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External access provides limited access to study information for users outside the standard role structure, using PIN-based authentication.

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What is External Access?

External access enables:
  • Limited access without full accounts
  • PIN-based authentication
  • Controlled information sharing
  • Time-limited access

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Use Cases

ScenarioExample
Site RegistrationSites registering for a study
Document ReviewExternal reviewers accessing documents
Regulatory AccessAuditors or inspectors
Partner AccessCollaborators needing limited view

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Site Self-Registration PIN

The most common external access use case:

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How It Works

1

Study Team Creates PIN

Generate or set a registration PIN for the study.
2

Share PIN

Provide PIN to sites you want to invite.
3

Site Accesses Registration

Site enters PIN to access registration.
4

Site Completes Registration

Site provides information and completes surveys.

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Managing the PIN

ActionHow
View PINStudy Settings > Sites > Self-Registration
Change PINGenerate new PIN in settings
DisableTurn off self-registration
Keep PINs confidential. Share only with intended recipients. Change PIN if it becomes compromised.

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Access Controls

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What External Users Can Access

Access LevelWhat’s Available
RegistrationRegistration forms, surveys
Public InfoPublic hub content
Limited ViewSpecifically shared content

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What External Users Cannot Access

  • Study data
  • Participant information
  • Internal configurations
  • Full application features

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PIN Security

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Best Practices

Share PINs only with intended recipients.
Update PINs periodically or when needed.
Monitor who is using the PIN.
Turn off PIN access when no longer needed.

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When to Change PIN

Change the PIN when:
  • PIN may have been shared too widely
  • Recruitment wave is complete
  • Security concern arises

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Audit Trail

External access is logged:
EventRecorded
PIN UseWhen, what IP
RegistrationWho registered
AccessWhat was accessed

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Configuring External Access

1

Navigate to Settings

Go to Study Settings > Sites or relevant section.
2

Enable Access

Turn on the external access feature.
3

Configure PIN

Set or generate the PIN.
4

Set Scope

Define what can be accessed.

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Monitoring External Access

Track external access usage:
MetricPurpose
Access CountHow many times PIN used
Unique UsersNumber of distinct users
Completion RateHow many complete the process

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Best Practices

Provide clear instructions for external users.
Only enable access to what’s necessary.
Consider time-limiting access when appropriate.
Review external access logs regularly.

Site Registration

Site self-registration process.

Security

Access control overview.