Frequently Asked Questions about REDCap
This section provides researchers with answers to the most frequently asked questions that arise when using REDCap at Karolinska Institute.
Access to REDCap
Who can create projects in REDCap?
Only users with KI-ID can create new projects in REDCap at KI. Once you’ve created a project, you can invite external partners to your project. You can then limit their user rights so that they can only see/edit/export certain data (see our guide “User Rights & DAGs”)
Note: When working with external partners in REDCap, it’s important to remember to have relevant data and collaboration agreements in place between KI and the external party before any data is being shared. You can find more information about this on KIs Staff Portal. You are also welcome to contact rdo@ki.se if you need help with the personal data responsibility and finding the appropriate agreement for your project. All legal agreements should be reviewed by KI Legal (avtal@ki.se) before they are signed.
Can I add external collaborators to my project?
Yes, external collaborators can create an account and access REDCap at KI.
If your collaborators are part of organizations that are members of SWAMID or eduGAIN, they can log in via their own organizations login system, otherwise they will need to create an eduID account to be able to log in to REDCap at KI. You can read more about this on our webpages under Access to REDCap.
Once they’ve registered on REDCap and verified their email address, you as project owner will be able to add their userID to your REDCap project. This is done under the User Rights function, where you can also limit the user rights specifically for each user.
Please note that relevant data and collaboration agreements must be in place before any data is shared with partners outside of KI. You are also welcome to contact rdo@ki.se if you need help with the personal data responsibility and finding the appropriate agreement for your project. All legal agreements should be reviewed by KI Legal (avtal@ki.se) before they are signed.
I added someone to my project but they cannot see it when they log in
A common mistake when adding people to a project is to simply add a person’s email address instead of their account. It is not possible to invite people to REDCap via email, they have to create their REDCap account before you can add them to your project. Once a user account exists, go to User Rights and start typing the person’s name under “Add new users”, then select the relevant user account from the drop-down list that appears. For more instructions, take a look at our guide “User Rights & DAGs”.
My REDCap account has been suspended
All REDCap user accounts are automatically suspended after two years of inactivity and deleted after an additional 6 months. To keep your account active, make sure you log in at least once every two years.
To reactivate your suspended user account, contact your REDCap administrator (redcap@ki.se) who can unsuspend your account. If your account has been deleted due to inactivity, you need to create a new one to continue using REDCap.
Project Settings
I have created a new instrument but cannot see it outside of Designer
When you create a new instrument while your project is in Production, you do not automatically get user right access to that instrument. To be able to see it, you have to go to User Rights and give yourself and others access.
I am unable to add a secondary email address to my account
You can add a secondary email address to your account to send email invitations from a different email address than your own (e.g. a study email inbox). Sometimes the verification email for secondary email addresses in REDCap cannot be sent. In that case, please contact us at redcap@ki.se and we can manually verify your secondary email address.
I want to use an external module in my project
External modules are individual packages of software that can enhance the functionality of your REDCap project. Some features can only be enabled by activating external modules in a project. These modules are developed by individual users rather than Vanderbilt University (who develop REDCap) and have to go through a security review before being made available via the REDCap repository that is also integrated within REDCap itself.
We can help you activate an external module in your project. However, since these modules are external to the main REDCap interface, we do not offer any support for them as we rely on the people who created each external module to keep updating it.
If the module for some reason stops working as intended, you will need to find a solution on your own. If the module becomes outdated or if it were to start causing problems for the main system, there is a risk that we will have to remove the module from KI’s REDCap. In that case you would need to find an alternative solution for your project going forward. This situation is historically very rare.
External modules should be updated regularly, and you can usually check how actively an external module is updated and developed on GitHub. You can also raise tickets there in case of problems.
If you are interested in developing your own external module, have a look at this development beginner’s guide. We can then help you test and implement your external module in REDCap (redcap@ki.se).
TwilioSMS
How does the TwilioSMS function work?
The TwilioSMS function is used to send out text messages or voice calls to participants as a part of the study. KI allows the use of Twilio as long as the Request Inspector function is turned off and as long as it’s not the entire survey that is conducted via Twilio. Normally the function is used as a means of sending out a link to a survey, as an alternative to an email invitation, which could be useful if you are sending out daily invitations or surveys that are sent out at frequent intervals.
How do I activate TwilioSMS in my project?
KI allows the use of Twilio as long as the Request Inspector function is turned off and as long as it’s not the entire survey that is conducted via Twilio. Please follow the instructions below in order to activate the Twilio function in your project.
- Create a Twilio account at www.twilio.com.
- Fund your Twilio account with some money, this is done via the Billing page in Twilio.
- Purchase a phone number to be used for your REDCap project. This is done via the Numbers page in Twilio.
- Once a phone number has been purchased for the account, obtain the Account SID and Auth Token for your account. To find these, go to Main Account Settings - API Credentials in Twilio. Then send the Account SID, Auth Token and phone number along with your REDCap username and project title to your REDCap administrator (redcap@ki.se) so that they can enable the function for your project.
- When the service is enabled, REDCap will check with your Twilio account to confirm if all the credentials and info are correct. REDCap will not allow you to enable the Twilio SMS and voice call services until it has verified that the Account SID, Auth Token, and phone number are all valid.
NOTE: The Request Inspector function logs and stores all activity on Twilio servers, therefore, this function must be turned off before you start using Twilio in your project. You will find this setting on the Settings page under Programmable Voice in your Twilio console. Once there, disable the Request Inspector and click Save.
Support
Does Karolinska Institutet offer support for the use of REDCap?
Yes, researchers with questions concerning REDCap are welcome to send an email to redcap@ki.se. we usually reply within one or two business days.
KI also offers practical help to get started with REDCap or with your active project during a REDCap meeting. You can book a meeting with a REDCap administrator via the Microsoft bookings tool
These meetings are not designed to teach the basic use of REDCap; you are expected to have access to REDCap and to have familiarized yourself with the wide range of public support material so that you at least have a basic idea of what REDCap looks like and how it is structured. If you are looking for hands-on demonstrations, you are welcome to book onto our regular REDCap workshops.