Administration

Manage Users

1. Click on Admin on the front page

2. Go to Users

3. Click on Add User (oval with grey background)

4. Enter the username and password and then click Save and continue editing

   Warning

   If you are using LDAP you should not enter a password.

5. Add the appropriate global Roles

6. Add the appropriate Privacy levels

7. Add the appropriate general domains

8. Set an expiration date

9. Click on one of the saving options

Unlock locked Users

There can be different reasons why a user has been locked:

1. Account has expired: Update the expiration date (see Manage Users)

2. Too many login attempts: See djang-axes

3. Lost access to second authentication factor: Remove the user’s MFA Keys via the admin interface

Important steps when a user account has been compromised

• Check the monitoring logs: Castellum can be configured to write monitoring logs that sometimes allow to retrace suspicous behavior.

• Reset user tokens: Besides login, some features of castellum can also be accessed by using a user token. An administrator can delete the token in the admin UI. A new one will be generated automatically.

Customize Roles

1. Click on Admin on the front page

2. Go to Groups

3. Click on Add Group (oval with grey background)

4. Enter a name for the new role

5. Add the appropriate permissions (see the list of relevant Permissions)

6. Click on one of the saving options

Add Attribute Descriptions

Castellum allows to dynamically add attribute descriptions that can be used to store filterable information on subjects. This takes into account that there are only very few attributes that can be seen as commonly used at every institute.

1. Click on Admin on the front page

2. Go to Attribute description

3. Click on Add attribute description (oval with grey background)

4. Select an appropriate Field type that should be used for the attribute

5. URL allows you to link to a formal definition that may clarify baseline or rather scientific grounding of the attribute

   Note

   This is used to support Recruitment Attribute Export in BIDS format. Hence, it is only shown in admin interface. For example, a Handedness attribute could link to a definition at bioontology.org.

6. Order and Category can be used to position the attribute in UI

7. Statistics rank can be used to set this attribute as primary or secondary feature that should be presented in statistics of recruitment

   Note

   Castellum offers to set up two attributes to be used in statistics of recruitment. If there is already a primary or secondary attribute it will show an error warning. Accordingly, you have to deselect a primary or secondary attribute first to select a new one.

8. Label should be the actual name of the attribute. Be sure to provide translations if Castellum is set to support more than one language

9. If appropriate, fill in all Attribute choices (if needed also add translations) that represent the possible values of the attribute and will be used for filtering

   Note

   Attributes will always allow to select Declined to answer. So, there is no need to specify this as an attribute choice. Furthermore, all three ChoiceField types will automatically provide an Unknown option.

Upload a consent document

Upload a new document

1. Click on Admin on the front page

2. Go to Consent documents

3. Click on Add Consent Document (oval with grey background)

4. Choose the file you want to upload

5. Click on one of the saving options

Now whenever consent is added to a subject, the user can pick this new version from a list of all available documents.

Deal with the old document

If there have been significant changes to the document, the old version may no longer be a sufficient legal basis to keep subjects in the database. In that case there is a two step process:

1. Mark the old consent document as deprecated. The document is still considered valid but subjects who have agreed to this document will show up in the consent maintenance view (see below).

2. Delete the old consent document. Now all consents related to this document are void. Subjects who have not been updated to another document are no longer available for recruitment and will potentially show up in the data protection dashboard.

The legal basis for each subject can be found in the subject detail view.

Manage general domains

1. Click on Admin on the front page

2. Go to Domains

3. Click on Add Domain (oval with grey background)

4. Enter a name

5. Leave the object_id and content_type fields empty

6. Click on one of the saving options