Data Access Groups and Record IDs

What are Data Access Groups and how DAGs affect Record numbering?

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.

To create a Data Access Group:

Navigate to the Data Access Groups link under Applications

Enter the Group Name and select ‘Add Group’.

The Group Name will then appear in the Data Access Groups list.

 Once the users have been added through the User Rights, you can then assign them to a Data Access Group.

To assign a user to a Data Access Group:

Click on the drop-down beside ‘Assign User’ and select the user name.

Select the Data Access Group from the next drop-down list. Then click on Assign.

The user name will then appear within the ‘Users in group’ column of the Data Access Group List.

Note: If you are a Data Access Group member and are creating a record, the record will automatically be assigned to your Group.

Note: If you are a Global User and are creating a record but need to add that record to a Data Access Group, select the group from the ‘Assign a record to a Data Access Group?’ drop-down list. Complete the record information and click ‘Save Record’. 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.

To see a list of the records within a Data Access Group:

Navigate to the Record Status Dashboard.

Select a group from the drop-down list for ‘Displaying Data Access Group’. The Dashboard will reflect only those records within the specified Data Access Group.

Note: If you are a group member and not a global access user, the records on this page will include only those within the group you are assigned.

About record creation:

IMPORTANT: When a group member creates a record, a unique Data Access Group (DAG) code is appended to the record number (if Auto-numbering is enabled), whereas records entered by the Global Access user do not. This record ID can be renamed and the DAG number removed with all restrictions remaining intact.

Access of the records created by the Group Member is restricted to only that member’s Data Access Group or a Global User.

Access of the records created by a Global Access User is accessible by any Global Access User, but not a Group Member

Assigning a record to a Data Access Group:

Global Access Users can manually assign a record to a Data Access Group. To assign a record, open the record from Add/Edit Records and click the Choose Action For Record button. From the drop-down select Assign to Data Access Group and select the appropriate group.

Note: the record number will remain the same. However, the Global Access User can add the

Data Access Group ID before the record id, if desired, to retain naming consistency.

For additional assistance, please contact the cru@ucalgary.ca