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This guide explains how to use the administrative features of the National Biomedical Imaging Archive (NBIA).

Topics in this Guide

Administration Functions Overview

Security applies to all administration tools in NBIA. When you log into NBIA, only the administration tools for which you have been granted permissions are visible in the Admin menu. Their use is described on this page.

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Creating a New NBIA User

Only an NBIA administrator can create new users for NBIA.

Before NBIA users can be created, an administrator with access to the User Authorization Tool must register the NCIA application and assign an admin user to the NCIA application there. The administrator can then assign users to NBIA and roles to each user. The following table describes the role structure in NBIA.

Role

Functionality

NCIA.READ

Search capability

NCIA.MANAGE_VISIBILITY_STATUS

Privilege to access QC Tool

NCIA.VIEW_SUBMISSION_REPORT

Privilege to access Verify Submission

NCIA.MANAGE_COLLECTION_DESCRIPTION

Privilege to edit a collection description

NCIA.SUPER_CURATOR

Privilege to approve the deletion of image series

NCIA.DELETE_ADMIN

Privilege to execute the deletion of images approved for deletion

The roles you assign allow a user to perform tasks in NBIA. Additionally, an administrator can perform the following tasks:

  • Assign a user right to use the QC tool for the purpose of reviewing submitted imaging data and managing visibility status for the data. See Using the Quality Control Tool.
  • Verify submitted files. This includes the permission to view the image submission report which includes submission statistics and information regarding what has been received by the image repositories. See Viewing Submission Reports.
  • Configure security for data submitted to NBIA. For more information, see Configuring Security for Submitted Data.

For more information about creating new NBIA users/user groups and performing other tasks in the User Authorization Tool, see the User Authorization Tool documentation.

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Using the QC Tool

Permissions

This administrative feature is available only to logged-in users who have "manage visibility" privileges, as defined in UPT. For more information, see Registering a New User.

When an image is uploaded to NBIA, it is not made public immediately. A curator takes it through a quality control process to ensure that no private patient data is available, the image is of good quality, and so forth. Using the QC tool as a curator, you can define search criteria to locate image series for you to evaluate. You can then evaluate the submission and assign the QC status to an image or image series.

QC tool search visibility

The QC tool allows a curator to search "non-visible" or "not reviewed" images, whereas a regular user using the search tool can only see approved public images.

Classic Search

To perform a classic search

  1. Click Admin > Perform QC. This opens the QC Tool page to the Classic tab, shown below. You can specify basic search criteria on this tab. You can construct more specific search criteria on the Dynamic tab.

    QC Tool, Classic View

    Do not click your browser's Back or Refresh button while following these steps. This logs you out.

  2. Check the QC Status for the series you want to locate. The options are described in the following table:

    Submitted Object Status

    Description

    Not VisibleNo images in the series are visible.

    Not Yet Reviewed

    This status (selected by default) is automatically assigned to an image upon submission to the NBIA database.

    First Review to Seventh A configurable user-defined stage in the workflow of an image series.

    To Be Deleted

    Selected image series are to be deleted from the system.

    VisibleAll images in the series are visible.
    DownloadableTest the visibility of images in the series. This allows for downloading when set.  It also separates the test cases from released cases.
  3. In the Collection(s) field, select one collection (site) that you want to search. You cannot search multiple collections (sites) at one time.

  4. In the Batch Number field, select the batch number of the images/series for which you want to search. You can also select Any, to find all batches that have a batch number, or None, to find all batches that do not have a batch number.
  5. In the Confirmed as COMPLETE field, select Yes to search for a set of images/series that has been confirmed as complete, or No to search for a set of images/series that is ongoing.
  6. In the Released field, select Yes to search for images/series that have been released or No to search for images/series that have not been released.

  7. To restrict results to a list of patient IDs, in the Patient ID panel, enter the list of patient IDs and select Add Criteria to perform the search. Separate multiple patient IDs with commas.  
    Patient ID field with patient IDs

  8. In the From and To boxes, enter the most recent submission date range by selecting a date in the calendar or by using the format mm/dd/yyyy.

  9. Click Submit. NBIA searches for image series that match the criteria you define.

See also Understanding QC Tool Search Results.

Dynamic Search

To perform a dynamic search

  1. Click Admin > Perform QC. Select the Dynamic tab, shown in the following figure. The Dynamic tab allows you to construct specific search criteria.

    Do not use the back button nor the refresh button in these steps, either of which will return the page back to the previous page.

    QC Tool, Dynamic View

  2. Check the QC Status for the series you want to locate. The status options are described in the following table.

    QC Status

    Description

    Not VisibleNo images in the series are visible.

    Not Yet Reviewed

    This status (selected by default) is automatically assigned to an image upon submission to the NBIA database.

    First Review to Seventh A configurable user-defined stage in the workflow of an image series.
    To Be DeletedSelected image series are to be deleted from the system.

    Visible

    All images in the series are visible.

    DownloadableTest the visibility of images in the series. This allows for downloading when set.  It also separates the test cases from released cases.
  3. In the Batch Number field, select the batch number of the images/series for which you want to search. You can also select Any, to find all batches that have a batch number, or None, to find all batches that do not have a batch number.
  4. In the Confirmed as COMPLETE field, select Yes to search for a set of images/series that has been confirmed as complete, or No to search for a set of images/series that is ongoing.
  5. In the Released field, select Yes to search for images/series that have been released or No to search for images/series that have not been released.
  6. In the From and To boxes, enter the most recent submission date range by selecting a date in the calendar or by using the format mm/dd/yyyy.
  7. For each criterion you select, click the green (+) symbol. This confirms the selection and displays the criterion above the first Submit button.
  8. To select more criteria, do so in the Construct Criteria section. Options under the drop-down arrows change according to the group you select. You can also specify the Boolean AND or OR to express relationships among criteria.
  9. Click Submit. NBIA searches for image series that match the criteria you define.

See also Understanding QC Tool Search Results.

Understanding QC Tool Search Results

Curators use the QC tool to work with images that are not yet available to the public.

After you submit search criteria in the QC tool, you can do the following on the search results page.

QC Tool

Viewing Image Series

Your search results appear in a table in the QC Images by Series section of the QC Tool page.

QC Images by Series showing one result

In addition to viewing image series details in the table, you can view them as thumbnails or in the DICOM viewer.

Viewing Thumbnails

In the Thumbnails column, click View to see image series details.

The Series Details page appears, displaying the first image in the series on the left and the DICOM tags for the image on the right. If there is more than one image in the series and DICOM tags for each image, you can view an animated slideshow of the images in the series. For more information about the controls in the animated slideshow, see Viewing Image Animation. The DICOM tags change when you view a different image in the series.

If the image series modality is Ultrasound, you can view each image in the series in multi-frame, as shown below. You can move to other images in the series by selecting them from the drop-down list.

Series Details page

If the collection you selected for viewing includes sequence information, the annotations show the sequence data identified by a (>) to the left of the Element column, as shown below.

Series Details page showing arrows that indicate sequence data

Viewing Image Series in the DICOM Viewer

In the DICOM Viewer column, click View to open the image series in the Oviyam DICOM viewer. For more information, see QC Tool Search Results.

Changing Image Series Status

As a curator, you may need to change the status of one or more images or image series. You can change the status of one or more selected images or image series individually or as a batch update.

Before you can change the status of an image or image series, you must use the QC Tool to find it. You must then select the image or image series you want to change.

Status options include:

QC Status

Description

Not Yet Reviewed

This status (selected by default) is automatically assigned to an image upon submission to the NBIA database.

Visible

All images in the series are visible.

Not Visible

No images in the series are visible.

To Be Deleted

Selected image series are to be deleted from the system.

First Review to SeventhA configurable user-defined stage in the workflow of an image series.
DownloadableTest the visibility of images in the series. This allows for downloading when set. It also separates the test cases from released cases.

If you change the status of an image series, the change is also reflected in any shared lists to which the image series belongs. If you attempt to change the status of an image series that is in a shared list, an alert message appears, detailing to which shared lists the selected image series belong(s).

To change image series status

  1. Select Admin > Perform QC. The QC Tool page appears.
    Scroll down to the QC Images by Series section. The images you selected in the Classic search or Dynamic search appear in the table.

    QC Tool, QC Images by Series and Perform Bulk QC Operations

  2. Select the image(s) or series for which you want to change the status.
    • To select a single image in a series, click View in the Thumbnails column, then use the cine tool to locate the image you want to change.
    • To select a single series, select the box in the search results table corresponding to the image series you want to change.
    • For a bulk update, select multiple image series in the search results table or click Check All, which is above and below the search results table.

      Selecting images to QC

      The Check All and Uncheck All buttons in the QC Images by Series section of the QC Tool page apply to all of the results of your search. The box to the left of the Submission Date column only selects the series in that row of the results table.

  3. In the Perform Bulk QC Operations section, select the new status you want to assign to the selected image or series. If you are applying the status change to many collections at once, click Run in background to run the bulk operation in a separate thread, improving system performance.

  4. In the Change Log box, describe the nature of the image status change. This text will be part of the QC Status report you can generate to track changes in visibility. See Generating a QC Status Report.

  5. Click Update to update the selected image(s) or series.

After the image series' status has been changed, the status column of the image series in the search results table on the QC Tool page also changes.

Generating a QC Status History Report

To view the status change log from the QC Tool page search results, select the series you want to appear in the report and then click Generate Report.

The QC Status History Report appears, displaying all changes that have been made to the status of the series you selected.

QC Status History Report Page

Click Back to QC Tool to close this window and return to the QC tool.

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Deleting Image Series

As an administrator, you can assist in the two-tier process of deleting NBIA data. To do so, you must have been granted specific roles. For more information about the roles and the deletion processes, see Approving Image Deletions and Manually Deleting Image Series.

Approving Image Deletions

This function is part of a two-tier deletion process. You, as a super curator, can approve the deletion of image series that have been identified as "To be deleted".

To approve series deletions, follow these steps:

  1. Click Admin > Approve Deletions.
    The Approve Deletions page appears.
    Approve Deletions dialog box
  2. From the Collection(s) list, select a collection (site).
  3. Optionally, enter Patient IDs. Separate multiple IDs by commas.
  4. Click Submit to initiate a search for the series marked for deletion.
  5. From the results, click View to review the detail for an individual series. From the page that opens, click Delete to approve the deletion. Click the Skip button to go to the next series.

    Tip

    If you click Skip, this signals that you do not approve the deletion. If that is so, you should generate a report to see who requested the deletion and work with that person to resolve any deletion disagreement.

  6. For batch deletion, select the checkbox for one or more series and click Delete to approve the deletion.

Image series approved for deletion are still visible in the system, identified as "To Be Deleted". They are removed from the system at a system-configured time, such as at midnight (called an "off-line deletion"), unless a manual deletion (called an "online deletion") is performed. For more information, see Manually Deleting Image Series.

About deletions

  • After an image series is approved for deletion, the action cannot be reversed.
  • Any new image submissions to a series identified "To be deleted" will be successful, but the status of the series does not change.
  • Images submitted to files that are identified as "Deleted" are quarantined.

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Manually Deleting Image Series

Permissions

This administrative feature is available only to logged-in users who have "manage visibility" privileges, as defined in UPT. For more information, see Registering a New NBIA User.

This function is part of a two-tier deletion process. You, as a Delete Admin, can execute the online deletion of image series that are "approved for deletion". This function immediately removes images that are approved for deletion rather than waiting for the next scheduled system-wide deletion job.

To manually delete series, follow these steps:

  1. Click Admin > Perform Online Deletion.
    A list of image series that have been approved for deletion appears.
  2. Click Delete to execute the real-time series removal.

    Deleting individual series?

    All series listed in this page are deleted. There is no way to specify individual series for online deletion.

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Viewing Submission Reports

Permissions

This administrative feature is available only to logged-in users who have "manage visibility" privileges, as defined in UPT. For more information, see Registering a New NBIA User.

When a site submits images to NBIA, a user with admin privileges can run various reports to verify that the images have been received and to monitor the status of the submitted images. This is accomplished in NBIA by generating a report with this information.

To view submission reports, follow these steps:

  1. Click Admin > View Submission Reports.
    The Submission Reports page appears.
    Submission Reports page
    The Collection//Site section displays all collections for which you, as an Admin, have permissions to view.
  2. Select a collection.
  3. Enter a valid date range or select one by clicking the calendar icons.
  4. Click the report type you want to run: Accrual, Image, or Annotation.
    The search begins and may take a few moments.

To assist in viewing the reports, use the following icons:

  • In the report results in the upper right segment of the page, click the Help button (help button) to learn details about the report type you selected.
  • Click the arrow at the left of the section to hide (hide button) or show (show button) the results.
  • To view an expanded view of the image report results, click the Expand icon (The Expand icon.) preceding each row of the New Image or Corrected summaries.

The results display Count by Day details of the submissions. For example, for each day in the time frame, you can view a list of affected patient IDs, study instance UIDs and series instance UIDs.

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Accrual Report

After you have submitted a query for viewing accrual reports, NBIA displays the results on a page shown in the following figure.
accrual report

Fields that appear on the report are described in the following table.

Submitted Files Counts Fields

Description

New Image

An image that does not exist in the system at the time of submission

Corrected Image

An Image that has been successfully submitted more than once. The time of the original image submission does not affect whether a subsequent image is considered as "corrected". Each time, an image is re-submitted in the time frame, the count is incremented.

New Patient

A patient that had no images submissions prior to the start of the date range, but at least one image submission within the date range

Updated Patient

A patient that had at least one image submission prior to the start of the date range, and at least one image submission within the date range

Corrected Patient

A patient that has at least one image submission in the time frame that has been corrected.

New Study

A study that had no image submissions prior to the start of the date range, but has at least one image submission within the date range

Updated Study

A study that had at least one image submission prior to the start of the date range, and at least one image submission within the date range

Corrected Study

A study that has at least one image submission in the time frame that has been corrected.

New Series

A series that no image submissions prior to the start of the date range, but has at least one image submission within the date range

Updated Series

A series that had at least one image submission prior to the start of the date range, and at least one image submission within the date range

Corrected Series

A series that has at least one image submission in the time frame that has been corrected

Report content

The reports contain a count of patient/study, series or images that have been affected during the date range in the specified collection/site.

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Image Submission Report

After you have submitted a query for viewing image submission results, NBIA displays the report on a page as shown in the following figure.
Submission Reports dialog box

Image submission results display a count of patients, studies or series for or to which an image was submitted during the specified date range in the collection or site you selected. Fields that appear on the report are described in the following table.

Submitted Files Counts Fields

Description

New Image

An image that does not exist in the system at the time of submission

Corrected Image

An Image that has been successfully submitted more than once. The time of the original image submission does not affect whether a subsequent image is considered as "corrected". Each time, an image is re-submitted in the time frame, the count is incremented

Affected Patient/Study/Series

A patient/study/series is one for which there was at least one new image submission

Corrected Patient/Study/Series

A patient/study/series that has at least one image submission that has been corrected in the time frame.

Report content

The reports contain a count of patient/study, series or images that have been affected during the date range in the specified collection/site.

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Annotation Submission Report

After you have submitted a query for viewing annotation submission results, NBIA displays the report on a page as shown in the following figure.
annotation submission report

The annotation submission report contains a count of annotations submitted and affected patient/study/series during the specified date range for that collection site. Fields that appear on the report are described in the following table.

Submitted Files Counts Fields

Description

Annotation

An annotation that has never been submitted in the system prior to the start of the date range

Corrected Image

A patient/study/series is one for which there was at least one new annotation submission

Report content

The reports contain a count of patient/study, series or images that have been affected during the date range in the specified collection/site.

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Editing a Collection Description

Permissions

This administrative feature is available only to logged-in users who have "manage visibility" privileges, as defined in UPT. For more information, see Registering a New NBIA User.

This feature allows you as an administrator to enter a brief description for a collection so the NBIA user knows what type of data comprises the collection.

To edit a collection description, follow these steps:

  1. Click Admin > Edit Collection Description.
    The Edit Collection Descriptions page appears.
    The Edit Collection Descriptions page.
  2. From the Select Collection Name list, select a collection name.
  3. In the text box, enter a description or edit an existing description for the collection. Use the text formatting tools to format the text, if you like. If appropriate, you can add a hyperlink to a resource such as a wiki with a longer description.

The description displays on the simple/advanced search screen when you click the (?) button next to the collection name.

Creating a clickable link

To make a link clickable in this section, select Rich for Toolbar Selection, select Source (Source button), and create a link as shown in the following example:

         <span contenteditable="false"><a href="https://www.google.com" target="_blank"><span>Link To Be Created</span> </a></span></p>

If you want to edit the link, select the Source button and set contenteditable to true.

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Managing Workflow Items

Permissions

This administrative feature is available only to logged-in users who have "manage visibility" privileges, as defined in UPT. For more information, see Registering a New NBIA User.

A workflow is a business process that, in the case of NBIA, an image series must pass through before it is published. Since it is a business process, these steps must be defined first within an organization. NBIA allows you to change the visibility status of an image series. This visibility change is part of the definition of a workflow item. Workflow items can also trigger a web service call to a URL. When you define a workflow item, you specify a name for it, the type of action that will take place during it (such as a visibility change), which image collection and site are involved, and the URL of a web service if the information resulting from this workflow item should be sent to one.

You can create, edit, and delete workflow items

Creating a Workflow Item

To create a workflow item
  1. Select Admin > Manage Workflow Items.
    The Manage Workflow Items page appears.
    Manage Workflow Items page
  2. Click Create Workflow.
    The Workflow Item page appears.

    Workflow Item page

  3. In the Name box, specify a name for the new workflow item. The name cannot be longer than 50 characters.

  4. From the Type list, select Visibility Change or New Series.


    • Select the Visibility Change option when editing an existing workflow item. A visibility change occurs when the workflow item triggers a web service call to the URL you have entered in the URL field on this page.

    • Select the New Series option if you want the result of this workflow item to create a new image series. You can add this new series to a collection in the next step.

  5. From the Collection list, select an existing image collection to which this workflow item should apply. Existing image collections are in the Collection list.  If you need to create a new collection to apply to this workflow item, enter it in the New Collection for List box and then click Add to Collection List.
  6. From the Site list, select an existing site. Existing sites are in the Site list. If you need to create a new site to apply to this workflow item, enter it in the New Site for List box and then click Add to Site List.
  7. To send information in this workflow item to a web service, enter the web service's URL in the URL box.
  8. Click Save.
    The new workflow item appears on the Manage Workflow Items page.

Editing a Workflow Item

You can edit a workflow item's name and collection/site.

To edit a workflow item

  1. Select Admin > Manage Workflow Items.
    The Manage Workflow Items page appears.
    Manage Workflow Items page
  2. Click the Edit button in the row of the workflow item you want to edit.
    The Workflow Item page appears, showing the values already set for the workflow item you selected.
    Workflow Item page
  3. Edit the name, type, collection, site, or URL as needed, consulting Creating a Workflow Item for details on these steps.
  4. Click Save.

Deleting a Workflow Item

To delete a workflow item

  1. Select Admin > Manage Workflow Items.
    The Manage Workflow Items page appears.
    Manage Workflow Items page
  2. Click delete button in the row of the workflow item you want to delete.
    You are prompted to confirm the deletion.

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Managing Saved Queries

You can review and delete queries saved by users in NBIA.

Permissions

This administrative feature is available only to logged-in users who have "manage visibility" privileges, as defined in UPT. For more information, see Registering a New NBIA User.

Reviewing Saved Query Information

To review a saved query

  1. Select Admin > Manage Saved Queries.
    The Manage Saved Queries page appears listing all the queries saved by NBIA users.
    Manage Saved Queries page
  2. The following information is listed for each query.

    Sorting the table

    By default, the table is sorted by Query Name, but you can also sort by the Last Executed or Query Creator columns.

    Column NameDescription
    Query Name

    Click the name of the query to display the Criteria Selected by the user. The selected field name(s) and data are listed.

    Query Name Criteria Selected

    Last ExecutedLists the date and time that the query was run.
    New Data Available
    New Data icon. Exclamation pointindicates that new data is available.
    Query CreatorUsername of the person who saved the query.

Deleting a Saved Query

To delete a saved query

  1. Select Admin > Manage Saved Queries.
    The Manage Saved Queries page appears.
    Manage Saved Queries page
  2. Check the box next to the Query Creator column of a query to be removed. You can delete multiple queries at once.

    Removing All Saved Queries

    To remove all of the saved queries, check the box next to column name, Query Creator. All queries are selected.

    Delete Saved Queries page

  3. Click Remove Selected Items.
    You are prompted to confirm the deletion and the selected queries are removed.

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Using the User Authorization Tool

Administrators use the User Authorization tool to manage data access by users, user groups, protection groups, and roles.

Topics in this section include:

Accessing the User Authorization Tool

To access and use the User Authorization Tool, you must be an NBIA administrator.

  1. Log in to NBIA.
  2. Select Admin > User Authorization Tool.
    The User Authorization Tool appears, open to the User tab.

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Managing Users

Once a user submits data, an administrator adds the user to NBIA. The administrator must create the user in LDAP to manage data access privileges.

What to do if the user is not in LDAP

Contact Application Support to request that they add a user to LDAP.

Managing users involves:

Adding a User to NBIA

  1. Select Admin > User Authorization Tool.
    User tab of the User Authentication Tool
  2. Select the User tab.

  3. Click Add User button.
    The User Details window appears.
    User Details page
  4. Add the user's Login Name. The login name is not case-sensitive.
  5. Add a valid Email address of the user.
  6. To activate the user, select Active Status. To deactivate the user in NBIA, clear Active Status.

  7. Click Save button to save the changes.
    The user is added to NBIA and the table on the User tab.

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Finding a User

To find a user on the User tab, narrow the list by adding one or more characters to one or more column header boxes.

In the following example, the displayed users have 5523 as part of their login name and nlsc in their email address.

Example of a user column search

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Updating User Information

  1. Select Admin > User Authentication Tool.
  2. Select the User tab.
  3. Click Edit user button.
    The User Details window appears.
    User Details page

  4. Update the Email address as needed. The Login Name cannot be updated.

  5. For an active user, maintain Active Status. To deactivate the user in NBIA, clear Active Status.

  6. Click Save to save the changes.
    The user information is updated in the table.

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Deactivating a User

A user cannot be deleted from NBIA, only deactivated.

  1. Select Admin > User Authentication Tool.
  2. Select the User tab.

  3. Find the user you want to deactivate.

  4. Click Edit user button.
    The User Details window appears.
    User Details page

  5. Clear the Active Status box and then click Save.
    The user's Active Status value changes to False.

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Managing Protection Groups

An NBIA administrator uses the Protection Group tab to add protection groups and assign protection elements to limit data access and visibility by image collection and site(s).

Protection elements are created automatically

NBIA automatically creates protection elements when data is submitted based on the image collection and site(s).

Managing protection groups involves:

Adding a Protection Group

  1. From the Protection Group tab, click Add Protection Group.
    The Protection Group Details window appears.
    Protection Group Details

    The following table lists and describes protection group information.

    Name

    Description

    Protection Group Name

    Start the name with "NCIA” and enter your name of choice.

    No Special Characters

    Do not use special characters such as # or \ in group names.

    Protection Group Description

    Add a description (optional).

  2. Click Save button to save the changes.
    The protection group is added to the table.

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Associating Protection Elements with a Protection Group

Once you create the necessary protection group(s), assigning the associated protection element(s) is the beginning of setting up security for a collection's visibility in NBIA. The protection element identifies the collection, as well as the site, associated with the data.

Data Access and Protection Elements

If the protection element is set to Public, a user can be assigned the Public role and have access. For limited access to the data, assign a user to a protection group and a role that allows the user data access.

To associate a protection element with a protection group

  1. On the Protection Group tab, find the protection group.
  2. Click Add button in the Assign Protection Element column.
    The Add Protection Element(s) to Protection Group window appears.
    Add Protection Element(s) to Protection Group window
  3. Click Available Protection Elements.

  4. Select the elements to be associated with the protection group.

    Narrowing a List

    To narrow a list, type the name or part of the name next to the magnifying glass icon (Magnifying glass icon).

  5. Click Add button to save the changes.

  6. The Associated Protection Element(s) column lists the elements that you added.

    In the following example protection element, NCIA.SportInjury//ACL

    • NCIA.SportInjury is the collection.
    • ACL is the site.

      Multiple Sites

      If there are multiple sites for a collection, you might want to create a protection group for each site. This process would grant access to verify submissions per site.

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Removing Protection Elements from a Protection Group

  1. Click Remove button in the Remove Protection Element(s) column.
    The Remove Protection Element(s) from Protection Group window appears.
    Remove Protection Element(s) from Protection Groups window
    The Protection Group Name cannot be changed.
  2. Click Included Protection Elements, and select the elements to remove.

    Narrowing a List

    To narrow a list, type the name or part of the name next to the magnifying glass icon (Magnifying glass icon).

    Click x to return without saving.

  3. Click Remove button to save the changes.
    The protection element(s) is no longer listed in the Associated Protection Elements column.

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Finding a Protection Group

On the Protection Group tab, you can perform a global search or a column search both described in the following table.

 You can perform both searching techniques to further filter a list, but do not forget to clear the search boxes to expand the list.

Type of SearchPerforming a Search
Global Search

You can search for a term or part of a term in all the protection group columns in the table. All protection groups with the characters you entered are returned.

In the following example, a Global Search of colonography finds protection groups with the word in the Protection Group name and the Associated Protection Elements.

Global search of a protection group
Column Search

You can also find protection groups in the table by adding a term to a column header or more than one column header to further narrow the list.

In the following example, bbb in the Protection Group column and demo in the Description column, displays two results.

Search of protection groups by columns

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Updating a Protection Group Description

  1. On the Protection Group tab, find the protection group you want to update.
  2. Click Edit button.
    The Protection Group Details window appears.

  3. Update the group description.
    Note that you cannot update the protection group name.

  4. Click Save button to save the changes.

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Deleting a Protection Group

  1. On the Protection Group tab, find the protection group you want to delete.
  2. Click Edit button.
    The Protection Group Details window appears.

  3. Click Delete button.
    The row is removed from the table.

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Managing User Groups

NBIA administrators create user groups to limit data access and visibility by protection group and user role. Before or after creating user groups, you can assign users and roles to protection groups.

Managing user groups involves:

Viewing Protection Groups and Roles Associated with a User Group

  1. Select Admin > User Authentication Tool.
  2. Select the User Group tab.

    User Group tab in the User Authentication Tool

  3. Click the arrow in the first column to see the protection group(s) and role(s) associated with the user group in that row.
    User Group tab, first two columns
    The row expands to show the protection group(s) and role(s) associated with that user group.
    User Group tab, protection groups and roles visible

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Modifying Protection Groups and Roles for a User Group

  1. View the protection group(s) and role(s) for a selected user group.
  2. Click Edit Association button.
    The Modify Authorization for Selected User Group window appears.
    Modify Authorization for Selected User Group
  3. To change the roles associated with this protection group, open the Role list. Click or clear the checkboxes you want to add or remove, respectively. Click Update Role button.
  4. To remove this protection group from this user group, click Remove PG button.

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Assigning a Protection Group and Role to a User Group

You can associate a user group with a protection group and one or more roles.

To assign a protection group and role to a user group

  1. Select Admin > User Authentication Tool.
  2. Select the User Group tab.

    User Group tab in the User Authentication Tool

  3. In the row associated with the user group whose access you want to specify, click Plus button.
    The Add Protection Group to Selected User Group window appears.

  4. Open the Protection Group list and click one protection group to select it.

    Narrowing a List

    To narrow the list of protection groups, type the name or part of the name next to the magnifying glass icon (Magnifying Glass icon). All protection groups with the characters you entered are returned.

    Add Protection Group to Selected User Group window with the Protection Group list opened 
    The list closes and shows your selection in the window.

  5. Open the Role list and click the box to the left of each role you want to assign to the selected protection group.

    Narrowing a List

    To narrow the list of roles, type the name or part of the name next to the magnifying glass icon (Magnifying Glass icon). All protection groups with the characters you entered are returned.

    Add Protection Group to Selected User Group window with the Role list opened
    The list closes and shows your selection(s) in the window.

  6. Click Save button.
    The user group is now associated with the selected protection group and roles.

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Deleting a User Group

Deleting a user group does not delete the users in it.

To delete a user group

  1. Select Admin > User Authentication Tool.
  2. Select the User Group tab.

    User Group tab in the User Authentication Tool

  3. In the row of the user group you want to delete, click Cut button.
    The Delete the Following Group? window appears.
  4. Click Delete button.
    The user group no longer appears in the list.

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Adding Protection Groups and Assigning Roles

An NBIA administrator creates protection groups to limit data access and visibility by image collection and site(s). Administrators add users to protection groups and can then further manage their access by assigning them one or more roles. Users can only access the protection group data in the way that the role specifies.

For example, John Smith needs to be a curator within the Mouse Astrocytoma protection group, so user johnsmith is assigned to protection group NBIA Mouse Astrocytoma with the role of CURATOR.

Topics in this section include:

Adding a Protection Group

  1. Select Admin > User Authentication Tool.
  2. Select the Protection Group tab.
  3. Scroll down to the bottom of the page and click Add Protection Group button.
    The Protection Group Details window appears.
    Protection Group Details window
  4. Enter a name for the new group and optionally, a description.

    No Special Characters

    Do not use special characters such as # or \ in group names.

  5. Click Save button.
    The protection group appears on the Protection Group tab.

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Assigning a User to a Protection Group with Roles

Super Administrator

If you are a Super Administrator for one protection group, your privileges extend to all of the protection groups.

To assign a user to a protection group and assign roles

  1. Select Admin > User Authentication Tool.
  2. Select the User Authorization tab.

  3. Select a user from the list.
    A page listing the protection groups and access roles associated with the selected user opens.
    User Authorization tab of the User Authorization tool

  4. Click Add Protection Group and Access Role button.
    The Grant Access to Selected User window opens.
    Grant Access to Selected User page

  5. From the Protection Group list, select the group to which you want to assign the user.
  6. From the Role list, select the access role that the user should have in that protection group.
    The following table lists and describes the access roles available in NBIA.

    Access Role
    Description of Access Role
    NCIA ADMIN

    Access the User Authorization Tool to manage users

    NCIA CURATE

    Add or modify curation data

    NCIA DELETE_ADMIN

    Super Administrator role for deletions

    NCIA MANAGE_COLLECTION_DESCRIPTION

    Manage collection descriptions

    NCIA MANAGE_VISIBILITY_STATUS

    Access the Quality Control (QC) Tool

    NCIA READ

    Public role for searching

    NCIA SUPER_CURATOR

    Super Administrator role for approving deletions

    NCIA VIEW_SUBMISSION_REPORT

    Access the Submission Reports option to verify submissions.

  7. Click Save to save the changes.

    The row is added to the table.

    Working with the table

    To adjust how the table is sorted, click the arrows in the column header. To narrow the list, type the name or part of the name in the column header. You can also enter information in multiple column headers to further narrow the list.

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Changing a User's Access Role Within a Protection Group

  1. Select Admin > User Authentication Tool.
  2. Select the User Authorization tab.

  3. Select a user from the list.
    A page listing the protection groups and access roles associated with the selected user opens.
    User Authorization tab of the User Authorization tool

  4. In the row of the protection group you want to change, click Update Access icon.
    The Grant Access to Selected User dialog box opens.

    Grant Access to Selected User, Update

  5. To change the user's access to roles in this protection group, click the down arrow to open the Role list. Select the boxes next to roles you want to assign to the selected user. Clear the boxes next to roles you do not want the user to have. Click Update button to save your changes.

    To delete a role, open the Role list, select a role, and click Delete button.

    The User Authentication tab appears.

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Resolving Errors in the User Authorization Tool

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