Lock/UnlockRecords DatabaseRecords
NoAccess
De-Identified
FullDataSet
Create&EditRules
ExecuteRules Disabled Locking/Unlocking
CreateRecords
RenameRecords
DeleteRecords
PrincipalInvestigator x x x x x x x x x x x x x x x x
ProjectAdministrator x x x x x x x x x x x x x x x x x
ProjectCoordinator x x x x x x x
DataCoordinator x x x x x x x x x x x
Statistician x x x x x
ProjectStaff x x x x x x x
DataEntry x x x
SummaryofBasicUserRights:
Calendar–Allowsusertoviewcalendarandschedulepatients(internallyonly,notconnectedtoEPIC)usingtheschedulingmoduleandtheCalendarApplication.
DataExportTool–AllowsusertoexportdataintoExcel,SPSS,SAS,RandStata. NoAccess–Nodataexportingcanbeperformed. De-identified–CanonlyexportdatathatisnotclassifiedasPHIintheproject. FullDataSet–Alldatacanbeexported,includingPHI,fromtheproject.DataImportTool–Allowsusertoimportdataintoprojectusingthedataimporttemplate(Excel).
Logging–Allowsusertoviewallprojectactivity(whichusershavedonewhat)under‘Applications.’FileRepository–Allowsusertoviewandopenthefilesthatarestoredinthefilerepositoryunder‘Applications.’UserRights–Allowsusertoassignandchangeuserrightsforallthoseassignedtotheproject,includingthemselves.DataAccessGroups–Formulti-sitestudies,onlyuserswithinagivenDataAccessGroupcanaccessrecordscreatedbyuserswithinthatgroup.
GraphicalDataView&Stats–Allowsusertoviewallprojectdatainaggregategraphicalformatandasdescriptivestatistics.DataQuality-Allowsusertoexecutedataqualityrulesuponprojectdatatocheckfordiscrepanciesinthedata,suchasmissingvalues,fieldvalidationerrors,andoutliers.Reports&ReportBuilder–Allowsusertobuildandsavecustomreports,whichwillquerytheprojectinrealtimeanddisplaytheresultingdatainatableformat.ProjectDesignandSetup–Allowsusertochangethesetupanddesignoftheproject,suchascreatingevents,makingtheprojectlongitudinal,addingasurvey,orrenamingtheproject.API*–AninterfacethatallowsexternalapplicationstoconnecttoREDCapremotely,andisusedforprogrammaticallyretrievingormodifyingdataorsettings.
*ThisfunctionisnotcurrentlyworkinginREDCap.
RecordLockingCustomization–AllowsusertohaveaccesstotheRecordLockingCustomizationApplication,usedforcustomizingtheRecordLockingoptionandE-signatureoptionondatacollectioninstruments.Lock/UnlockRecords–Allowsusertolock(andunlock)individualrecordssotheycannotbealtered. Disabled–Usercannotlockorunlockrecords Locking/Unlocking–Usercanlockandunlockrecords
Locking/UnlockingwithE-SignatureAuthority**-Usercanlockandunlockrecordsagivestheme-signatureprivilegestoapplyane-signaturetoforms. **ThisfunctionisnotcurrentlyworkinginREDCap
Allowlockingofallformsatonceforagivenrecord–Allowsusertolockallrecordsacrosstheprojectforanindividualsubject.CreateRecords–Allowsusertocreatenewrecordsandaddnewsubjectstoproject.RenameRecords–Allowsusertorenamerecords,suchasassigningasubjectanewStudyIDnumber.DeleteRecords–Allowsuserstodeletesubjectsfromtheproject.ExpirationDate–Givesuseraccessupuntilaspecifieddate.Usedmostlyfortemporaryemployees,suchasstudentsperformingdataentry.
DataEntryRights:
• TheDataEntryRightssectionallowsyoutocontrolaccesstoindividual forms.
• Thedefaultsettingisthatallnewuserswillhaveaccesstoviewandediteveryformintheprojectbutthiscanbechangedbyselectingeither“NoAccess”or“ReadOnly”foreachform. NoAccess–Usercannotvieworedittheformatall.
ReadOnly–Usercanviewtheformbutcannotchangeoradddata totheform.
Examplesforusingthisapplication:• IfyoudonotwantthePItobeabletoseePHIthatislocatedonthe
Demographicsformwhentheyaccesstheproject,donotgivethemaccesstothisform(“noaccess”).
• Ifyouhavesomeonewhowillonlybeenteringinlaboratorydata,onlygive thatpersonaccesstothatparticularform(“viewandedit”).
ToViewWhatRightsanAssignedUserAlreadyHas:
• Goto“UserRights”under‘Applications’(asdescribedonpage1)• Oncethere,alistofusersontheprojectandtheirpermissionsareshowninatableformat(seeexamplebelow).
ToChangeanExisitngUser’sRights:
1) Clickontheuser’snameorusethescrolldownmenunextto“Chooseexistingprojectuser”andselecttheuseryouwanttochangetherightsfor.Thiswilltakeyoutothelistofuserrightsthatareavialable.
2) Youcannowcheckoruncheckthepermissionsyouwanttochangeforthatuser.3) Clickon“SaveChanges”onceyouarefinished(seeright).
Todeleteausersotheynolongerhaveaccesstotheproject,clickontheuser’snameandthenclickon“DeleteUser”(seeright)andhit“OK”whenthedialogueboxappearsaskingifyou’resureyouwanttodeletethisuser.
• Ifyouhavestudentsorothernon-permanentemployeeswhoaregoingtobeenteringdata,youmaywanttoenterinan“expirationdate”sothereaccesstotheprojectrunsoutwhentheyleave(seebelow).
• Expirationdatesareenteredintheformatof:yyyy-mm-dd.• Onceyouhavesavedthechanges,thisexpirationdatewillappearunderthe“Expiration”columnintheuserright’stable(seenextpage).
TroubleShooting:
Ifausercannotaccessaproject,it’smostlikelyoneoftheseitemslistedbelowistheissue:
1) HastheuserregisteredforaREDCapaccountat:http://www.ctsi.ufl.edu/research/research-support/redcap/2) Hastheuserbeenaddedtotheproject?3) Wastheuser’sGatorlinkusernamecorrectlyenteredintothe“AddaNewUser”field?-see‘StepsforCreatingaNewUser’sectionaboveforfurther
details.4) Wastheuseraddedtothecorrectproject?5) Wastheusergivenanexpirationdateforprojectaccessthat’sexpired?
Ifthisdoesnotsolvetheproblem,pleasecontacttheREDCapsupportlistserveatCTSI-REDCAP-SUPPORT-L@lists.ufl.edu
