UQ Research Data Manager

• How can I limit someone's access rights to my project's data? 
• Can I add collaborators from international institutions to my record via UQRDM? 
• Can I share project data with hospital or industry collaborators via UQRDM? 
• Can a collaborator still access the data if he/she is removed from the record? 
• My external collaborator can't login to UQRDM? 
• My external collaborator has successfully joined the project, but cannot access the allocation folder via the cloud. Has something gone wrong? 
• Is there a recommended way to use the storage when working with several collaborators on the same files? 

• I was invited to join a project, but the login link has now expired. Can the link be re-sent? 

• Can I remove myself from a project record that I am a collaborator on?

Project record Owners and Leads can choose whether or not to add collaborators to individual storage allocations or a linked service such as Digital Research Notebook. We strongly recommend that you set up your UQRDM project records based on collaborators' access needs and requirements.

When added to a storage allocation, the collaborator will be assigned Permissions by the owner or lead. These permissions range from full access to restricted or no access to the storage allocation. These permissions can be altered at any time by the owner or lead, to ensure the right access controls and limits are in place.

Different access permissions can be applied to a collaborator for each storage allocation or service they are linked to. This allows you to add a collaborator to your project who may need access to general data and information stored in one allocation, but if they are not named on the ethics approval you can limit their permissions to access any human identifiable data stored in a second storage allocation.

There is also the option to control access to sub-folders and specific files by using the share by email or share by link functionality via UQRDM cloud. Please note that this is not suitable if you have "human identifiable data".

Yes. International collaborators that are added to a record can login via eduGAIN or Tuakiri (for NZ institutions) using their international institutional login details. Please refer to lists of institutions that eduGAIN and Tuakiri support. 

It is important to note that not all international institutions will work. Please contact ITS Support if your international collaborators experience problems with the login process. 

Yes. Hospital and industry collaborators, and those at an institution not included in the eduGAIN and Tuakiri federations have the option of signing in via their LinkedIn account to get access to the project data, once added to a project record.

The other option is to use the share by email or link function via UQRDM Cloud (e.g. if your collaborator doesn't have a LinkedIn account). 

Note: This function is not available if you have indicated that your project has "identifiable human data" while setting up your record in the UQRDM. 

See more information about sharing by email or link using UQRDM cloud. 

No. If a collaborator is removed by following these steps, the allocation folder will disappear from their laptop or desktop computer. The user will no longer be able to access the data via the R drive or via the UQRDM cloud interface or sync client. 

Note: It can take up to 10 hours for the allocation folder to disappear from the R drive (if the user remains logged in to their computer). 

Please contact ITS Support with details of the problem, including screenshots of attempted login where possible. 

External collaborators may not be able to access the cloud immediately after joining the record. Note that there can be up to a 2 hour delay before they can access the project data. If you believe the delay has been longer than 2 hours, please get your external collaborator to contact ITS Support with the details.

If working with collaborators on the same documents/files, it is recommended that all collaborators use the same access method (i.e the R drive or UQRDM cloud/sync client), to avoid file conflicts.

If working with UQ collaborators, the R drive is the recommended access method. Collaborators working on the same files through the R drive, will usually be notified that the file is being edited by another person (and will be locked); however there may be situations where this doesn't occur, depending on the operating system and software used. For further advice, contact ITS Support.

If working with external collaborators, the UQRDM cloud web interface or sync client is recommended. Collaborators working on the same files through the sync client, will usually be notified when there is a file conflict; however there may be situations where this doesn't occur, depending on the operating system and software used. For further advice, contact ITS Support.

Yes. If you have been added as a collaborator to a UQRDM project, you can login and remove yourself. Only UQ staff and students can remove themselves. All other collaborators must have a project owner or lead remove them from a record.

Login to UQRDM and open the project record. In the collaborator panel, click on the triple dot menu next to your name and select 'remove'.

You can add collaborators to your project record at any time. Only the project lead and owner can add collaborators. Follow these instructions to add a collaborator and set levels of access permissions.

Collaborators can be removed from a UQRDM project record at any time by the project Owner or Lead. Follow our instructions for more help removing collaborators.

If the login link has expired, users will need to contact the person who added them to record (i.e. the record owner/UQ lead) to request to be re-added. The person who originally added the user to the record, will be listed in the reminder email pending collaborators are sent one week before the login link expires. 

If you are having trouble logging in, contact ITS Support.