Summary
Overall ClinSpark User permissions are managed within the User Profile and cover 3 levels:
A Role/Roles are to be assigned to User(s)
In case of a multi-site customer, users can be restricted to certain Sites only
Users can be restricted to certain Studies only
Default Settings
A newly created User will have no Study and Site restrictions assigned. This means they will have access to all Studies and Sites by default.
Additionally, new users will have no assigned Roles. To be able to log into ClinSpark, users need at least one Role assigned to their User Profile. Their User Role will allow them to perform the assigned Role Actions within ClinSpark.
Restrict User Access to specific Sites
To restrict User Access per Site:
To restrict User access using the User Profile settings, go to Administration > Users, search for the desired User and click on their name to access their User Profile.
In the “Sites” section, click the green “Add” button.
Select the desired Site from the dropdown and tick the “Recruitment Restriction?” tickbox for User who will only perform recruitment-related actions within the Site.
Click “Save” to continue.
Repeat this for each Site that the User should have access to.
Restrict User Access to specific Studies
To restrict User Access to Studies, you can user their User Profile settings or a study specific User Access module.
Using the User Profile settings to restrict access
This is the most common method for restricting users to specific studies.
To restrict User access using the User Profile settings, go to Administration > Users, search for the desired User and click on their name to access their User Profile.
In the “Restricted Studies” section, click the green “Add” button.
Select the desired Study from the dropdown and click “Save” to continue.
Repeat this for each Study that the User should have access to.
Using the Study Specific Controls to restrict access
For customers that need to be able to control User permissions on a per-Study level, there is a feature in Study > Configure > User Access to support this need. This Study specific User access layer works cumulative to the overall user permissions defined in the User Profile, but the study specific settings take priority. Note that this feature set is opt-in per study.
To restrict User access using the Study Configure module, select the desired Study in the Study selection dropdown at the top of the page.
Click on the “Study” menu and select “Configure”.
Scroll down to the section “User Access” and click on it to open the configuration options.
Click on the “Action” menu and select “Import”. The “Import Study Users” screen will open.
To search for the Users, you will need to apply the Site filter. All Users belonging to the Site will appear in a list.
Select all of the Users who are authorized to access the Study information from the list, by ticking the appropriate tickboxes.
Click “Save”. Users list will be populated in the “User Access” section. They will be able to perform all of their Roles (as configured in their User Profile) within this Study. You can always come back and Import more users, Edit or Delete the User Access using the “Action” menu.
Study specific settings will always take priority over the User Profile Settings. This means:
User has access to a Study in their User Profile, but they are not added to the list of authorized users in the Study Configure module = User will not have access to the Study.
User has access to Study A in their User Profile (no additional restrictions are defined in Study Configure) and access to Study B on the Study Configure module = User will have access to Studies A and B.
Restrict User Roles for a specific Study
You can further restrict a user’s role within any given Study by using the Study Configure module. This could mean that the User has Roles X and Y in their User Profile, but for Study A you wish to restrict them to just Role X.
To restrict User Roles for a Study, select the Study A from the Study dropdown at the top of the page.
Click on the “Study” menu, then select “Configure”.
Scroll down to the “User Access” section.
From the “Action” menu, select the “Import” option.
Select the desired Role from the dropdown (Site filter is optional). A list of Users with the selected Role (as configured in their User Profile) will be displayed. You cannot assign any new Roles to the User using the Study Configure module.
Select all of the Users you wish to grant access for by ticking the appropriate tickboxes.
Click “Save”. The Users will be added to the authorized Users list and restricted to the Role you have selected.
If you are considering using the Study Configure module to restrict User Roles for Users, please consider the following:
This functionality currently does not allow you to select several different Roles for the Study for each User. Only one Role per User is allowed.
Please note, a special Role Action “Study User Management” allows the Users to manage restrictions for a Study. With this Role Action the User would not need to be explicitly added to the Study in question, as they can access all studies in the system.