User Rights

The User Rights page is used to grant user access to a FoM REDCap project and to manage the rights and permissions for users. Users may be added to predefined roles, or new roles can be created with customized permissions. The ability to modify these permissions is restricted to those with assigned User Rights permissions. For further assistance, please contact the FoMDS DM Team at fom.redcap@ubc.ca.

I need help with:

Logging in for the first time

Getting an error message during login

Adding/Removing Users on my Project

Unsuspending Users

I am logging in with:

UBC CWL credentials

PHSA/VCH//PHC accounts

1. Go to FoM REDCap.

2. Log in with your CWL credentials.

NOTE: You must have an enhanced CWL.
If you do not, please contact your project administrator or a UBC Staff/ Faculty member on your team to sponsor your account. Please refer to how to sponsor a guest page for more information.
The username will always be your CWL appended to '@ubc.ca'. For example, if the CWL is jsmith01, then the REDCap username will be jsmith01@ubc.ca.
Note: The REDCap username (i.e. jsmith01@ubc.ca) is not an email address used by REDCap.

Provincial Health Service Authority (PHSA), Vancouver Coastal Health (VCH), and Providence Health Care (PHC) staff can choose to login using their staff credentials.

1. Go to FoM REDCap.

2. Log in with your PHSA/VCH/PHC credentials (email address).

For existing users: Prefer to use PHSA/VCH//PHC accounts instead of CWL moving forward? Please make FoM Platform account change request.

Access Denied Error:

If you are getting an 'Access Denied' error when trying to log in, it generally means that you have a basic account. Please contact your project administrator or a UBC Staff/Faculty member on your team to sponsor your account. Please refer to how to sponsor page.

Account Suspended Error

If your REDCap account has been suspended, please contact your PA/PI to unsuspend your account. Only users authorized to add and remove users from a REDCap project will have the ability to unsuspend users.

PI/PA: Please see instructions under Unsuspending Users.

New users can be added to a REDCap project by assigning them appropriate User Rights. This can be done in the User Rights section under the Applications tab.

Note: Only those with User Rights permissions can manage and edit these rights. If you do not see the user rights section, talk to your project administrator.

I would like to:

Add a user to a pre-defined role

Add a user with custom rights

Create new roles

Remove a user from a project

There are two methods for adding a new user to the project: either by assigning to a pre-defined user role OR by adding with custom rights.

Pre-defined user roles are particularly useful for large teams, as they allow you to add many users to a single role, so you don't have to set up custom user rights for each individual. The DM team highly recommends assigning users to the pre-defined roles rather than using Custom Rights.

1. Enter user's @ubc.ca or PHSA/VCH//PHC email address in the text box that says 'Assign user to role'.

2. Select the appropriate role from the drop-down menu to 'select role'.

3. Click 'Assign'.

1. Enter user's CWL@ubc.ca or PHSA/VCH//PHC email address in the text box that says 'Add new user'.

- For example, if the CWL is jsmith01, then the REDCap username will be jsmith01@ubc.ca.
- Note: The REDCap username (i.e. jsmith01@ubc.ca) is not an email address used by REDCap.

2. You have the following options to add users with custom rights by clicking 'Add with custom rights' button.

3. Once you have customized the rights for the new user, select 'Add user' at the bottom right of the pop-up.

New roles can be created using the "Create a role" feature under User Rights and have the same privileges as adding a user with custom rights.

In each project, the PI or PA is responsible for removing user accounts by adding an expiration date to the user account in the User Rights page.

1. Go to User Rights section under the Application tab.
2. The Expiration is set 'never' in default when the user is added to the project. Click 'never' to edit.
3. Change user expiration and save.

1. Select the username you wish to remove and click 'Remove from role' in the User Actions pop-up.

2. After removing the username from the role, click the username again and select 'Edit user privileges' in the User Actions pop-up.

3. At the bottom-right of the pop-up window, click 'Remove user' to delete the account from the project.

How do I unsuspend a user?

1. Navigate to the User Rights under the Applications menu.

2. Locate the Un-suspend users function under the list of users.

Note: This function will only be displayed if there are suspended users in the project.

3. Select the user you wish to unsuspend from the drop-down list.

4. Click the green Unsuspend user button and then click OK.

5. The user is now unsuspended, and the PI/PA will receive an alert email regarding the unsuspension.

Note: Unsuspending a user's account allows them to access the REDCap system and all of the projects assigned to that user account.

1. The Principal Investigator/Project Lead role should have 'READ-ONLY' rights for survey responses.

2. Users in the Data Entry role should NOT have any data export rights.

3. The Statistician role should only be able to export DE-IDENTIFIED data.

4. PI and PA should include known expiry dates when adding users.

5. Generally, it is best practice to give the least amount of access that a user needs to do their job. You can always add more later if necessary.

You have selected an option that triggers this survey to end right now.

To save your responses and end the survey, click the 'End Survey' button below. If you have selected the wrong option by accident and/or wish to return to the survey, click the 'Return and Edit Response' button.