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Setting of user rights / roles should directly reflect the study’s operational workflow granting functionality based solely upon the need to fulfill project responsibilities. It is important to give the minimum amount of access needed for users (including the Secondary Owner) to perform their duties. Click on the desired topic to jump to the relevant information. |
User Rights Functions
Data Entry Rights - Grants the user “No Access”, “Read Only”, or “View&Edit” rights to that particular collection instruments. (Located on right side of box)
Expiration Date - Automatically terminates project access for the user on date entered.
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Highest level privileges:
Project Design and Setup - Grants user access to add, update, or delete any forms within the project. Also allows user to enable and disable project features and modules. We suggest that only a limited number of users have access to his ability.
User Rights - 3 unique permissions: No Access, Read Only, Full Access
‘Full Access’ grants user access to change the rights and privileges of all users on a particular project, including themselves. We suggest that only the P.I. and the Manager have access to this ability.
Data Access Groups - Grants user access to create and add users to data access groups. User should not assign their self to a data access group or they will lose their access to update other users to data access groups. Therefore, user with this privilege should be able to see all project data regardless of group. We suggest that only a limited number of users have access
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Privileges for data reports (including PDFs and API exports), reports, and stats:
Data Export Tool - Grants user “No Access”, “De-identified”, "Remove all tagged identifier fields", or “Full Data Set” access to export all or selected data fields. Data can be exported to one of the 5 default programs in REDCap (Excel, SAS, SPSS, R, Statal).
Default Access: De-Identified;
o No Access - a user will not be able to export data
o De-Identified - shifts all dates even if they are not marked as identifiers and non-validated text fields and note fields (free text) are automatically removed from export.
o Remove all tagged Identifier fields - removes fields marked as identifiers, however, it does NOT automatically remove non-validated text fields or field notes and does NOT date shift
o Full Data Set - has access to export all data
Add / Edit Reports - Grants user access to build and edit simple queries within the project. If user does not have access to a data collection instrument that the report is pulling data from, access will be denied for report.
Stats & Charts - Grants user access to view simple statistics on each field in the project. If user does not have access to a data collection instrument, that instrument will not be listed on the page.
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Other privileges:
Manage Survey Participants - Grants user access to manage the public survey URLs, participant contact lists, and survey invitation log.
Calendar - Grants user access to track study progress and allows user to update calendar events, such as mark milestones, enter ad hoc meetings
Data Import Tool - Grants user access to download and modify import templates for uploading data directly into the project bypassing data entry forms.
Data Comparison Tool - Grants user access to see two selected records side by side for comparison.
Logging - Grants user access to view log of all occurrences of data exports, design changes, record creation, updating & deletion, user creation, record locking, and page views. This is the audit trail for the project.
Email Logging - Grants access to the project’s log of emails
File Repository - Grants user access to upload, view, and retrieve project files and documents (ex: protocols, instructions, announcements). In addition, it stores all data and syntax files when data is exported using the Data Export Tool.
Data Quality - Grants user access to find data discrepancies or errors in project data by allowing user to create & edit rules; and execute data quality rules. If user does not have access to a data collection instrument that the query is referencing, access will be denied for query results.
API - (Application Programming Interface) The REDCap API is an interface that allows external applications to connect to REDCap remotely, and is used for programmatically retrieving or modifying data or settings within REDCap, such as performing automated data imports/exports from a specified REDCap project. For details on the capabilities of the REDCap API and how to use it, please see the REDCap API documentation.
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Settings pertaining to project records:
Create Records - Grants user access to add record and data to database.
Rename Records - Grants user access to change key id of record. We suggest that only a limited number of users have access
Delete Records - Grants user access to remove an entire record. We suggest that only the P.I. and the Manager have rights to delete records
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Settings pertaining to record locking and E-signatures:
Record Locking customization - Grants user access to customize record locking text.
Lock/Unlock Records - Grants user access to lock/unlock a record from editing. Users without this right will not be able to edit a locked record. User will need "Read only" or "View&edit" to lock/unlock a data collection instrument
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User Right Descriptions
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How to setup User Roles:
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User roles are useful when you will have several users with the same privileges because they allow you to easily add many users to a role in a much faster manner than setting their user privileges individually. Roles are also a nice way to categorize users within a project.
The following shows how you to create and assign a user to a user roleroles:
Click
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"User Rights" in the left
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hand menu under ‘applications’
Click in the "Create new role name" box (circled in red in image below). Here type the name of the role and click "Create role"
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Now the "Creating new role" box will appear
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> select the rights you'd like to give the user and click "Create role" (circled in red in image below).
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Now that the role is created, users can be added to it. Do this by clicking in the "Assign new user" box
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> type in the user's unid or name
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> select the correct name. Next click "Assign to role" and select from the drop-down menu which role you would like to assign to the user.
The user will now be assigned to
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that role
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Additional Considerations & FAQs
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To restrict a user from viewing sensitive fields, you must group all of the sensitive fields on one form and set the user's data entry rights to "None" for that form. This will prevent the user from viewing the entire form. You cannot selectively prevent a user from viewing certain fields within a form. To limit access to an instrument, go to User Rights > Select the User > Click “No Access” |
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The User Rights page can be used to determine the roles that a user can play within a REDCap database. The Data Access group on the other hand determines the data visibility of a user within a REDCap database.The following example will illustrate the distinction that was made above. Let's say that users 1 and 2 have identical data entry roles. In this situation the Create and Edit Record rights would be assigned to both users. However a particular project may require that they should have the ability to perform data entries on the same set of forms without seeing each other's entries. This can be done by assigning User1 into the access group1 and User2 to the access group2. |
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You can create roles to which you may assign users. User roles are useful when you will have several users with the same privileges because they allow you to easily add many users to a role in a much faster manner than setting their user privileges individually. |
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Below are roles & associated rights most commonly used in REDCap projects. It is up to the discretion of the project PI in conjunction with the study operations & workflow, etc. whether or not to set up roles in a project: · PI/ Owner (s) · Project Coordinator (s) · Research Staff · Reporting / Analysis Roles allow you to categorize users within a project. You can clearly designate which user is the project owner in the User Rights section (with appropriate permissions). Usually the owner is the user with the right to grant project access to other users. For purposes of project identification, you might also want to have a separate role of PI. Be sure you also have the PI (if applicable) identified in "Modify project title, purpose etc. |