How do I edit the access to my survey? (Step 2)

Modified on Wed, 8 Mar, 2023 at 3:52 PM

Learn how to set up collaborators, roles and edit rights in the second step of survey module.

Here are some examples to give you an overview of Climedo's structure and the wording on who has access to a study:

In Step 2 ("Access") of creating your survey, you can set up collaborators and roles.

⚠️ We recommend the following order for your set-up: Start by setting up your Roles, then your Collaborators. Otherwise you will notice that, in order to set up a collaborator, you first need a role to choose from.

1. Roles:

To create a new role, click on the corresponding button and a new window will pop up.

	Give your role a name, e.g. Investigator and optionally add a role description.
	Now add rights to this role. Unfold each module by clicking on the litte arrow right next to it. Tick the boxes as required for your survey.
	If a box is grey, it means you won't be able to click on it yet. Hover over the symbol to see more information. Some rights can only be chosen if others are given first.

At the end, remember to click the "Save" button. You will be taken back to your general roles overview.

Once you have created a new role, it will appear in your list. The search bar also lets you search for a specific role. You can easily edit the user rights again anytime. There are two different ways of doing so. Find out for yourself which way suits you better.

	Simply click on the arrow next to the module to unfold every right belonging to this module and tick or untick the boxes.
	You can also click directly on one specific role to open a new window to individually editing the rights for this role.

2. Collaborators:

Click on Create new collaborator and a new window will pop up.

	Fill in all required (*) fields such as email address and name of the collaborator.
	The next step involves editing the survey rights. Choose a role from the dropdown menu.
	If you want a more detailed overview, simply click on "Manage rights in detail" and a new window will pop up.

Now you can edit the survey rights individually per role by unfolding each module and ticking individual boxes. Click save at the end to return to your previous view.

	Managements rights are needed to manage a specific survey or study in our system, e.g. being able to manage settings. You can either toggle them as "All" or manage them in a customized way.
	If you type in a new email address, by default the system will choose a guest user as a user type. If you are using an email address that is already a main user (in the main user overview via settings), the system will know as well. If you want to create a main user, then toggle main user as an alternative way to do so.

Main Users: Can act as "system admins" of the whole instance, e.g. Climedo Product support or the Customer itself e.g. CRO or Sponsor. Remember the Main User Overview you can be found in Settings.

Guest Users: Are directly created within a specific project (i.e. a study or survey). A guest user must be at least a collaborator to 1 project for him or her to exist. Main User can exist in theory without any access to a project.

Once you have saved your new collaborator, an email is send out and the status of the collaborator is marked as ‘PENDING’ in your general Step 2 Overview. Once the email address is confirmed, the status changes to ‘ACTIVE’.

The email invitation is only valid for 24 hours. If you want to send the invitation again, simply choose your collaborator by ticking the box in front of the email address and go to "Actions" and click on "Re-send invitation".

✉️ Still have questions? Feel free to contact your Customer Success Manager or email us at support@climedo.de.