ClinEpi: Update presenter file as needed to hand off study mgmt to providers

[danicahelb]

please add a link to the data access dashboard for the relevant study in the automated email that gets sent to providers when a user requests access to the data

I think this something nupur and I can change in the presenter file…

OCT 20, 2023 STATUS CHECK some studies don't have the dashboard linked. see this ticket: https://github.com/VEuPathDB/EdaNewIssues/issues/704

[danicahelb]

we need to add a sentence in the ClinEpiDB.xml file. for example:

for passive approval:

To deny this request, visit the <a href="https://clinepidb.org/ce/app/study-access/$$DATASET_ID$$"> data access dashboard for the MAL-ED study </a> and change the approval status to "Denied" for this requestor.

for active approval:

To approve or deny this request, visit the <a href="https://clinepidb.org/ce/app/study-access/$$DATASET_ID$$"> data access dashboard for the MAL-ED study </a> and change the approval status to "Approved" or "Denied" for this requestor.

@aurreco-uga said we do not need worry about populating the DATASET_ID...that will be populated like the other macros in the email. we can just copy the html posted above

10/20/2023 STATUS CHECK:

Active approval verbiage in email:

Passive approval verbiage in email:

[danicahelb]

before closing this ticket, make sure that if the person is not logged in that they are 1st directed to log in and then brought to the data access dashboard

10/20/2023 STATUS CHECK: this works as expected

[danicahelb]

We need to update the verbiage for this whole section in the emails that get sent to the providers:

<p>The request will be reviewed for authenticity by ClinEpiDB staff and representatives from the MAL-ED study team. While we strive to grant access after a 72 hour review period, reviews of this request may be delayed by up to one business week due to the SARS-CoV-2 pandemic.</p>
<p>Please contact us should you have any questions or concerns.</p>

OCT 20, 2023 STATUS CHECK verbiage in the email sent to providers is good

[danicahelb]

We also want to include the tutorial of instructions for how to approve / deny requests...either as an attachment or as a link

links to pdf files in static content would look like https://static-content.veupathdb.org/documents/clinEpi/clinEpi_exercises/Tutorial_Search_Datasets_Variables.pdf

the html to add a link within text :

<a href="<url>">BABLABLA</a>

if you want to force it opening in a new tab:

<a target="_blank" href="<url>">BABLABLA</a>

[aurreco-uga]

i understand passive approval refers to controlled studies, and active to the rest, there is also the case of delayed approval, where access will be approved after a few days. might need different verbiage.

[nkittur-uga]

@aurreco-uga Actually, no, controlled studies are where the user has to fill and submit a data request form, and they are allowed to download data right after submission.

Protected studies are the ones which require approval, and those come in two types: passive approval has a waiting period (specified in presenter) after which they get automatically approved. And active approval is where the study team has to go into the dashboard and approve or deny the user.

[danicahelb]

To dos-

• [x] 1. make a spreadsheet with separate columns for "First name", "Last name", and "Email address" for ALL provider managers of protected studies and send to @aurreco-uga to check who has VEuPathDB accounts already in the database: https://github.com/VEuPathDB/service-dataset-access/issues/93

• [x] 2. For all provider managers of protected studies who do not already have VEuPathDB accounts, create an account for them (ask @aurreco-uga for help with giving them user-friendly passwords): https://github.com/VEuPathDB/service-dataset-access/issues/93

• [x] 3. Add all provider managers of protected studies to the appropriate study dashboard, and make sure they have "manager" permissions: https://github.com/VEuPathDB/EdaNewIssues/issues/672

• [x] 4. add provider manager emails to all protected studies: https://docs.google.com/document/d/1hTO7v4hlYguUgkeZVAS3TFOpC_UIJU1Ns1Dt2ETdAnU/edit#heading=h.o6ltema4ru56

<prop name="requestEmail">help@clinepidb.org</prop>
<prop name="requestEmailBcc">weilus@sas.upenn.edu,nkittur@uga.edu,nupur.kittur@gmail.com</prop>

These props should be automatically populated with the appropriate emails from the dashboard: https://github.com/VEuPathDB/EdaNewIssues/issues/671 (confirm with @aurreco-uga and @dmgaldi that this is the case. If so, updating the dashboard for each study with VEuPath account info for all provider managers should take care of this)

• [x] 5. switch some studies from protected to controlled or active to passive, as requested by providers: https://docs.google.com/document/d/1hTO7v4hlYguUgkeZVAS3TFOpC_UIJU1Ns1Dt2ETdAnU/edit#heading=h.o6ltema4ru56

<prop name="studyAccess">protected</prop>

• Note: <prop name="daysForApproval">5</prop> has to be blank for any study that is NOT protected passive. To set a study as protected active, make sure <prop name="daysForApproval">5</prop> is filled out.

• [x] 6. update number of days before approval of protected passive studies: https://docs.google.com/document/d/1hTO7v4hlYguUgkeZVAS3TFOpC_UIJU1Ns1Dt2ETdAnU/edit#heading=h.o6ltema4ru56

<prop name="daysForApproval">5</prop>

• [x] 7. we need the automated email that is currently being sent to both the requestor and the study team to be separate emails so that emails can have different verbiage. Use these new props to customize verbiage to the managers vs requestor:

<prop name="requestEmailBodyRequester"><![CDATA[  ]]></prop>

<prop name="requestEmailBodyManager"><![CDATA[  ]]></prop>

@aurreco-uga has changed the code to enable different emails to be sent to provider vs requestor: https://github.com/VEuPathDB/EdaNewIssues/issues/670

• [x] 8a. for all protected studies, in the auto-email sent to providers, add a link to the data access dashboard for the relevant study

for passive approval:

If you wish to approve this request, no action is required. To deny this request, visit the <a href="https://clinepidb.org/ce/app/study-access/$$DATASET_ID$$"> data access dashboard for the MAL-ED study </a> and change the approval status from "Pending" to "Denied" for this requestor within the $$DAYS_FOR_APPROVAL$$-day approval window.

for active approval:

To approve or deny this request, visit the <a href="https://clinepidb.org/ce/app/study-access/$$DATASET_ID$$"> data access dashboard for the MAL-ED study </a> and change the approval status from "Pending" to "Approved" or "Denied" for this requestor. The request will remain "Pending" unless action is taken.

• [x] 8b. add tutorial for using the dashbord to static content. pdf files in static content would look like:

https://static-content.veupathdb.org/documents/clinEpi/clinEpi_exercises/Tutorial_Search_Datasets_Variables.pdf

@nkittur-uga will add the tutorial to static content

• [x] 8c. for all protected studies, in the auto-email sent to providers, add a link in the email to the tutorial (forcing the tutorial to open in a new tab):

  <a target="_blank" href="<url>">BABLABLA</a>

• [ ] 9. check verbiage on the emails that get sent to managers & requesters (Note: managers & requesters get the same email) after (i) approval or (ii) denial of the request. The verbiage in email.yaml file may need to be updated to accommodate situations where the data is re-requested after a denial.

[nkittur-uga]

Two Data Access Dashboard tutorials have been added to static content as below:

GitHub/StaticContent/documents/clinEpi/clinEpi_exercises/ClinEpiDB_Data_Access_Dashboard_Protected_ACTIVE.pdf

GitHub/StaticContent/documents/clinEpi/clinEpi_exercises/ClinEpiDB_Data_Access_Dashboard_Protected_PASSIVE.pdf

[danicahelb]

we should probably check for EVERY study (1) verbiage of request (to manager & to requestor), (2) verbiage of approval, (3) verbiage of denial... including links

• Currently emails don't contain links to the dashboard for some studies: https://github.com/VEuPathDB/EdaNewIssues/issues/704

• Also, requestors are not getting status change emails (ie, approved/denied) at the moment: https://github.com/VEuPathDB/service-dataset-access/issues/65

Once these are fixed, request and check emails for EVERY protected study