Access to REDCap and project creation/management

2. Employees and students at Swedish Universities and organizations that are members of SWAMID (cannot create projects)
   Same as above but choose your institution as organization (see instructions below).
    
3. Employees and students at international Universities and organizations that are members of eduGAIN (cannot create projects)
   Same as above but choose your institution as organization (see instructions below).
    
4. People with an EduID (cannot create projects)
   If none of the above apply, you will have to create an EduID account and use that account to log into REDCap (see instructions below). It is not necessary to connect the account to your Swedish national identity number, you only need to register your email address. For additional instructions on how to log into REDCap with EduID, please visit our FAQ page.

If you do not have a KI ID please contact your IDAC administrator at your department.

*For questions about two-step-verification and the Authenticator app related to REDCap, see guide below as well as our FAQ page

Account suspension & deletion

In case your REDCap account has been inactive for more than 2 years, your account will be suspended. To keep your REDCap user account active, you need to log into your account at least once every two years. If your account gets suspended but you wish to keep it, you will need to contact your REDCap administrator (redcap@ki.se) who can unsuspend your account.

Otherwise, all suspended accounts will be deleted after another 6 months. After this, you would need to create a new account to continue to access REDCap.

Logging in to REDCap

To log in to REDCap, navigate to redcap.ki.se.

NOTE: If logging into REDCap for the very first time, REDCap will automatically create an account for you. Follow the steps on the screen and make sure to use the Authenticator app to scan the QR-code that is shown in the browser after verifying your email address (you need to set up a separate Authenticator account even if you already use the app for other purposes). Please read the step-by-step guide below on how to set up Authenticator before setting up your account.

Start typing the name of your organization/affiliation in the text box.

• If you use a KI ID, type and select "Karolinska Institutet." 
• If you use EduID, type and select “eduID Sweden.”
• For external users (members of SWAMID or eduGAIN), search for and select the organization you belong to.

After you select your organization (alt. “EduID Sweden”), you will be forwarded to a login screen.

After you’ve entered your login credentials, you will additionally have to complete two-step verification via the authenticator app, at least every 14 days. Please find instructions on how to set up authenticator in the PDF guide at the bottom of this page. 

Project creation

Once logged in to REDCap you can start creating a new project.

When pressing “Send Request” an automated email will be sent to the REDCap administrator who needs to approve the request before you can start working with your project.

Your REDCap administrator will also help with:

• Approval of copying of existing projects
• Approval of changes in projects that have gone into production
• Approval of API tokens for projects
• Activation of external modules in projects
• Activation of built-in functions such as "TwilioSMS, Double Data"

To get in contact with your REDCap administrator, please send an email to redcap@ki.se.

Please note that only users with KI ID can create new projects. External users can only gain access to already existing projects if the project owner provides access for that specific user. The project owner deals with the management of the project and new users within the project. User rights can be limited and specific for each user who has access to the project.

Project management

The REDCap project goes through three different stages during its lifetime.

• Development – This is where you create and test your instruments before collection of data starts. Make sure you test your instruments properly and double check that everything works as intended before moving to the next phase.
• Production – Once you’re ready to start collecting data, the project can be moved to Production mode. Changes that are made to the instruments/project at this stage need approval from the REDCap administrator.

• Analysis/Cleanup – When the data collection is finished, the project should be moved to Analysis/Cleanup mode. No new data can be entered at this stage. All data should be downloaded and stored on a suitable KI server.