This article outlines the steps for adding, editing, and expiring new users in REDCap@UNC, including how to set their permissions.
In This Article:
Adding New Users
When adding new users, consider the following guidelines:
- User rights should ONLY be given to PI or data managers.
- Expiration dates can be set but are not required.
- When new instruments are made in draft mode and approved, the PI or data manager will need to update the viewing rights for all user roles.
- All users should be listed on your UNC IRB, unless you have guidance from the IRB stating certain users (i.e., external users) are not required to be listed.
- In the grey box, click/Select ‘Assign new user to role’ field.
- Enter the user’s Onyen followed by @unc.edu (onyen@unc.edu).
Only the Onyen is required on RC1 and Global instances. Onyen@unc.edu format is only used on SSO instances such as RSC, OPS and Learn.
- Select the user from the drop-down menu.
- Select 'Assign to role' and assign the user to a pre-made role.
Editing Users roles
- Under the column 'Role Name' select the role you wish to edit.
- The 'Role Rights' page will appear; the left side is dedicated to 'Basic Privileges' while the right side is 'Privileges for Viewing and Exporting Data'.
User rights include the option to give users roles the option to delete records, this option should not be given lightly and should be reserved for data managers and investigators. Accidental deletion of records by users is always a possibility, recovering deleted data is possible but will incur a fee.
- To grant or restrict rights, select the check box or button on the application or instrument.
Expiring Users
When a user leaves UNC or is no longer required to have access to REDCap@UNC projects, their access should be expired.
You can also set a future date to expire their access if you anticipate a user leaving a project ona specific date.
User expiration is done on a project-to-project basis.
- On the User Rights page, select the desired cell under Expiration.
A red date indicates expired access.
- Enter the access expiration date in the Change user expiration prompt.
Leaving the Change user expiration prompt empty will set the date to Never.
- Select Save.
Once the expiration date is passed, users will no longer be able to access the project.