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"How Do I Share My Project with a New User in Dedoose?" (and Other FAQs)

11/1/2021
October/November 2021  By Kris Castner, M.A., M.A., A.B.D. | Digital & Social Manager at Dedoose 
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“How Do I Add, Remove and Understand Permission Levels for Users?” 
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So, you want to add a new user to your project! Pretty soon, you’ll be asking us to show you how to create an inter-rater reliability test for your team. (Which we will be more than happy to oblige).  
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For now, we’ll stick with the first goal and get into the basics of sharing your project data with other people in Dedoose. 
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The Abridged Version: Using the Security Workspace to Add a User 
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The Security Workspace is where you can view all users who have access to your project. This is also where you can change permission levels, which controls how much users can or cannot do with the data you share.  
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Before doing anything, you will want to make sure that the title on the upper right above the navigation tabs is correct for the user who should be logged in.  
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Next, open the ADD USER GROUP, and select an Access List. A Standard Assistant Group for example, can be added and once you hit SUBMIT the new group will be added to your project.
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Now, all you need to do is click ADD USER > select the level you would like to assign to them, click SELECT GROUP > and ADD EMAIL to the account.  
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(Don’t worry: the next time the added user logs into Dedoose, they will be able to ACCEPT THE INVITATION and access the project.)  
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Finally, you can REMOVE A USER by clicking REMOVE USER > and completing the same process with email to revoke access to project data as necessary. 
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“Are There Different Access Levels and Are There Predefined Groups?” 

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The Basics of Adding a User Without Auto Linking to a Project 

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If all you need is a quick and easy how-to for adding a user to your Dedoose account minus automatically linking them to a specific project, feel free to reference the process below: 
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  1. Navigate to the Accounts Workspace and choose “Add User”
  2. Complete the needed information, and assign a username and password
  3. Hit “Submit” when done
    1. Instructions will be sent through an email to the user you showed in the add user process 
    2. This will also add the User to your Dedoose Payment Account, which will become clear upon refreshing the app in the Account Workspace 
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“How Do I Add a User and Link Them to a Specific Dedoose Project?” 

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Unlike the process above, this simple fix will allow you to expand your Dedoose account while telling the app where to link your new team member: 
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  1. Go to the Project in question you would like to share with a new user 
  2. Be sure to create a matching Security Group for any new project users 
  3. Navigate to “Add User’ in the Security Center 
  4. Choose the correct group where the new person should be linked 
  5. Type in the user’s email address 
  6. Click “Submit” so Dedoose can search for a matching address 
    1. No Match Found – You will be presented with options to invite a user or create one. Inviting a user will allow someone to accept and create their own account. After this, they can then link to your project from their separate account. Creating a user assumes you would also like to pay for the new user, rather than invite them to access and pay separately.  
    2. Match Found – The invitation will be sent to the added user as usual, and upon acceptance the user will appear in your project’s Security Center Workspace. 
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DID YOU KNOW: Your team can use the handy Integrated Chat System within Dedoose to keep in touch. This gives you the ability to synchronize project data in real time, and see how many other members are logged into a given project while you work. If you have a message waiting for you, you’ll notice a red call-out icon when you log in.  
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“How Do I Stay Up-to-Date with My Team on Our Project?” - The Reload Icon 

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Keep in mind that, although Dedoose updates in a cloud based virtual environment, you still need to hit the Refresh button in order to see progress that a colleague or team member is completing. 
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 If you are both coding at the same time, be sure to take frequent short breaks to update the Refresh button, and continue working. This way you will be able to see what the other user is doing on their side of coding.   
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“Are There General Access Groups I Can Choose From?" - Available Sharing Options 
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At Dedoose, we understand that everyone has different data protection and security needs from their data analysis platform. That’s why we’re happy to offer 18 different options that allow you to protect your project database. 
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Each of these groups is categorized according to whether users can access coding, media, and security attributes:  
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  1. None 
  2. Viewer – Can see all work 
  3. Isolated User – Can create items, but only sees their own work 
  4. Group User – View. Group items, create, edit, remove their own work in a group 
  5. Group Manager – Can view, create, edit, and delete all users’ work in a group 
  6. Restricted User – May view and create but cannot edit, may only delete own work 
  7. Project User – May create and edit anyone’s work 
  8. Project Manager – Can create, edit and delete any users’ work 
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In addition to the Privilege Settings above, you can choose from the following predefined Dedoose access groups: 
  1. Full Access – For team leads and project administrators only. Users can create, edit and delete privileges for databases.  
  2. Project Wide Assistant - Limits access in the Security Center to changing one’s own user account, changing information or password. Good for trusted project coordinators. 
  3. Project-Wide Assistant with Limited Excerpts - Users enjoy most of the typical privileges apart from accessing the Security Center, changing or removing data not from their own profile, and seeing and working with excerpts created by others. 
  4. Project Wide Assistant with Isolated Excerpt Access - Same as the above, except the former allows a user to change their own information including a password. 
  5. Project Wide Assistant with Restricted Media and Excerpts - Can gain access to seeing all media and excerpts but will only be able to edit and delete their own media. Appropriate for a director or project coordinator. 
  6. Project Manager with Restricted Excerpts - Does not have access to the Security Center, but can create, edit, and delete media, codes, descriptors and descriptor fields.  
  7. Super Duper Assistant - Does not grant access to the Security Center, but users may view all codes, excerpts and media files they have created.  
  8. Super Assistant - No access to the Security Center, but may view all project codes, descriptor fields and descriptors. Can change the excerpts they create themselves.  
  9. Standard Assistant with Code Tree Privileges – No access to the Security Center, but users can complete, edit and delete privileges for the Code Tree. May only edit and delete media files and excerpts they create themselves.  
  10. Standard Assistant with Full Document and Descriptor Privileges - User may create, edit and delete privileges for media, fields and descriptors. May only gain access to codes and edit and delete excerpts they self-create.  
  11. Standard Assistant with Descriptor Privileges - May view all codes, media and excerpts, and create or delete these items. May view, edit and delete descriptors and descriptor fields.  
  12. Standard Assistant - May view all codes, descriptor fields, and descriptors. Can create media, excerpts, or code and delete entries they have created.  
  13. Restricted User - No access to the Security Center, but can see View Only access to codes, descriptor fields and descriptors.  
  14. Restricted Excerpts for Coding - Complete, delete, edit codes and descriptor fields. Limited to editing and deleting  
  15. Restricted Experts for Coding with Only Code Tree Viewing – May view all codes, descriptors and fields, media, excerpts. May only edit or delete those they have created with no access to the Security Center. 
  16. Guest Access - Able to view data but not the information in the Security Center. Does not have ability to create, delete or edit data. 
  17. Anonymous Viewer - Able to view a project’s data but has no access to descriptor sets, fields and Security Center.  
  18. No Access - Cannot view, edit, delete or create items. May remove privileges for a user for a period of time and reinstate using the same access link. If a user leaves your group but you wish to keep which sections they worked on, this would be a good option. 
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HELPFUL TIP: In the event you are working in a small group or team, you can use access settings to share aspects of a database across members. For classroom settings, students may work in small groups where data is viewable only to their team members. 
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Why Should Your Team Choose Dedoose? Because We Provide the Support We Know You Need. 

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Dedoose is a cloud-based data analysis app created for researchers, by researchers. We take pride serving you and every Dedooser by expecting what kind of support you will need every step of the way! 
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We like to think that our website provides thorough answers and solutions to most of your questions. In the event your search is unfruitful, we encourage you to connect with our team.
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The best way to do that is by reaching out to Support via [email protected], and asking for Kurt. Also feel free to consult our User Guide, or browse the PDF overview document for more specifics.  
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Don’t forget to download your 30-Day Free Trial or check out our academic publication from SAGE for your next project! ;
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