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Add, Edit, Expire User Privileges

Owned by Melanie Mansuy (Unlicensed)
Last updated: Jan 19, 2024 by Alyssa Hill
5 min read

Initial Considerations

It is the responsibility of the project owner / PI to ensure user rights are kept current. Staff should be expired from the project when they are no longer contributing to the study.

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.

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

  • User Rights - 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/Coordinator have user rights

  • 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.

    • If you are interested in learning more about data access groups click HERE

 

*Please Note: REDCap is a web-based system. Once data is downloaded from REDCap to a device (ex: computer, laptop, mobile device), the user is responsible for that data. If the data being downloaded is protected health information (PHI), the user must be trained and knowledgeable as to which devices are secure and in compliance with your institution's standards (ex: HIPAA) for securing PHI.

Users should be added using their uNID only, the user must also login to REDCap prior to being added to a project, otherwise they will not show up as registered or valid.

User will be unable to be added to project with success until they’ve logged in and verified their REDcap account.

Add New User to project

  1. Navigate to the project you want to add a new user to, and select "User Rights" on the left side of the page

  2. Within the "Add new user" box > select desired user > click green “+ Add with custom rights” > select desired rights > click add user

    1. If the user name doesn’t appear for selection (as shown above) when typing in their unid, this indicates they’ve NOT yet completed their account setup. You will be unable to add them to your project until they’ve done so following: Become a REDCap user

  3. Select users rights/privileges

  4. Click ‘Add user’ once complete

 

Edit Existing User Privileges

  1. Click on desired username (shown in blue) and click to "Edit user privileges"

    1. If using ‘roles’ you must click on the ‘role name’ (shown in red) to edit said roles privileges

  2. Edit rights/privileges

  3. Once the REDCap user or role is selected, a page similar to the image below will appear, click “Save Changes”

Expire / Disable user from a project

WARNING!

Best practice for auditing purposes is to EXPIRE users from your project versus DELETION!

Why? When you delete a user from a project, the audit logs no longer show the users name/details of who performed a specific action. Expiring a user ensures that user no longer has access to perform any action within in project, but the actions they previous made will be logged.

  1. Go to your project and select "User Rights" in the left column

  2. Select the person you want to expire by clicking on their User Name, then click "Edit user privileges"

    1. expire users access using the expiration date input shown below:

    2. Click ‘Save Changes’ afterward in the bottom right hand corner of the edit user pop-up

    3. If you wish to permanently delete a user from your project, within project logs their actions will appear as “deleted user”, rather than their name.

      1. Click "Remove user" at the bottom right corner > confirm removal action if you wish to do this.  

Note: If user is assigned to a role, you need to remove them from the role before you can remove them from your project

To expire users across project(s) in bulk

  1. Go to "My Projects" > click on "User Access Dashboard" at the top of the page

  2. Find the project you want to expire the user from and click to expire

  3. Scroll to the bottom and click "Save"

    1. A confirmation box will then pop up, click "Save Changes" to execute the action