Managing Users and Studies

Creating new users and studies, adding roles and studies to users, and revoking access

Administrators in TIES manage accounts and can create new users and studies. Upon logging in as an Administrator, the Manage Accounts tab is available. In this tab, you can see users and studies in the system.

Notice: administrators please contact the TIES technicians to configure the smtp. Specifically, your institution need to set up an email account such as ties@pitt.edu to send notification to users. The configuration file about smtp can be found at ./tomcatHub/webapps/wsrf/WEB-INF/etc/dai/ActivityProdUserServicesDispatcher.properties. Without configuring the smtp, the following operations won’t work.  

Add a TIES User

To add a new user:

  1. Click the NewUserButton button or select New User from the File menu.
  2. Enter a username for the user. A temporary password is already provided.
  3. Fill in user information fields as applicable.
  4. Select the role to assign the user from the drop-down list.
  5. Click OK.

 The user will now be included in the Users list.

Edit a TIES User

Once created, TIES users can be modified. Roles can be added or modified (set to expire or never expire), contact information can be updated, and user passwords can be reset.

 

Add a Role to a User

Users can be assigned multiple roles. To add a role to an existing user:

  1. Click on the Users pane in the Manage Accounts tab.
  2. Select the name of the user you want to edit from the list of users.
  3. Select the appropriate role from the Add a role drop-down list and click AddButton .
  4. Click Yes to confirm that you want to add the role.
  5. Click the SaveButton button located under Available Tasks.

 

Edit User Information

Contact information can be changed, and roles previously assigned to users can be set to expire or not expire. To edit user information or modify role assignments:

  1. Click on the Users pane in the Manage Accounts tab.
  2. Select the name of the user you want to edit from the list of users.
  3. Make changes to the user as applicable.
  4. Click the SaveButton button located under Available Tasks after all changes have been made.

 

Reset Password

To reset a user’s password:

  1. Click on the Users pane in the Manage Accounts tab.
  2. Select the name of the user you want to edit from the list of users.
  3. Click the ResetButton button, or select Reset Password from the File menu.
  4. Click Yes to confirm that you want to reset the password. A temporary password will automatically be generated.
  5. Click Yes to send a notification email to the user.

 

Add a TIES Study

New studies can be added to an organization by the administrator. To add a new study:

  1. Click the NewStudyButton button, or select New Study from the File menu.
  2. Enter a title and abbreviated name for the study.
  3. Select the type of study from the dropdown. Options are Data Only, or Data & Tissue.
  4. Enter the IRB approval number.
  5. Set the expiration date for the study. If the study does not expire, click the Never Expires checkbox.
  6. Select the report types allowed by clicking and making the appropriate selections.
  7. Click OK.

 The study will now be included in the Studies list.

 

Edit a TIES Study

In general, here are the steps to edit an existing study:

  1. Click on the Studies pane in the Manage Accounts tab.
  2. Select the name of the study you want to edit from the list of studies.
  3. Make the desired changes.

 Some specific changes you may wish to make are adding an institution to a study, adding a user to a study, editing the type of study, and approving access for users.

Add a User to a Study

In addition to being assigned multiple roles, users can also be assigned to multiple studies. To add a user to a study:

  1. Click on the Studies pane in the Manage Accounts tab.
  2. Select the name of the study you want to edit from the list of studies.
  3. Click the AddAdminButton button under User Memberships.
  4. Select the appropriate user from the dropdown.
  5. Select the role the user should take for this study from the dropdown (if the user has multiple role assignments).
  6. Click OK.

 

Edit the Study Type (Data Only or Data & Tissue)

To edit the type of study:

  1. Click on the Studies pane in the Manage Accounts tab.
  2. Select the name of the study you want to edit from the list of studies.
  3. Select the appropriate option from the Type dropdown.
  4. Click the SaveAdminButton button to save changes.

Approve Access for Users

For cross-institutional studies, access to an institution’s data can only be granted by that institution. To grant or revoke access to your institution’s data:

  1. Click on the Studies pane in the Manage Accounts tab.
  2. Select the name of the study you want to edit from the list of studies.
  3. Mouse over any data access requests that need to be modified. When mousing over, the status will display what it can change to. For example, requested access can be approved, and approved access can be revoked.
  4. To make the access change, simply left-click.

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