Wiki source code of Managing HDC Projects

Version 1.3 by Susan Evans on 2023/07/11 15:33
Show last authors
1 This section of the User Guide describes the features available to Project Administrators to manage their Project.
2
3 Each Project is owned by a Project Administrator, a role analogous to an academic Principal Investigator. More than one person can hold the Project Administrator role, allowing for role delegation and backup. Creation of your own Project can be requested by submitting an inquiry (see //Contact Us//).
4
5 = Getting Access to your Project =
6
7 As a Project Administrator, you can start working in your Project after the Platform Administrator has created it and invited you. You’ll receive an email containing an invitation link - if it’s your first time using the platform, the link will direct you to register your user account; if you already have a user account, the link will take you to the login page where you can enter your username and password to open your Project from the Project Landing Page. For more information, see //Getting Started with HealthDataCloud//.
8
9 = File Access for Project Administrators =
10
11 As a Project Administrator, when you launch your Project the Project Canvas view displays file activity statistics from all Project members, not just your own. In the File Explorer, you have access to all Project member folders in the Green Room and Core, and can perform actions (upload, download, tag, annotate, delete) on any file.
12
13 = Modifying Project General Information =
14
15 When the Platform Administrator creates your Project, the Name and Code are assigned and other general information may have been initialized. The Project Code cannot be changed, but as a Project Administrator you can edit the other Project’s General Information in the Project **Settings **page (not available to regular Project members).
16
17 [[image:Manage Projects Settings v2.1.5 2023-01-30.png||height="19%" width="20%"]]
18
19
20 To edit your Project’s General Information (Project Administrator role),
21
22 1. Launch the Project and click the **Settings** icon in the left menu bar.
23 1. Click the **General Information** tab. If changes are desired, click the icon in the upper right corner to open **Edit **mode.
24 1. Make the necessary changes.
25 1. Click **Save** to save the changes or **Cancel** to exit without saving.
26
27 **General Information** includes the following:
28
29 * (((
30 //Project Code// (required, cannot be changed):
31
32 * Uniquely identifies the Project across the platform.
33 * Between 1-32 characters. Must start with a letter and contain only lower case letters (a-z) and numbers (0-9)
34 )))
35 * (((
36 //Project Name// (required):
37
38 * A short name for your project to differentiate it from other projects.
39 * Maximum 100 characters
40 )))
41 * (((
42 //Description~://
43
44 * A longer description of the Project to add more context and inform users of study details.
45 * Maximum 250 characters.
46 )))
47 * (((
48 //Project Administrator~://
49
50 * Displays the names of the Project Administrators assigned to the Project as email links.
51 * Auto-populated. To add or remove Project Administrators, go to the Members page (see Managing Project Members)
52 )))
53 * (((
54 //Tags~://
55
56 * Keywords to help make your Project findable.
57 * Between 1 and 32 characters and may only contain lowercase letters, numbers and/or hyphens.
58 )))
59 * (((
60 //Icon~://
61
62 * An image uploaded from your computer to make your project more findable.
63 * Recommended size 200 x 200 pixels.
64 )))
65 * (((
66 //Visibility~://
67
68 * A setting that controls the Project’s visibility in the Project Landing Page (ON/OFF).
69 * By default, visibility is set to ON, meaning that the Project’s general information is listed in the Project Landing Page All Projects tab and is visible to all Platform users. Turning this setting OFF hides the Project in the Project Landing Page from everyone except Project members.
70 )))
71
72 = Managing Project Data =
73
74 Each Project has its own //Core// and //Green Room// areas. The //Green Room// is the landing zone for all files uploaded to the platform. In the Projects' //Green Room//, files are only visible to the respective User who uploaded them, as well as the corresponding Project Administrators. In contrast to the isolated //Green Room//, the //Core //of each Project serves as the common data storage area of the Project, where all Project members (except Project Contributors, see //Project Roles// below) can access each others’ files, create file collections, and use the workspace tools to open files and perform analyses.
75
76 In order to ensure compliance of all data in the //Core //with the Projects´ respective data management plan, the transfer of data from the isolated //Green Room// to the collaboratively used //Core// is a tightly controlled process, which can only be performed by a Project Administrator. Therefore, Project members who are not Project Administrators have to select files and/or folders in their own folder in the Projects´ //Green Room// and submit a Copy-to-Core request to the Project Administrator, in order to copy the selected files to the Projects´ //Core //(for more information on this process, see //Working with HDC Project Files in the Portal > Requesting File Copy from the Green Room to the Core//). Essentially, this grants Project Administrators full control of the data in their Projects` //Core//, for instance to ensure that all data are pseudonymized to the extent necessary to comply with the Projects` data management plan.
77
78 See the following sections for details on how Project Administrators can copy files from the Green Room to the Core, and process Copy-to-Core requests.
79
80 == Copying files from the Green Room to Core ==
81
82 Copying files from the //Green Room// to the //Core //can only be performed by users with the Project Administrator role in the corresponding Project, or by Platform Administrators.
83
84 [[image:Manage Projects Copy to Core v2.1.5 2023-01-31.png||height="10%" width="50%"]]
85
86 1. In the Project File Explorer, open the **Green Room** and navigate to the folder where the file(s) are stored.
87 1. Select one or more files and/or folders to be copied by clicking the checkbox beside each one, then select **Copy to Core**.
88 1. In the confirmation pop-up, select a destination folder.
89 1. A confirmation code is randomly generated. Type the code in the entry box to confirm your intention to copy the selected files to the specified destination, then click** Confirm**.
90 1. Another popup confirms the action was completed. Click **Close** to dismiss.
91
92 After completing the Copy action, your files are visible in the File Explorer in the specified destination folder in the //Core //and can be accessed by all Project members (except Project contributors, see //Project Roles// below).
93
94 == Processing Copy to Core Requests ==
95
96 Project members cannot copy files to the //Core //themselves but can select files and/or folders in their //Green Room// folder and submit a Copy to Core request to the Project Administrator to copy the selected files to the //Core//. Project Administrators can approve or deny each file in the request individually, then complete the request and notify the user.
97
98 === Approve or Deny selected files ===
99
100 Project Administrators are notified about pending Copy to Core requests with a red notification dot on the **Requests icon**. The following steps describe how to review, approve, and/or deny Copy to Core requests:
101
102 [[image:Projects Requests Left Menu v2.3.3 2023-04-26.png||height="27%" width="50%"]]
103
104 (((
105 1. Click the **Requests icon** from the Project left menu bar and view the tab **Copy Data To Core Request**.
106 1. Click **New** to view the new user requests that have not been fulfilled, or **Completed **to view requests that have been fulfilled.
107 1. Select a **New** request to be fulfilled and review the request details in the header. A file explorer table on the right-hand side allows you to browse through all files and/or folders that are part of the selected request and approve/deny the copy to core request on an individual file-to-file (or folder-to-folder) basis.
108 1. To approve or deny the copy to core request for an individual file or folder that is part of the copy to core request, select the file/folder by clicking its corresponding checkbox in the file explorer table. You can also approve or deny multiple files/folders at once by clicking all their corresponding checkboxes. Note: The decision you make (approve / deny) will be applied to all currently selected files/folders!
109 1. When at least one file or folder is selected, two options become visible at the top of the file explorer table. Click one of the following:
110 1*. **Approve Selected** to copy the selected files/folders to be copied to the Core.
111 1*. **Deny Selected** if you do not wish to copy the selected files/folders to the Core.
112 [[image:Manage Projects Approve or Deny Copy to Core v2.1.5 2023-01-31.png||height="16%" width="50%"]]
113 1. A confirmation code is randomly generated. Type the code in the entry box and then click **Approve **or **Deny** to confirm your intention.
114 1. Another popup confirms the action was completed. Click **Close** to dismiss.
115 )))
116
117 After completing the above steps, approved files/folders will be copied to the destination in the //Core// that was specified in the copy to core request. All Project members (except Project Contributors, see //Project Roles// below) can now access the files via the File Explorer or workbench tools. Denied files are not copied.
118
119 === Close the Request ===
120
121 After Approving or Denying every file/folder in the request, it’s time to close the request and notify the user. To close the request,
122
123 [[image:Manage Projects Close Copy to Core Request v2.1.5 2023-01-31.png||height="10%" width="50%"]]
124
125
126 1. Click **Close Request & Notify User**.
127 1*. If you haven't approved or denied all the files/folders in the request, a popup window appears reminding you to go back and approve or deny the remaining files. 
128 1*. If you have approved or denied all the files/folders in the request, a popup window prompts you to confirm closure of this request and enter optional Review notes that will be shared with the requester.
129 1. Click **Confirm**.
130 1. An email notification is sent to the requester, and the request appears in the **Completed **tab in the **Requests **panel.
131
132 After completing the above steps, the request status moves to **Completed**.
133
134 == Considerations ==
135
136 * Large files may take some time to copy to the Core. To view the progress, open the **File Status** panel in the Main Menu.
137 * If a file with same name already exists in the destination folder in the Core, the file will be copied and a time-stamp will be appended to its filename.
138 * If a folder with the same name already exists in the destination, the files will be copied into the existing folder and a 10-digit time-based integer hash will be appended to the duplicate filenames.
139 * (((
140 The original file remains in the Green Room and a copy of the file is moved to the destination folder in the Core. The new Core file metadata and Data Lineage properties are updated:
141
142 * //Created //- the timestamp indicating the time the copy was created.
143 * //Data Lineage Pipeline - copy //- the time the file copy landed in the Core.
144 )))
145
146 = Managing Project Members =
147
148 Project Administrators have the flexibility to add or remove Project members, and change users' roles within the Project.
149
150 [[image:Manage Projects Members v2.1.5 2023-01-30.png||height="19%" width="20%"]]
151
152
153 To manage Project membership for your Project as Project Administrator role,
154
155 1. Launch the Project and click the **Project Members** icon in the left menu bar.
156 1. The **Members** table displays all the members of the project. Use the search, sort, and page navigation tools to find users.
157 1. Choose one of the available options described below to manage your Project members.
158
159 == Adding Project Members ==
160
161 Project Administrators can add new members to the Project:
162
163 [[image:Manage Projects Add Member v2.1.5 2023-02-01.png||height="6%" width="50%"]]
164
165
166 1. Launch your Project and open the **Project Members** page, then click **+ Add Member**.
167 1. Enter the user’s email address and assign a Project Role (see //Project Roles//, below).
168 1. Click **Submit** to continue, or **Cancel** to exit without adding the member.
169 1. A second pop-up window prompts you to review the provided information. Click **Send** to complete the invitation, or **Cancel** to exit.
170
171 If the invited member already has a user account on the platform, they are added to the Project immediately and they will receive an email notification that their new Project access has been granted. Their member details will appear in the members page.
172
173 If the invited member doesn’t have a user account on the platform, they will receive an email with instructions on completing their account registration. For details on this process, see //Getting Started. //For new platform account holders, please note the following:
174
175 * Between the time of invitation and account activation, the user’s invitation status is listed as Pending in the **Invitations **tab.
176 * After the invited member completes their account activation, their member details appear in the Members page and their invitation status is listed as Completed in the **Invitations **tab.
177
178 == Project Roles ==
179
180 The following table describes available Project roles and their permissioned data and project operations:
181
182
183 (% border="1" style="margin-right:auto" %)
184
185 |=(% style="background-color: rgb(1, 139, 126); color:white" %)Activity |=(% style="background-color: rgb(1, 139, 126); color:white" %)Project Administrator |=(% style="background-color: rgb(1, 139, 126); color:white" %)Project Collaborator |=(% style="background-color: rgb(1, 139, 126); color:white" %)Project Contributor
186 |Activity | | |
187 | Access own files in Project Green Room |Allowed|Allowed|Allowed
188 | Access all files in Project Green Room |Allowed| |
189 | Upload and annotate files to Project Green Room |Allowed|Allowed|Allowed
190 | Download files from own Project Green Room folder |Allowed|Allowed|Allowed
191 | Download files from any Project Green Room folder |Allowed| |
192
193