Auto-email users with approved access requests, asking about secondary publications

[danicahelb]

Discussed in 11/14 EDA UX meeting

Currently, ClinEpiDB outreach manually looks for publications of secondary analyses using data on our site annually to present statistics for the “Year in Review” presentation

Going forward, as more studies are integrated into ClinEpiDB, this will not be feasible

• Plan is to select a random subset of studies and only find secondary publications resulting from these, and extrapolate to create usage statistics

There is no way that we can be certain that folks are including a reference to ClinEpiDB, information about the Study ID, or a data availability statement indicating that the data is in our website

• Generally, data providers tend to include a data availability statement but not a reference to ClinEpiDB
• Generally, folks that use data from ClinEpiDB tend to site the study

We will add an additional field to the Data Access Records table for “publications” and request that folks who access data on ClinEpiDB get back to us when their analyses get published

• This will bring more visibility to these secondary analyses, and so benefits the users of ClinEpiDB data… but no way to guarantee that they update this information

We will also send out an email to all folks with an approved access request 2x per year to ask if any publications resulted from accessing data on ClinEpiDB

We will manually update the Data Access Records table with any publications we hear about from these emails

• This is in line with a request from the PERCH study team

Note: we will not be able to provide this information for “Public” studies. Outreach team should push providers to use “Controlled” access instead.

For this ticket:

• [ ] automatically send out bi-annual emails to users with an approved data access request, asking them to inform us about any secondary publications

[danicahelb]

Related ticket to add publication column to data access records table: https://github.com/VEuPathDB/ClinEpiModel/issues/2

Related ticket to allow users to update data access requests with publication information: https://github.com/VEuPathDB/web-study-data-access/issues/24

[dmfalke]

Not sure where this should go. I'm guessing there are third party tools for scheduling automated emails.