Project Users and Rights
- maxx.somers@cchmc.org (Unlicensed)
- Melissa Hall
- Terry Nguyen
REDCap administrators cannot add user accounts to a particular research study.
After project creation, user access is controlled by study staff.
If you have any questions, contact us at cru@ucalgary.ca
User Rights page
The ability to view and edit project setup requires the User Rights user privilege.
In the lefthand menu, under the Applications header, click User Rights to get to the page.
Page overview
A list of the users that have access to the project. Individual user privileges can be edited by clicking on the username and clicking ‘Edit user privileges’
The roles that have been created in your project. Roles are a defined set of privileges that can be given to multiple users (ex. Data Entry). By default, no roles exist. Users that belong to a specific role will have their username moved to be beside that role name.
The Data Access Group that the user belongs to, if any.
The table shows an overview of the privileges that each user/role has.
User Privileges
Basic Privileges
Cells marked in blue appear based on the project setup
Expiration Date | Automatically terminates project access for the user on the date entered. |
Highest level privileges | |
Project Design and Setup | Grants user access to add, update or delete any forms within the project. Also allows users 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. We suggest that only the P.I. and the Manager have User Rights |
Data Access Groups | Grants user access to create and add users to data access groups. The user should not assign themself to a data access group or they will lose their access to update other users to data access groups. Therefore, users with this privilege should be able to see all project data regardless of group. |
Other privileges | |
Survey Distribution Tools | Grants user access to manage the public survey URLs, participant contact lists, and survey invitation log. Only available if Surveys are enabled. |
Alerts & Notifications | Grants user access to view, add, and edit the customized alerts and notifications that are sent out by your project. |
Calendar & Scheduling | Grants user access to track study progress and allows users to update calendar events, such as mark milestones, and enter ad hoc meetings. (“& Scheduling” appears if the project has longitudinal events with the scheduling module enabled) |
Add/Edit/Organize Reports | Grants user access to view and build simple queries within the project. If the user does not have access to a data collection instrument that the report is pulling data from, access will be denied for the report. |
Stats & Charts | Grants user access to view simple statistics on each field in the project in real time. If the user does not have access to a data collection instrument, that instrument will not be listed on the page. |
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 a 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. |
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. |
Randomization | Grants user access to randomization options, such as the ability to set up randomization or assign a record to a randomized group. Only available if the Randomization module is enabled. |
Data Quality | Grants user access to find data discrepancies or errors in project data by allowing users to create & edit rules; and execute data quality rules. If the user does not have access to a data collection instrument that the query is referencing, access will be denied for query results. |
Data Resolution Workflow | Grants user roles for data queries, assigning who can open, respond, and close queries. Only available if the Data Resolution Workflow module is enabled. |
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. |
Settings pertaining to the REDCap Mobile App | |
REDCap Mobile App | The REDCap Mobile App allows for the data to be collected on an Android or iOS device in an offline fashion. The data is then synced back to the project at some point later on. This setting grants the user access to the settings for REDCap Mobile. |
Allow users to download data for all records to the app? | Grants the user the ability to download records from the project onto their REDCap Mobile App. |
Settings pertaining to project records | |
Create Records | Grants user access to add records and data to the database. |
Rename Records | Grants user access to change the key id (record_id) of the record. |
Delete Records | Grants user access to remove an entire record. We suggest that only the P.I. and the Manager have the right to delete records |
Settings pertaining to record locking and E-signatures | |
Record Locking Customization | Grants user access to customize what instruments can be locked, whether eSignatures are enabled, and change the record locking text. |
Lock/Unlock Records (instrument level) | Grants user access to lock/unlock an instrument from editing. Users without this right will not be able to edit a locked instrument. Instruments can also be locked with eSignatures. |
Lock/Unlock *Entire* Records (record level) | Grants user access to lock/unlock a record from editing. Users without this right will not be able to edit a locked record. |
Privileges for Viewing and Exporting Data
These are set on a per-instrument basis. Clicking the header (ex. Read-Only) will quickly assign that privilege to all instruments in the table.
Data Viewing Rights | |
No Access (Hidden) | The user is unable to view this instrument in REDCap. |
Read Only | The user is able to view the instrument’s data in REDCap |
View & Edit | The user is able to view and edit the instrument’s data in REDCap. |
Edit survey responses | Grants the user the ability to modify the data in an instrument after it has been submitted by a participant as a survey. Only available if the instrument is enabled as a survey. |
Data Export Rights | |
No Access | The data from this instrument is automatically removed from export. |
De-identified* | All fields that are marked as identifiers in this instrument are automatically removed from export. |
Remove All Identifier Fields | All fields that are marked as identifiers in this instrument are automatically removed from export. |
Full Data Set | All data in this instrument is allowed to be exported. |