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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.
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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.
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A requestor can save their form without submitting, in case they realize they need to gather other information or have their accessors become certified while they are filling out the form. To load the data they save, they will visit the dataset as they did to create the request, and click "Create Request"; the information they saved will automatically be loaded into the form upon opening.
Granting Access
Sample email message to ACT after a user requests access (with links to 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):
____________________________________________________________________________________________________________________________________
Hello,
Karen Altergott (kmaltergott) has requested access to Dataset MayoLOADGWAS.
For further information, please visit the page for managing that Access Requirement.
Sincerely,
Synapse Administration
____________________________________________________________________________________________________________________________________
User B can see the status of their request on the dataset.
Possible statuses for a request include: SUBMITTED, APPROVED, REJECTED, EXPIRED.
The user can cancel their request while it is awaiting approval from the ACT (status=SUBMITTED), but they may not update it.
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User B can see the status of their request on the dataset.
Possible statuses for a request include: SUBMITTED, APPROVED, REJECTED, EXPIRED.
The user can cancel their request while it is awaiting approval from the ACT (status=SUBMITTED), but they may not update it.
Granting Access
After a user submits a request, an email will be sent to the ACT team:
An ACT member can click on the link provided in the email to go to the Access Requirement Manager page, or navigating to this page from other options described above. The link in the email take an ACT member directly to a location that manages submissions for a particular Access Requirement.
After reviewing a submission, an ACT member would click "Approve" to approve the request. This action will create an AccessApproval for each accessors in the approved request.
If the ACT member decides that the request does not meet the required conditions for any reason, he/she would choose "Reject." The ACT member will be asked to provide instructions on how to complete the request.
Updating Information & Renewal
After a request has been approved, the requestor will receive an email from Synapse:
After a request has been rejected, the requestor will receive an email from Synapse:
The requestor can use the provided link to navigate to his/her request and start making changes.
After the request has been approved/rejected/expired, the requestor can opt to update their request:
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____________________________________________________________________________________________________________________________________
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
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____________________________________________________________________________________________________________________________________
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
____________________________________________________________________________________________________________________________________
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