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User & Permission Management

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MyDataHelps Designer employs a sophisticated team- and institution-based access control system. A single individual may be assigned to multiple teams, projects, or institutions within a workspace, based on their specific responsibilities. For example, a coordinator in a multi-site project may be assigned to the project team at their specific site or institution, meaning they have access only to participant information at their location.

Table of Contents

Setting up Teams

User permissions within MyDataHelps Designer are controlled by a user’s assigned team. In order to get started with permissions, you’ll want to create teams and then assign permissions to those teams.

An “Everyone” team exists for all workspaces, with some defaulted permissions that you should review and potentially adjust. For a workspace with many users, it is recommended to remove all permissions from the “Everyone” team until users have been assigned to a more specific team.

Creating a Team

  1. From Workspace Settings, click on "Teams”.
  2. To add a new team, click “Add Team”.
  3. Provide a name for your new team, e.g. Study Coordinators.
  4. Check off all of the appropriate permissions for this team. See below for an overview of permissions, including recommended teams & permissions.
  5. Click “Save” once you are satisfied with the selected permissions. 
  6. If necessary, you can edit a team’s permissions by clicking the red trash can icon. If you need to delete a team, click the icon.

Demonstration: Creating a Team

Creating a Team.gif

Permissions

Now that you have a new team, you’ll want to assign permissions. 

  • Workspace Permissions: Apply to all notifications and settings within the workspace.
  • All Project Permissions: Apply to all projects within the workspace.
  • Project-specific Permissions: Apply only to specified projects. Your workspace must have projects for this to be available. Select “Add Permissions for a Project” and “Add Project” to enable.
  • Segment-specific Permissions: Apply only to specific segments within a project. To apply these permissions you must: 
    • Have projects that have segments. 
    • Have “View/Manage Segment Participants” checked within the specified project.
  • Institution-specific Permissions: Apply to individual users to restrict the participants that they can view. To apply these permissions you must:
    • Enable institutions for your project.
    • Uncheck "View/Manage All Institutions" within All Project Permissions.
    • Assign institution(s) to specific users.

Demonstration: Segment-Specific Permissions

Segment Specific Permissions.gif

Permissions Reference

The following tables summarize what each permission controls within the workspace/project.

Workspace Permissions

Permission Description
Notification Author Access the notifications screen, and manage all notifications for the workspace.
Workspace Settings View and edit workspace settings, users, and teams.
Survey Author Access the surveys screen, and view and edit all surveys in this workspace.

 

Project Permissions

Permission Description
Data Export View and update data export settings, and view the export history.
Delete Participants Delete participants from a project.
Export Explorer Allows access to the Export Explorer.
Invite Participants Add and/or invite participants to a project.
Project Builder Create and edit projects, update project settings, create survey schedules, create segments, and select sensor data to collect.
Reporting View View the project reporting dashboard, which contains data on enrollment, email notifications, and survey completions.
Segment Actions Invoke batch actions (send survey or notification, close survey, or set custom field) on participant segments.
Survey Publisher Publish surveys.
View/Manage Participants in All Segments

View and edit participants across all segments.
View/Manage Participants in All Institutions

View and edit participants across all institutions.

If your project does not enable institutions, this can remain unchecked. 

If using institution-specific permissions, leave this field unchecked and specify which institutions a user can access at the user-level. See Institutions for more information.
View/Manage Segment Participants View and edit participants in specified segment(s). Only available within project-specific permissions.
Withdraw Participants Allows withdrawing participants from the project.

Suggested Teams/Roles

The following teams are recommended for any given workspace.

Role Responsibilities Description Experience and Skills Recommendations

Workspace Owner
  • Has access to all projects for a given workspace. 
  • Will have access to PII/PHI across the projects within the workspace.  
  • Full CRUD (Create, Read, Update, Delete) rights across projects such as ability to:  authorize additional users; delete patient/participant data; delete projects; update project communications
  • Typically an individual with direct authority over projects or works directly for such an individual as their technology extension/designate. 
  • Ideally should have prior experience in working with enterprise technology platforms that require user account management (authorization/access control review), handling PHI/PII, and generally facile with new technology. 

Survey Designer

Create and build surveys
  • Understands the goals of the project and what needs to be captured
  • Understands how to code captured survey data appropriately for later analytics
  • Has knowledge of best practices of user interface design

Survey Publisher

Create and build, review/publish, and schedule surveys in production
  • Similar to a survey designer, but designated as an individual with final approval on when a set of survey changes can be released to participants

Notification Author

Create and test notifications
  • A marketer or someone with experience with CRM tools and who is familiar with the mechanics of push notifications, SMS messages, and html emails

Project Administrator

Manage a specific project, including the ability to inspect participant data, schedule surveys, and change global project settings
  • Understands who on their team is responsible for what tasks, and can assign roles based on need and skill level
  • If a multi-site project, this role may only have access to certain institutions

Invitation Manager

Add participants to one or more projects and send them an email invitation to join the project, or update participants in bulk
  • Understands recruitment needs and processes
  • As needed, can manage multiple lists/segments of interested parties’ contact information
  • As needed, a marketer with CRM tools

  • If a multi-site project, this role may only have access to certain institutions

Participant Support

Access to view and manage participants / PHI, including:

  • Ability to complete coordinator surveys
  • Access to view submitted surveys, HealthKit / Google Fit data, connected accounts (like Fitbit), and history of notifications sent
  • Ability to deliver surveys to individual participants
  • Ability to process withdraw requests, removing participants from the project.
  • Ability to clearly communicate over email or phone with participants of varying degrees of tech-savviness
  • Understands the questions to ask to problem solve most issues without tech support (e.g. login issues)
  • Possesses general knowledge of smartphone and devices
  • If a multi-site project, this role may only have access to certain institutions

Data Export Manager

Ability to manage data export settings and download previously exported data 

IT Experience with setting up data transfer and/ workspace approval/training to handle large amounts of PHI

Managing Users

After setting up your teams, you’re ready to add users to those teams and edit institution permissions.

  1. From Workspace Settings, click “User Access”.
  2. In the bottom right, enter the username or email address for the user and click “Add User to Workspace”.
  3. Check the end user being added is correct and click “Confirm”.
  4. Select the appropriate team from the “Add to Team” dropdown.
  5. If you are running a multi-site project, select the appropriate institution from the “Institution” drop-down.
  6. If necessary, click the gray trash can item to delete a user. You can also click the “X” in their assigned team or institution to remove them from that team or institution.
Users can be added to multiple teams and institutions to ensure they have all necessary permissions. For example, if you are using our suggested teams, you would likely want to assign someone on the Project Administration team to the Study Coordination and Data Management teams as well so that they can oversee the project, interact with participants when needed, and export data. When a new workspace is created, the "Everyone" team will have the "View/Manage Participants in All Institutions" permission selected, meaning users will default to having access to all institutions unless set-up otherwise.

Demonstration: Managing Users

Managing_Users.gif

In the event that an workspace’s ownership needs to be transitioned to another user, you can click the “Transfer Ownership” button next to the appropriate user.

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