Site level permission

Oracle Site Select users can be restricted for assignment to a subset of sites within an account. Users with the View/manage assigned sites only permission will be restricted to a subset of sites within their permissioned studies. To be listed as a user available to assign to a site, users must also be:

• granted at least the Site Nomination, Evaluation and Selection permission
• permissioned to the study
• a valid user within the account

Note:

When an Oracle Site Select user loses access to a site for any reason, that user no longer receives any email notification related to the site. Examples of how users lose access include inactivation of the user account, change to user permissions, and changes to business partner collaboration permission or team. When a user is no longer permissioned to a site, email notifications for the site are sent to the email templates default email address or to the country override email address, if specified on the email templates page.

Users granted permission to all studies and who have at least the Site Nomination, Evaluation and Selection permission will be available for site assignment. Additionally, a user with View/manage assigned sites only permission can see all sites within a study they are assigned to as a union of their other study-related permissions. Meaning, a user who has been granted only the View/manage assigned sites only permission will not see any sites in the site grid because that user lacks other study permissions, such as study nomination/shortlist permission.

Sites grid

The combination of an individual user's permissions, role, and team assignment affect the sites visible in the sites grid as well as the actions a user can take. Here are some examples of expected behavior:

• A user with the View/manage assigned sites only permission will see no sites in Step 1 for all studies if assigned in a role
• If a user is granted the View/manage assigned sites only permission at the team level, the user will see no sites in Step 1 for the studies defined in that team
  • If the grid is empty for either reason above, Oracle Site Select displays the following message: "No sites are available based on your current level of study and/or site permissions."
• A user granted the Site Nomination, Evaluation and Selection permission at the role level, but assigned the View/manage assigned sites only permission at the team level will have the sites in the team-assigned studies limited to only those in which they are assigned
• A user with the Site Nomination, Evaluation and Selection permission and the View/manage assigned sites only permission at the role level will see only those sites to which they are assigned for each study

Also note, bucket state counters reflect the sites visible to the user. For example: A user is permissioned to only 10 of 15 sites in the shortlist. The counter on the bucket state link for Shortlist will read Shortlist (10).

CSV/PDF downloads

An individual user's permissions also affect the content of CSV and PDF downloads. For users granted the View/manage assigned sites only permission, these are additional examples of expected behavior for downloads:

• All CSV downloads from Step 1 are empty because site assignment occurs on Step 2.
• CSV downloads from any bucket state in Steps 2-4 are limited to only those sites for which the user is assigned, and if no sites are assigned to a user in any bucket state of Step 2, then all downloaded CSVs will be empty
• If a user is revoked access/assignment to a site, Oracle Site Select will not retroactively reflect this change; however, future downloads of a CSV site grid will reflect the change in site permission
• A user cannot download the PDF of a site's survey results for whom the user is not permissioned to view/manage
• The download option for Site profile updates CSV includes only those sites to which the user is assigned

Revoking access and permissions

Note:

When revoking a user's access to a study, first remove the user's site assignments from within the study's site grid.

If a user becomes ineligible to be assigned to a site for a study, the site(s) are currently not reverted to the unassigned state. For example, a user is permissioned to a study and assigned to a subset of sites within that study. The user is later removed from the study or the user has site nomination permission removed from their account. Upon revocation of the study or permission, all sites assigned to that user are not automatically reverted to the unassigned state. Existing site assignment behavior related to receiving email notifications and having the site-assigned user's email address be the reply-to email address is unchanged.

Note:

To prevent users from receiving email alerts that are not actionable, if removing a user's site assignment, either unassign the user from the site or assign access to a different user. Users/managers can run the Site progress report in Oracle Site AnalyzeAnalyze and filter on "Assigned User" to see which sites need to be reassigned before revoking a user's access to studies.

Also note that users assigned to fewer than all sites in a study are revoked from accessing Oracle Site Analyze reports for that study.