Organization Administrator introduction

  • Published by Viedoc System 2023-06-21
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The hierarchy of Organization Administrator and Study Manager

Studies are grouped in Viedoc under organizations; that is, each client has its own organization where all studies belonging to that organization are stored. The System Administrator at Viedoc Technologies can add a new organization, and then also assign at least one Organization Administrator (Org Admin) to that organization. The Org Admin can then create studies and invite Study Managers to those studies within that organization.

Org Admin responsibilities

For the Org Admins, the organization overview is the first page that is shown upon accessing Viedoc Admin. As an Org Admin, you can:

  • Add new studies - see eLearning lesson here
  • Invite Study Managers - see eLearning lesson here
  • Confirm deletion of studies - see eLearning lesson here
  • Invite additional Org Admins - see eLearning lesson here
  • Enable SSO (Single Sign-On) for your organization - see eLearning lesson here
  • Access the Viedoc Inspection Readiness Packet (VIRP) - see eLearning lesson here

More information about Viedoc Admin can be found here: Overview of Viedoc Admin

It is the responsibility of the Org Admin to make sure that all users within the organization have received appropriate training for their respective tasks. More information about managing users for Org Admins can be found here.

Customers and the Org Admin role

Control of organization

As the Org Admin has the authority (directly and indirectly) to manage access to studies in their organization, Viedoc recognizes the importance for the customer to be in sole control of their organization and data. No Viedoc employee will have Org Admin access to a customer's organization when there are live studies in the organization.

Limit data access

Users with access as Org Admin have the permission to invite themselves or other users as Study Manager to the studies within their organization. The Study Manager has the permission to invite users with different roles to the given study. Thus, the Org Admin has the authority (directly and indirectly) to manage access to studies in their organization. So by granting Org Admin access only to one or a few trusted users, you can limit the number of users and vendors that have access (directly or indirectly) to your data.

Org Admin appointment

High-level overview

Users with Org Admin access should preferably have a high-level overview within the company or organization, since the Org Admin can directly or indirectly access all studies within the organization as well as create new studies. This should be a user that is trusted and authorized to perform the activities as described in section 2.1. The role of this user might differ for different companies, but it could be the CEO, Director of Data Management, Lead Data Manager, Manager of Clinical Operations etc.

Managing Org Admins

Org Admins can delegate the responsibility by inviting additional Org Admins. By doing this, each organization can manage their own organization after having it set up by the Viedoc System Administrator and having the first Org Admin invited. Giving too many user Org Admin access is a security risk and we recommend that you try to have 2-4 Org Admins in your organization to have sufficient backup.

The System Administrator at Viedoc will only be allowed to invite customer users as Org Admins once this has been confirmed in writing by the legal representative (the person signing the Master Service Agreement).