Dedoose is an easy-to-use, collaborative, web based application that facilitates all types of research data management and analysis.
Here's what you need to know about how to use it.
While anyone can independently create a Dedoose user account, individuals responsible for account payment also have the ability to create Dedoose accounts on behalf of others.
To set up a new user account without automatically linking to a project:
Clicking ‘Submit’ will result in:
To set up a new user account and add them to a particular project:
If no match is found, options to 'Invite User' or 'Create User' will be presented - Selecting 'Invite User' will result in an invitation being sent to the email address with a prompt for the individual to independently establish a Dedoose account. Once this is done, the user will be available for linking to the project. In this case, the new user will be responsible for payment - Selecting 'Create User' will allow the project administrator to set up a new Dedoose account and an email will be then be sent to the address provided with a Dedoose username and temporary password. In this case, the project administrator will be responsible for account payment.
If a match is found, Dedoose will present the option to 'Invite User' to join the project. Upon clicking ‘Yes,’ an email message will be sent to the invited user with information about user sending the invitation and the name of the project. This invited user will have the option to accept the invitation and, if accepted, will then appear in the Security Center of the project under the security group that was selected.
Once all appropriate routines have been completed, all users are active and ready to access Dedoose and any projects to which they have been linked.
For security reasons, you will never see a user's password in the Dedoose environment. Passwords must be a minimum of seven characters, are case sensitive, and it is recommended that passwords are complex (e.g., include combinations of letters, numbers, and special characters) and changed on a periodic basis.
Changing passwords is achieved through the Account Workspace. To change your password, enter your Account Workspace, click the 'Change Password' button in the ‘User Information’ panel, enter the required information, and click ‘Submit.’
Viewing Account Users Storage Information
The amount of text, audio, and video data that you have in your account projects can be viewed through the Accounts Workspace by clicking the 'Storage Metrics' button in the lower portion of the Account Information panel. The pop-up will show you how much storage for each type of media by user. This information can also be exported by clicking the 'Export' button on the Account User Storage Metrics pop-up.
Clicking the 'Projects Report' button in the lower portion of the Account Information panel will generate a report of all projects associated with the account including each project's creator, users, and the security groups to which each user is assigned.
Viewing User Project Access Information
The particular project a user on your billing account has access to, can be viewed by highlighting the user and clicking the ‘User Project Access’ button in the lower portion of the Account Information panel. The pop-up will show you the title of each project to which the user is linked and information on the particular security group to which they were assigned.
Viewing Users' Project
To view all the projects that have been created by all users linked to your account, simply click the 'Account Projects' button in the lower portion of the Account Information panel. This list can also be exported by clicking the 'Export' button on the 'Accounts Projects pop-up.
To make a payment, click the 'Make Payment' button in the lower portion of the Account Information panel. You will be prompted to input your billing information and specify the amount you want to purchase. Simply input your information and click 'Submit.' If you believe the rate you are being charged is incorrect, contact our support team for assistance.
An automatically generated receipt can be received by clicking the 'Get Receipt' button on the bottom of the Account Information panel. The pop-up will list all payments that have been submitted to the account. Select a payment, provide an email address to receive the receipt, and click ‘Send Receipt for Selected Payment.' If you need a more detailed receipt, please contact our support team at firstname.lastname@example.org.
Viewing and Modifying User Information
Account administrators can view and modify information about users linked to their billing account. To do so, highlight a particular user in the ‘Account Users’ panel and click ‘Edit User.’ An ‘Edit User’ pop-up will appear and information can be viewed, modified, and saved and the user’s account can be enabled or disabled.
Security Workspace and Working with Team Members
One of Dedoose's strengths is the possibility for multiple members of a research team to work simultaneously, in real-time, from any Internet connected device. While we are all about collaboration, we also believe in maximizing data protection. User access and the privileges assigned to each user regarding their ability to work with project data is all managed through the Dedoose project’s Security Center. Note that these are project specific settings and providing access privileges to a user on one of your projects has no impact on other projects on which you or they may be working.
The Security Workspace can be used by project administrators to set up new Dedoose user accounts to be linked to a project and control user privileges through the activation of access groups and then the assignment of project users to appropriate groups. The Security Workspace can be accessed by clicking the Security Tab in the Dedoose Main Menu Bar.
Example Approaches to Security System Organization - Simple or Complex?
There are basically two approaches to security settings all controlled by the project manager/administrator.
Complex Security - in this approach, multiple groups are added to the project security center and users are assigned to groups depending on their role. One example might include four main groups:
Providing Project Access
There are a variety of situations where you may want to provide someone with access to a particular project. You may be working on a team, or want to give your professor access so they can view your work. Whatever you reason, adding someone to a project is simple (see the User Management and Collaboration section of this user guide for step-by-step guidance).
Integrated Chat System
To facilitate collaboration, Dedoose includes an integrated chat system and ability to synchronize the project data at any time. In the Dedoose header, you'll find icons that let you see how many other users are logged on to the project, if there are any messages waiting for you to view (the call-out icon will glow red), and access to the chat system (just click on the message icon). Here's what the chat system looks like when open:
The 'Reload' icon in the upper right corner of the Dedoose App is important if you want to ensure that your view of the project is fully up-to-date. For example, if you and a colleague are excerpting and coding the same document at the same time, you won't see each other's work until it has been submitted and you're refreshed your view of the document. So if something important has changed on your side, you can send your colleagues a chat message, then when everyone click the reload data icon, your project reloads and you can be confident you are all looking at the same data at that moment.
Dedoose access groups vary based on the privileges given to users assigned to the group. For example, being assigned to the 'Standard Assistant' group would allow a user to add documents, create and code excerpts, link to descriptors, and analyze project data. However, users in this group cannot modify the code tree or descriptor data, they cannot access the Security Center, and they cannot modify or delete data they did not create themselves. The primary purpose for setting up access groups is to protect the project database while still allowing users to carry out the tasks for which they are responsible.
When a project is established, one group, Full Access, is created and the project created is assigned as the initial project member. Members of the Full Access group are the only project users with the authority to modify security settings. Project managers/administrators can also add other groups to the project. As new users are added, the project manager/administrator assigns each to the appropriate group depending on the user's role. Whenever necessary, 'Full Access' groups users can create new groups or make modifications to group membership.
Predefined Dedoose Access Groups
Each Dedoose access group is distinguished by the privilege settings for all aspects of a project database (Codes/Tags, Media Files, Excerpts, Descriptor Fields, Descriptors, and Security). These privilege settings include:
Eighteen general access groups and two small-group access groups are predefined in Dedoose to cover the needs of virtually all project and classroom or workshop applications. When setting up the project and assigning users, Dedoose project managers/administrators can choose to add any number of the available access groups depending on the needs of the project.
General Access Groups
The eighteen general access groups available for use in Dedoose include:
Small-Group Access Settings
Small-group access settings are generally applied in classroom or workshop settings where particular aspects of the database are shared across the small-groups, but each small group is limited in other ways to creating and modifying only work within the small group. For example, students may be organized as small teams to contribute to an overall class project, but are limited to viewing or modifying data created by members of their own group.
The two small-group access settings available in Dedoose are:
Project Specific Encryption Option
Data security is always paramount to Dedoose. Dedoose employs the highest levels of data encryption available for a web application in all data storage, backup, and transmission. However, encryption keys are stored in Dedoose and this allows us to assist users in project recovery and offer other project specific supports when needed. Essentially, this means, that while under all circumstances data are extremely safe, the technical and support leaders at Dedoose can access your project if the project owner/creator authorizes us to do so.
That said, for some users – particularly those working in healthcare or other areas where the data privacy requirements imposed by organization, institution, or funding agency policies are exceptional – additional measures must be employed.
This is where the project specific encryption feature comes in.
Dedoose is still a fully cloud-based solution, but this feature adds another layer of encryption for deeper data privacy where extraordinary sensitivities exist. When using this feature, you will hold an additional encryption key and you will need to enter your private key in order to view your project. This gives you exclusive control over who can view your project under any circumstances and all beyond the other Security Center settings you may have in place.
Cost: There is no additional charge for this premium feature and it can be easily activated when creating a new Dedoose project.
IMPORTANT: Please be aware that ONLY the project creator and persons they have given access will have the key to decrypt project data when this feature is activated.
THUS, THERE IS NO WAY FOR US AT DEDOOSE/SCRC TO ASSIST IN DECRYPTING OR RECOVERING PROJECT DATA IF THE KEY IS LOST.