2019 REDCap Training

User Access Rights & Permissions

(Data Access Groups)/Sites

Contributed by :

MRC/UVRI and LSHTM Uganda Research Unit

User Rights: Managing & Assigning Rights

• REDCap Users are created by the REDCap Administrator. (Staff

DO NOT automatically have a REDCap Account)
• Users can be added and removed from individual projects by the
Project Owner, Project Administrator and Data Manager who
have access to the project’s User Rights module
• The rights of each User must be defined depending on the user’s
profile and role in the Project. Don’t give user more access
rights than they need. E.g. A Data Collector should not be
allowed to export any data

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User Rights: Managing & Assigning Rights

• To assign rights to a user, go

to “Applications section”
and then click on User
Rights tab

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User Rights: Managing & Assigning Rights

• Clicking on `User Rights` will bring you

the User Rights page where you can
add new users to your project with
“customized rights” or “create Roles” such
as P.I., DM, Statistician with specific rights
so that you may assign new users to a
role right away

• The same User rights page displays the

current users on the project, and the
rights to which they have access

MRC/UVRI and LSHTM Uganda Research Unit

User Rights: Add users in your project

1. To add a User, type the

person’s names here
2. A list of matching names will
appear
3. Select the appropriate name
4. Click on (Add with custom
rights)
5. Assign the user-rights as
required
Note: The person must already have
created an REDCap Account before you
can add them

MRC/UVRI and LSHTM Uganda Research Unit

Edit user-rights or remove users from your project

1. To edit user rights, click on

the {Username}. A menu will
appear
2. Click on {Edit User privileges}
3. A new menu will appear that
will allow you to either “edit
their user-rights”, or to
remove their access to your
project. Follow the on-screen
instructions

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Edit user-rights or remove users from your project

Editing User-rights
1. This shows the name of the
User for whom you are editing
the User-rights.
2. Checked boxes indicate
user rights is granted to the
User
3. Unchecked boxes indicate that
User-rights is not granted to
the User
4. When finished Click the
“save changes” button
5. To remove users from project
click on the “Remove User” at
bottom of page
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 User Rights: 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.
User Rights
Grants user access to change the rights and
privileges of all users on a particular project,
including themselves.
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.

MRC/UVRI and LSHTM Uganda Research Unit

 User Rights: Privileges for Data reports

Data Export Tool

This gives the user access to export all or
selected data fields. The default access is “De-
Identified”. The other access options are:
 No Access: The user will not be able to export data
De-Identified: All free-form text fields will be
removed, as well as any date/time fields are
automatically removed from export
Remove all tagged Identifier fields: This removes
fields marked as identifiers. However, it does
NOT automatically remove non-validated text
fields or field notes and does NOT date shift.
Full Data Set: User has access to export all data.
Only the Project owner and Project administrator
should have this right

MRC/UVRI and LSHTM Uganda Research Unit

 User Rights: Privileges for Data reports

Add/Edit/organize Reports:
This gives the 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
This gives the 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.

MRC/UVRI and LSHTM Uganda Research Unit

 User Rights: Other Privileges ( ) 1

Manage Survey Participants (for Survey)

 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

MRC/UVRI and LSHTM Uganda Research Unit

 User Rights: Other Privileges ( ) 2

Logging
 Grants user access to view the audit trail for the project

File Repository
 Grants user access to upload, view and retrieve
project files and documents (ex. Protocols,
instructions). 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

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 User Rights: REDCap Mobile App

REDCap Mobile App

 This gives the user access to using the REDCap Mobile
App to collect data offline
Allow user to download data for all records to the
App
 This allows the user access to using the REDCap
Mobile App to collect data offline
Note
• With regards to data collection, user rights inside the
REDCap Mobile App will follow the user's rights in the
Project. For example, if a user has 'No Access' Data
Entry Rights for a specific Instrument, then the user
will also not have access to that same Instrument in
the App.

MRC/UVRI and LSHTM Uganda Research Unit

 User Rights: Project records

Settings pertaining to the 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 senior users
have access.
Delete Records
 Grants user access to remove an entire record. We
suggest that only the Project Owner and the
Project Administrator have this right.

MRC/UVRI and LSHTM Uganda Research Unit

 User Rights: Record locking and E-signatures

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

MRC/UVRI and LSHTM Uganda Research Unit

 User Rights: Data Entry rights

Data Entry Rights

Grants the user “No Access”, “Read Only”, or “View &
Edit” rights to the data collection Instruments that are
available in your Project.
No Access: The User will not be able to view or edit
data on that Form.
Read Only: The User will be able to view the data in
the Form, but will not be able to edit the data.
View & Edit: The User will be able to both view and edit
the data in the Form.

IMPORTANT
This ONLY controls the User’s ability to view/edit data on a REDCap Form
or Report. It DOES NOT CONTROL the user’s ability to export/import data.
To control a user’s right to export/import data, see “Data Export Tool” and
“Data Import Tool”.

MRC/UVRI and LSHTM Uganda Research Unit

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

MRC/UVRI and LSHTM Uganda Research Unit

 Creating DAG in
REDCap

 To create a Data Access Group, go to the

Applications and then click on the
“Data Access Groups” tab.
 Enter the Group Name and select
‘Add Group.’
 The Group Name will then appear in the
Data Access Groups table. You can add
as many DAGs as needed.
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Creating DAG in
REDCap

MRC/UVRI and LSHTM Uganda Research Unit

Adding a user to a REDCap
DAG:
 All users must first be added to the project on the User Rights
page. Once the users have been added to the project, you
can then assign them to a Data Access Group. To assign a user,
navigate back to the “Data Access Groups” tab and click on
the dropdown beside ‘Assign User.’ Select the appropriate
username and then select the appropriate Data
Access Group from the next dropdown list. Then click on
“Assign.”
 The username will then appear within the ‘Users in group’
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Adding a user to a REDCap
DAG:
column
of the Data Access Group table.

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Adding a user to a REDCap
DAG:

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Re-assigning User to another DAG/Site

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Exporting Data by a DAG/Site
User

• DAG/Site is a limitation in the view and access to data as

mentioned earlier
• A DAG/Site user can only export data from his/her group/site.
They cannot export data from other groups/sites, unless they
are reassigned to that group.

MRC/UVRI and LSHTM Uganda Research Unit

Assigning a record to REDCap
DAG:

 If you are a Data Access Group member and are creating a

record, the record will automatically be assigned to your
Group.
 If you are a Global User (i.e., you are not assigned to a DAG)
and are creating a record but need to add that record to a
Data Access Group/Site, select the group/Site from the ‘Assign
a record to a Data Access Group?’ dropdown list. Complete the
record information and click ‘Save Record.’

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Assigning a record to REDCap
DAG:

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Additional
Information:
 Any user not assigned to a group has global access within the
project. This type of unassigned user can access allrecords in the
project.
o Global Access - To see a list of the records within a Data
User
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.
o Group Member
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 Additional
Information:
- If you are a DAG group member, the records on this
page will include only those within the group you are assigned.

MRC/UVRI and LSHTM Uganda Research Unit

Additional
Information:
 Record creation:
o 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.
o In the example below, records 1-6 were created by a Global
Access User.
o A DAG member of Test Group A created the bottom two
records. Notice on the Global Access record list that those
records have a unique ID appended to the record ID as
compared to the records entered by the Global Access User.

MRC/UVRI and LSHTM Uganda Research Unit

Additional
Information:
oThe DAG member can only see records that were created by
him/herself, records that were created by other members of
the same DAG, or records that were created by the Global
Access User AND were assign to his/her
DAG.
oThe Global Access User can see ALL project records,
regardless of DAG.

MRC/UVRI and LSHTM Uganda Research Unit

Additional
Information:

 As noted above, Global Access Users can manually assign a record to a Data
Access Group.
o To assign a record, open the record’s instrument and select the DAG in
the top
right corner.
o The record ID will remain the same. However, the Global Access User
can change the record ID to add the prepended
Data Access Group ID. Note: The Global Access User must have the
appropriate user rights to “Rename
Records” in order to change the record ID.
o A Data Access Group ID is created for each group. Ensure the
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Additional
Information:
correct prepended ID is used when editing the record ID.

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Displaying Records DAG

MRC/UVRI and LSHTM Uganda Research Unit

Renaming Record in
REDCap

MRC/UVRI and LSHTM Uganda Research Unit

Renaming Record in
REDCap

MRC/UVRI and LSHTM Uganda Research Unit

2019 REDCap Training

Thank you!

MRC/UVRI and LSHTM Uganda Research Unit