Data Access Groups (DAGs)

Data Access Groups restrict viewing of data within a database. A typical use of Data Access Groups is a multi-site study where users at each site should only be able to view data from their site but not any other sites. Users at each site are assigned to a group, and will only be able to see records created by users within their group.  A user not assigned to a group can view ALL data.

To apply Data Access Groups (DAG) to your project, you first need to have rights to Data Access Groups (User rights explained at <https://wiki.chpc.utah.edu/display/bmic/User+Right+Descriptions>), and then you can do the following:

1. Create Data Access Groups:
   
   1. Click on DAGs (circled in red in image below)
      
      
      
   2. Enter name of DAG in the "Create new groups:" box (circled in red below)
      
      
      
   3. Click "Add Group"
      
      
      
2. Assign Users to Data Access Groups:
   1. Give user access to project, instructions how to do this are at: <https://wiki.chpc.utah.edu/pages/viewpage.action?pageId=339312657>
   2. Go to "DAGs" and select the user from the "Assign User" dropdown box (circled in green below)
   3. Select which DAG the user belongs to (Circled in red below) and click "Assign"
      
      
      
      
3. Assign records to Data Access Groups.  Records will automatically be designated to a DAG when data is entered by a user that is assigned to a DAG.  However, if a person that is not assigned to a DAG enters data, the record will not be assigned to a DAG.  Instructions on how to assign it to a DAG are here:
   
   1. Go to any form of the record you'd like to assign to a DAG
   2. In the top right corner, select from the dropdown list which DAG the record belongs to (circled in red in image below)
      
   3. Click Save
      
      
4.  Additional Information:
   Any user not assigned to a group has global access within the project. This type of unassigned user can access all
   records in the project.
   1. Global Access User - To see a list of the records within a Data Access Group, navigate to the Record
      Status Dashboard. Select a group from the dropdown list for ‘Displaying Data Access Group.’ The
      Dashboard will reflect only those records within the specified Data Access Group.
   2. Group Member - If you are a DAG group member, the records on this page will include only those within
      the group you are assigned.
5. Record creation:

If the project has record auto-numbering enabled, then when a DAG member creates a record, a unique DAG ID is prepended to the record number.