Topics for System Administrators

This chapter covers topics of interest to Onyx whose role is system administrator. A system administrator has all the permissions of the other two user roles (data collector and participant manager), as well as a few additional permissions. This chapter covers those additional permissions. In particular, this chapter covers:

• Key concepts of interest to system administrators
• Procedures (in the Onyx user interface) that can only be done by system administrators:
  • Adding an Onyx user
  • Editing the profile of an Onyx user (including password reset)
  • Activating and deactivating Onyx users
  • Deleting an Onyx user
  • Exporting data (participant data, as well as data about instruments and experimental conditions)
  • Purging data (participant data only)

Key Concepts

This section contains concepts of interest to system administrators.

User Roles

These are the roles that are possible for Onyx users:

• Data collector - has basic permissions
• Participant manager - has data collector permissions plus a few more
• Questionnaire editor - only has permissions to create and edit questionnaires
• System administrator - has permissions of participant manager plus a few more

For details about what each user role can do, see Who Uses Onyx.

User Status

Onyx users have one of these statuses:

• Active: The user can log in. By default, when a user is created, their status is active.
• Inactive: The user will not be able to log in. For example, you may want to deactivate a user who is away on leave.

The word that appears in the Status column in the User administration page is the user's current status.

Only system administrators can change the status of an Onyx user. See Activating and Deactivating Onyx Users.

Data Export

Exporting data from Onyx means reading data from the Onyx database and writing it to one or more export destinations. Here are some points worth noting about the Onyx export function:

• Exporting does not delete any data from the Onyx database. Deleting data from the database is done by the purge function. See Data Purge.
• An export destination is a compressed zip file. The name given to an export destination may indicate the location into which the data will be imported—for example, a data repository like Opal.
• Participant data and experimental conditions data can be exported. See Participant Data and Experimental Condition Data.
• Configuration of data export is done entirely in configuration files, not through the Onyx user interface. Some things that can be configured:
  • Which data is selected for export
  • Directory to which export files are written
  • How many export destinations are defined
    For detailed information about how the export function is configured, see the OBiBa Wiki (http://wiki.obiba.org/confluence/display/ONYX/Onyx+1.6.0+Upgrade).

Only system administrators can execute a data export from the Onyx user interface. See Exporting Data.

Data Purge

In Onyx, purging data means deleting data from the Onyx database. Only participant data can be purged—not experimental conditions data.

Configuration of data purging is done entirely in configuration files, not through the Onyx user interface. For detailed information about how the purge function is configured, see the OBiBa Wiki (http://wiki.obiba.org/confluence/display/ONYX/Onyx+1.6.0+Upgrade).

Only system administrators can execute a purge from the Onyx user interface. See Purging Data.

Participant Data

Participant data includes personal information (such as the participant's name and address), as well the data from all stages of the interview (consent, questionnaires, physical measurements, and information about the biospecimens collected).

Participant data can be exported (see Exporting Data) and purged (see Purging Data).

Experimental Conditions Data

Each study can define experimental conditions that it would like to track on a regular basis. This information is stored in one or more experimental condition logs. The Workstation page of the Onyx user interface allows users to make entries in these logs. As a system administrator, you will export this data, so you should be familiar with the experimental condition logs that were defined for the study. The user interface for experimental condition logs is in the lower half of the Workstation page.

Instrument data is a special case of experimental conditions data. See Instrument Data.

Experimental conditions data can be exported (see Data Export), but it cannot be purged (see Data Purge). This data is not purged because it is needed for the log history, and because no privacy issues are involved with this kind of data.

Instrument Data

Instruments are part of the experimental setup, so data about instruments is a special case of experimental conditions data. As a system administrator, you will export this instrument data, so you should be familiar with the instrument calibrations that are done for the study. The user interface for instrument calibration is in the the top half of the Workstation page. Like other experimental condition data, instrument data can be exported but not purged.

Procedures

This section contains procedures that require system administrator permissions.

Adding an Onyx User

Only system administrators can create new Onyx users. You must know what role the user will play: Data collector, Participant Manager or System Administrator. For details about what each user role can do, see Who Uses Onyx.

Procedure

1. Log in to the Onyx user interface.
2. Select the Administration link in the upper right corner of any Onyx page. By default, you are on the User page.
3. Select the Add User button. A dialog prompts you to enter information about the new user.
4. Enter the appropriate information in the user identification fields.
5. In the Role(s) list, select all the roles that the user will play. To select multiple roles, hold down the Ctrl key and click on each of the roles.
6. For Language, select the language that the user prefers for viewing the Onyx user interface.
7. Click*Save*.

Editing the Profile of an Onyx User

Only system administrators can edit the profile of an Onyx user as explained in this section. You can reset the user's password when you edit their profile.

Procedure

1. Log in to the Onyx user interface.
2. Select the Administration link in the upper right corner of any Onyx page. By default, you are on the User page.
3. Select the Edit link for the user whose profile you need to edit. A dialog displays the information you can edit.
4. Make the necessary changes and select Save.

Activating and Deactivating Onyx Users

You may need to deactivate a user temporarily. You do this by changing their status to Inactive. When you need to reactivate a user who was deactivated, you change their status to Active. The word that appears in the Status column in the User administration page, is the user's current status.

If you need to remove a user permanently, you must delete them. See Deleting an Onyx User.

Procedure

1. Log in to the Onyx user interface.
2. Select the Administration link in the upper right corner of any Onyx page. By default, you are on the User page.
3. Locate the user whose status you need to change. The word that appears in the Status column is the user's current status.
4. Click on the user's current status in the Status column. The status changes immediately to the new status. If the status was Active, it changes to Inactive. If the status was Inactive, it changes to Active.

Deleting an Onyx User

Deleting an Onyx user removes them from the user list permanently. Only system administrators can delete an Onyx user as explained in this section.

You can also deactivate a user temporarily, rather deleting them, if this is more appropriate. See Inactive user status, and Activating and Deactivating Onyx Users.

Procedure

1. Log in to the Onyx user interface.
2. Select the Administration link in the upper right corner of any Onyx page. By default, you are on the User page.
3. Select the Delete link for the user that you need to delete. A dialog prompts you to confirm that you want to delete the user.
4. Select OK to delete the user.

Exporting Data

Exporting data from Onyx means copying participant and experimental condition data (including instrument data) from the Onyx database to one or more export destinations. Only system admistrators can execute an export as explained in this section.

For information about what is exported when you click the Export button, see Data Export.

Procedure

1. Log in to the Onyx user interface.
2. Select the Administration link in the upper right corner of any Onyx page.
3. Select the Data tab.
4. Select the Export button. A dialog prompts you to confirm that you wish to export.
5. Select the Yes button . A dialog prompts to confirm that you wish to proceed with the export.

Purging Data

In Onyx, purging data means deleting data from the Onyx database. Only system admistrators can execute a purge as explained in this section.

For information about what is deleted when you click the Purge button, see Data Purge.

Procedure

1. Log in to the Onyx user interface.
2. Select the Administration link in the upper right corner of any Onyx page.
3. Select the Data tab.
4. Select the Purge button. A dialog prompts you to confirm that you wish to purge participant data.
5. Select the Purge Participants button. A dialog prompts you to confirm that you wish to proceed with the export.

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