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:john.doe@ufl.edu,theirusernamewouldbejohn.doe(donotaddthe@ufl.eduwhenenteringintheirGatorlinkusername).

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