Managing Users

All Users across DatStat Illume and Discovery can be managed in the Enterprise Manager.


Users are the only people who have access to the DatStat Survey Manager and the DatStat Gateway, which leads to the Enterprise Manager, Data Manager and Discovery.

The only interaction Participants would have with DatStat is either receiving an email from the system or completing a survey.


All Users gain access by combinations of Roles and Projects given to them by an User with the Administrators Role.

General Rules of DatStat Security Model

Association – A role is associated to a specific User of a Project or Survey. Currently, Users can only be associated to Projects and Surveys .  


Privilege aggregation – A User can be given more than one role on the same Project or Survey. When this is done the resulting set of privileges is the sum or union of privileges from all roles.


Propagation – Giving a User one or more roles on a Project will cause these roles to propagate to all sub-projects and their contents.


Propagation override - Giving a User one or more roles on a sub-project will override ANY roles that have been propagated from the parent project. That is to say that giving a user the Designer role on a sub-project versus having Power User at the System level will grant them ONLY Designer privileges at that sub-project and any sub-projects below there.


For example, a User that belongs to a User group that has User roles in the System project, these roles propagate to ALL projects.  If roles are then added specifically for the User in sub-projects, the User will only utilize these roles in the sub-projects (Propagation override).


User Roles supersede User Group Roles - User roles specified for a User have higher precedence than that of a User Group.  Therefore, if roles are specified for a User and User Group (in which that User is a member) at the same project level, the User roles will ONLY be used.  In addition, these User roles will be propagated down with a higher precedence than any additional roles specified for a User Group in which this User is a member.

Adding the Study Administrator/Administrator User

When first configuring an Illume/Discovery system, or when adding a new Department/Group or Study Project, the User must have sufficient privileges to do their necessary tasks.


Determine the needs of the User, and the corresponding role, as in the examples below:


Each of the listed actions will require a role be assigned to that User.

NOTE: All of the listed actions may belong to different Users.  It depends on the configuration and process of the individual Customer.

Adding a User


  1. Log into the Enterprise Manager as either the Local Administrator or a User with the Administrator Role over the Projects to which the Users will be added.
  2. In the Enterprise Manager pane click on the Users Icon
  3. Click Take Action
  4. Select Add User
  5. In the Profile tab select the User Type, add the Logon Name, Display Name, Email - optional

NOTE: The RMS User Type is only available for Customers who have DatStat Discovery activated in their license.

  1. Set the Expiration, if desired, and beginning Password
  2. In the Illume Roles tab you can select the Security Type and assign the appropriate role/s for this User.

NOTE: After selecting the Security Type, Project, and User Role, click the Add Role button for each role added.


  1. The Features tab allows the Administrator to give access to any additionally Licensed/Special features.
  2. On the Site Access tab assign the Sites/Site Groups to which the User has access (optional).

NOTE: Sites may or may not exist at the time of User creation.  A Site can also be assigned afterward by editing the User.


  1. When all appropriate information has been entered for the User, click the Save button.
  2. At the User Saved screen click OK

Edit User

To Edit an existing User the Administrator can click the Edit EditUserIcon.gificon in the List Users screen.

The Edit User Screen has all of the same functionality as the Add New User screen.


After appropriate changes have been made click the Save button to commit.


Use the Cancel button at the bottom of the screen to cancel and return back to the List Users screen.

Deleting/Disabling Users

Users can only be deleted if they have not created a Survey, Query, Participant list or other Items in the Study.  A User that has created any of these can only be disabled.


Deleting must be done as an Administrator in the Enterprise Manager.


To Disable a User follow the Edit User instructions.


Changing Password

Users can change their password from the DatStat Illume Survey Manager by choosing File Change Password.

Type in the old password and the desired new password. Then re-type the desired new password in the Confirmation field. Click OK to make the change.


Users can also change their password from within the Web Applications by clicking on the link for "Welcome, User Name". This will open the User Preferences dialog and the user may change their password here.

Enabling Special Features

If the Illume license includes the Software Development Kit (SDK), Translation Module or Remote Data Collection, these features must be enabled for each user who should use them. By default, these features are disabled for all Users, even if they are included in the license.  


Data Import is a listed feature that is provided to all DatStat Customers and it not an additional cost, this feature can be given to specific users in the Features tab.

Not all users should have the ability to upload/modify data.