Current Work Flow
ACT has been using an R script to create Access Requirement on a set of entities (data set). On some data set, there will be multiple Access Requirements: ACTAccessRequirement, and SelfSignAccessRequirement.
Dataset A has ACTAccessRequirement. User B wants to download dataset A, s/he needs to email the ACT to request access to data set A. Via emails, an ACT member would ask the user to complete some forms. The forms are different for each dataset. A form includes the information that Sage and data contributors requires. It is an agreement between Sage and data contributors, so it will not change after it's established for a data set. When there is updated on the data set, we have the data in a different project/ folder and have a new set of Access Requirements on that data.
...
The form creation process is as follows:
The ACT member can add existing fields (from the template outline by the governance team) to the form.
When the creator adds a UserList to the form, they Certain fields are always included, such as the list of accessors and the time until the request expires.
The creator may specify that accessors must be certified and/or have validated profiles.
The ACT member can add existing fields (from the template outline by the governance team) to the form.
They can specify a description for a field, which will be displayed to the user in order to clarify what that field requires.
They can also remove fields using the "x" to the right of the field.
The ACT member can also add a custom new field to the form.
Each form includes a brief instruction given by the ACT.
...
- Data Requestor - the user who is making the request
- Study Lead
- Additional Users - the users who would also have access to the data is the request is granted.
User B goes to dataset A to any entity A with an ACTAccessRequirement associated with it, and clicks on "show unmet conditions" to get to the data access request form (if one has been set up. If not, the process will be the same as it is currently for requesting access). If they are not logged in, then they will be met with this view:
...
Sample email message to ACT after a user requests access (with links to the datasetto the page that has the table storing access requests - this link will have the Access Requirement and Access Request ID parameterized so that visiting the page will automatically filter the table to only show that request):
____________________________________________________________________________________________________________________________________
...
For further information, please visit the datasetpage for managing that Access Requirement.
Sincerely,
Synapse Administration
...
User B can see the status of their request on the dataset, and .
Possible statuses for a request include: SUBMITTED, APPROVED, REJECTED, EXPIRED.
The user can cancel their request while it is pendingis awaiting approval from the ACT (status=SUBMITTED), but they may not update it.
After the request has been approved/rejected/expired, the requestor can opt to update their request:
The requestor will be able to edit all submitted fields:
...
____________________________________________________________________________________________________________________________________
Hi:
The Synapse Access and Compliance Team has approved your application for use of the MayoGWAS data distributed through Synapse.
To use this data you must adhere to the Terms of Use as described in the MayoGWAS DUC: https://www.synapse.org/#!Synapse:syn2910256
The MayoGWAS data can be accessed through the following Synapse project:https://www.synapse.org/#!Synapse:syn3219045
Please note that the first time you download a datafile you will also be asked to agree to acknowledge the AMP-AD Partnership in publications derived from any of the AMP-AD data. This approval must be performed through the website.
For a review of the AMP-AD Data Terms of Use, please see here: https://www.synapse.org/#!Synapse:syn2580853/wiki/78604.
Please note, this email is sent from an unmonitored account. Send any questions to act@sagebase.org.
Sincerely,
The Synapse Access and Compliance Team
...
____________________________________________________________________________________________________________________________________
Hi:
The Synapse Access and Compliance Team has rejected your application for use of the MayoGWAS data distributed through Synapse, because you did not sign the DUC.
To submit another request, please visit the MayoGWAS dataset at: https://www.synapse.org/#!Synapse:syn2910256.
Please note, this email is sent from an unmonitored account. Send any questions to act@sagebase.org.
Sincerely,
The Synapse Access and Compliance Team
____________________________________________________________________________________________________________________________________
...