RDCRN Permissions Dashboard

Owned by KarenA Lapthorn
Last updated: Sept 09, 2024
5 min read

The RDCRN Permissions Dashboard website displays RDCRN member accounts and their permissions within the RDCRN suite of tools, websites and services. Select RDCRN users can view and make changes to RDCRN member accounts.

If you have a role that allows you to use the Permissions Dashboard, you may use the instructions below to add, remove and edit members of your Consortium.

Add new RDCRN members to a Consortium

  1. Confirm you are adding the member to the correct Consortium by viewing the value shown in the Consortia dropdown menu.

  2. Click the Add Member button.

Screenshot 2024-01-31 104521.png
Consortia dropdown menu and Add Member button

  1. Enter all required information and any optional information that is available for the new member.

    1. If the email address is formatted like name.name@domain.org, the First Name and Last Name fields will auto-populate. These values can be updated if the auto-populated values are not correct.

    2. In order to prevent the same person from being added to the RDCRN member database multiple times, the Permissions Dashboard looks for possible duplicates.

    3. If there is a user in the RDCRN member database that matches the entered email or name information, a list of existing RDCRN members is displayed.

      1. If the new member is already in the RDCRN member database but NOT in the selected Consortium, click the correct Select link to continue adding the member to the selected Consortium. The member will retain access to their additional Consortia as well.

        Screenshot 2024-01-31 105048.png
        When adding a new member to ‘TEST’ Consortium, a match is found in the RDCRN member database. Click ‘Select’ to add the existing member to the ‘TEST’ Consortium.

      2. If the new member in the RDCRN member database and is already in the selected Consortium, you will not be able to click the Select link. Instead, no action is needed and you can go Back to All Members.

  2. Use the Add Another Member link to add additional new members if needed.

  3. Click Continue to complete a final review of the new member’s details. Clicking Confirm will add the new member to the RDCRN member database and the selected Consortium.

New member access to RDCRN tools, websites and services

Adding a new member to a Consortium gives them immediate access to many RDCRN tools, websites and services including the RDCRN Members Landing Pages website. The RDCRN Tool Garden lists all available tools and displays which tools a member has access to.

Some tools require additional steps to establish the correct access for the new member.

  • REDCap projects: A REDCap administrator will assign the new member to the appropriate REDCap projects. Any required REDCap training must be completed before access is given.

    • If the RDCRN DMCC is administering your REDCap project, please follow your consortium’s process to have the user added to the appropriate role in REDCap. Only the DMCC DM team is able to modify user permissions in REDCap at this point.

    • If you are the administrator of a REDCap project, you may give new members access to REDCap projects once the new member has been automatically copied into REDCap. This process happens within minutes of adding a new member via the Permissions Dashboard. Please keep in mind that REDCap users are identified by their RDCRN ID ending in @rdcrn.org (which is different from their regular e-mail address).

  • Biospecimen tracker: Please submit an RDCRN Help Desk ticket to request an API token, if the REDCap project utilizes the tracker.

  • Ambra: Please reach out to the Ambra administrator or your DMCC PM.

  • Box: Please reach out to your DMCC PM for assistance if you are unable to add the new user to a folder of interest.

Remove RDCRN members from a Consortium

(If a user’s name and/or email address needs to be changed, do not remove their account. Instead, Edit their account to update these values).

  1. Confirm you are removing the member from the correct Consortium by viewing the value shown in the Consortia dropdown.

  2. Locate the member in the list and click the Remove icon.

  3. You will be asked to confirm that you wish to proceed with removing the member.

Note: Removing a member from a Consortium removes their access to all tools and services specific to that Consortium. This includes REDCap databases, Box folders and Ambra. If the removed member is a member of additional RDCRN Consortia they will retain access related to those additional Consortia. Most RDCRN members are part of only one Consortium and therefore removing them from their single Consortium removes all of their RDCRN access. Please be mindful of any data stored in the RDCRN data ecosystem that the user may have generated or ‘own’ and follow your consortium’s policies and guidelines to preserve access to those data as appropriate.

Edit a member’s name, email address

  1. Locate the member in the list and click the Edit icon.

  2. Update any member details that need to be changed.

    1. If a member is part of more than one Consortium, editing their member information will impact all Consortia they are a member of.

  3. Click Continue to confirm the changes to the member's account. Clicking Confirm will save changes in the RDCRN member database. All changes to member accounts are logged and subject to audits.

  4. If an email address is being updated and the user has previously logged into RDCRN with an old email address, their login route will need to be reset.

    1. The login route can be reset by click on the “x” next to the route. Once the login route is cleared, the user can login with their updated email address/credentials.

Member Review and Attestation

Users who have a management role within a consortium will be asked to review their list of consortium members on a quarterly basis. The purpose of the review is to ensure the list of members who have access to consortium tools and resources is kept up-to-date.

When a review and attestation are due, a message will appear near the top of the Permissions Dashboard website. The message is only displayed for members of a consortium’s management group. In addition, a reminder email will be sent to those same management members.

Once a member of the management group has reviewed the member list and submitted the form, the message will be removed until the next calendar quarter. While there may be multiple people who can view and attest to the member list, only one needs to Submit the form.

A review can be completed by paging through the member list or downloaded a csv of the member list.

Example of message on Permissions Dashboard website:

Example of attestation email: