Access and permissions overview

1

Access to a set of predefined pages, actions, eForm templates and reports for a role

Roles are set up for the different types of users for the system. A role is like a template for a particular position with predefined access to:

1a. Page Views for core and eForm pages in RME, and defined page actions

1b. eForm templates

1c. Reports

When you assign a role to a user record, the access defined for that role will be automatically added for that user. This is more efficient than individually assigning access to each user. Roles are set up in RME > Users > Roles.

A number of default roles are provided, shown in the Roles grid with a tick in the System? column. These are set up with a specific level of access to Page Views and some assigned page actions expected for the role. You can modify these to suit your needs by adding more Page Views, page actions as well as eForm templates and reports that you create. You can also create new roles from scratch.

Default roles include:

•        Researcher

•        Student

•        Admin and data entry roles for all modules, such as Ethics Admin and Ethics Data Entry

•        RME Application Admin, with full access to the system

See: Roles

Assign a role:
RME > Users > Users > User Role Allocation

Configure a role:

RME > Users > Roles

... Role Page Views

... eForm Template Access

... Report Role Access

2

Access to specific pages

•        Page Views are commonly assigned via the role along with eForm templates and reports (as noted in 2. above).

•        When a user has a role assigned, you can also choose to assign specific Page Views in addition to those already defined for the role.

•        You can define what the user can do in each page you assign, from the following options: Full Access, Create-Edit Only, Edit-Only, or Read-Only. For details, see: Role Page Views

RME > Users > Users > User Page Views

2a. Page Actions
Some Page Views have specific page actions that the user can do on the page, listed under the Page View fields

Tick the checkbox for each action you want to assign.

Examples for core records: Allow Copy, Allow Versioning, Allow Bulk Update

Examples for eForm pages: Allow Create Application, Allow Manage Application

For details, see: Page View Actions

RME > Users > Users > User Page Views

3

Access to the RME system and to data (record, eForms) based on organisational units

User log in credentials to be able to log in to RME and components

Authorisation and Password Preferences are configured in System Preferences.

Options in the User record indicate the organisational level of access to data:

•        All Level User - access data for all org. units

•        Connection Account - access data for all org. units, designed for IT staff installing RME or using APIs, feeders or other integration services. This type of User account cannot log into RME via the front-end user interface. It is designed to connect in the backend for these types of services.  

RME > Users > Users

3a. Specific org. units defined in the User > Org. Units related item used to filter records by the user's Org. Unit and any child Org. Unit/s

RME > Users > Users > Org. Units

3b. External users functionality enables those outside your institution to register for an account and be assigned a defined role with limited access to eForms, pages, and records.

For approved external users, a User record and Personnel record is automatically created with the Person Type of External. See: External User overview

RME > System > System Preferences, External User Preferences

4

Access to specific data based on code or type

Restrict access to records and eForms based on specific codes or types:

•        4a. Contract Type Code, for example, IP or Agreements

•        4b. Ethics Category Code, for example, Animal, Human or Biosafety

•        4c. Funding Activity Code, for example, Grants, Postgraduate (Scholarship), Commercialisation Project (core records only)

•        4d. Project Type Code, for example, Grant, Consultation, Teaching and Learning

See: Data access security process

RME > Users > Users > relevant related item

5

Access to records that the user created

The system automatically recognises any record or eForm that the user created and provides access to it (eForm access may be governed by workflow states).

For HDR domains, eForms can be created on behalf of others. For details, refer to the RME eForm Designer User Guide.

In-built system behaviour

Not configurable

6

Access to records that the user is linked to, for example, as a supervisor

The system automatically recognises any record or eForm that the user linked to and provides access to it (eForm access may be governed by workflow states)

In-built system behaviour

Not configurable

7

Restricted access to a page or section in an eForm (exception)

Restrict access to a specific page or section of the eForm template by defining an exception to existing eForm permissions

See: eForm access and permissions

RME Designer > eForm Designer

Refer to the RME eForms Administrators Guide

8

Access an eForm when it is in a particular workflow state

To define access permissions for the eForm for each state of the workflow for a  user from a defined Participant or Custom Group:

a) control the level of access, such as: Read only, Edit or Revision Edit

b) workflow actions to control what users can do in an eForm in a particular state, such as review commenting, review outcomes and manage reviewers in a Review workflow state

See: eForm access and permissions

RME Designer > Workflow Designer

Refer to the RME Workflow Designer User Guide

9

Action to execute a workflow event

To allow users to view and execute a workflow event, such as

See: eForm access and permissions

RME Designer > Workflow Designer

Refer to the RME Workflow Designer User Guide