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Define user rights

The Users tab

The Users tab is where all user rights and roles are managed. Only users with the 'Manage users' right. can access this tab. It is possible to define individual rights for each user, per institute where as user roles are a set (combination) of rights.

  1. The 'Filter users' field can be used to filter the displayed users. This is useful if you have many users and you want to quickly locate a user. Note: The filter works on name / last name only, users cannot be identified by their email address.
  2. 'Notify selected users' can be used to send an email to selected or all users in the study.
  3. The '+ Add user' button is used to invite new users to participate in the study - more details are provided below on inviting users. The 'Edit Roles' button allows the administrator to create and edit existing roles. For more information about user roles, refer to the manual entry for defining user roles.
  4. Here all of the users' first and last names are listed.
  5. Displays the status of the user. This can either be "Confirmed" for a user who has already created a Castor account and can access the study, or "Invited" for a user who has not yet created an account. Once they do, the status will change to "Confirmed".
  6. Number of the user's management and institute rights. This is displayed as 0/0 by default when the user is first added to the study. As additional rights are assigned, the displayed number will increase. See below for details on defining rights for each user. The creator of the study is assigned all user rights by default.
  7. Action to edit the rights or delete a user. Users can be deleted by clicking on the X icon. Double-clicking a user or clicking the cogwheel on the right will open an overlay where the user's record rights can be edited. (See next step of this lesson). When a user is locked out of Castor by entering a wrong password too many times, a lock icon will appear here next to the user. See also how to unlock a locked account. There also is a button to resend the study invitation.
  8. At the bottom of the 'Users' tab, you will find the rights overview button, which leads to a new page with a summary of all user rights. This provides an overview of all users, their rights for each institute and the date of their last login.

Institute rights (for a user)

Double clicking on the user's name or clicking the cogwheel icon in the 'Action' column provides an overview of the assigned rights for the selected user:

  1. User rights can be edited for each institute listed in the left-most column.
  2. You can choose one of the pre-defined roles or create your own roles to assign rights quickly and to blind parts of the CRF.
  3. The record rights for the selected user per institute, which are as follows:
    • Add: Allows the user to add new records and to add reports to a record.
    • View: Allows the user to view created records.
    • Edit: Allows the user to enter and edit data in a record.
    • Email: Allows the user to view and/or edit the stored email address within a record or within a survey invitation. Note: adding a new email address is available to all users with 'Edit' rights only, but they will not be able to view an added email address if they do not have 'Email' rights. The 'Email' right should be considered as the right to view the email address associated with a survey participant.
    • Rand. (randomize): Allows the user to randomize records. Note: This was formerly combined with the 'View randomization' right, so all users who could randomize a record would also be able view the randomization. This has since been split into separate rights to allow for double-blinded randomization.
    • View rand. (view randomization): Allows the user to view the randomization allocation for a record.
    • Sign: Allows the user to digitally sign study forms.
    • Lock: Allows the user to lock records, preventing further data entry.
    • Verify: Allows the user to do source data verification of data entry.
    • Query: Allows the user to create and close queries (used for monitoring).
    • Archive: Allows the user to archive records.
    • Export: Allows the user to export data.
    • Send surveys: Allows the user to create and send survey invitations
    • View surveys: Allows the user to view and enter survey data
    • Encrypt: Allows users to view and edit encrypted data.
  4. Click the 'Save' button to save changes. Alternatively, click 'Close' to discard any changes and return to the 'User' overview.

Management rights

The management rights are advanced rights for users that are managing the study, in contrast to only performingdata entry.  Open the 'User rights' dialog window by double clicking on the user's name or by clicking the cogwheel icon in the action column next to a user. To change the management rights, click the 'Management rights' tab at the top:

  1. Management rights can be changed using the Yes/No radio buttons next to the specific management right. The management rights are as follows:
    • Records: If a user has the 'Manage Records' right, they will see the 'Records' and 'Surveys' tab, as well as the 'Statistics' tab, which shows an overview of the inclusions in the study. The exact data the user can access depends on the specific institute rights. For example, a user who needs to view the records for 'Institute X' will need to have 'Manage Records' and 'View' rights for 'Institute X'.  
    • Form: Allows the user access to study management tab 'Form' (the Form Builder).
    • Users: Allows the user access to study management tab 'Users'.
    • Settings: Allows the user access to study management tab 'Settings'.
    • Note: To view the Audit Trail, all management rights must be enabled.
  2. Click 'Save' to save the changes, or 'Close' to discard changes, and return to the 'User' overview.

Adding users and managing their rights:

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  1. Castor Support Team

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