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Groups: How to manage permissions for multiple staff members submitting data to ClinVar

  1. Overview of the Groups feature
  2. Accessing general functions in Groups
  3. Inviting others to join your Group and setting permissions
  4. Definition of permissions for Group members
  5. Sending an email with instructions to the invitee
  6. Removing a person from your Group and revoking access to submissions
  7. Recommendations for monitoring your Group

Overview of the Groups feature

ClinVar's Groups feature allows multiple individuals to submit data for the same organization and to manage permissions for each individual. Sharing of passwords with others, even with another person at the same organization, compromises submitted data and your account. The Groups feature provides a way to enable organizations to designate which individuals have access to view and submit data for their organization. A Group should be used instead of sharing accounts.

A Group is created automatically when an organization is registered in Submission Portal and approved by NCBI staff. The person who registered the organization is set as the Group administrator. The administrator can invite other people who will submit for the organization to the Group. The administrator can also change the administrator or add others; it is recommended that the Group have multiple administrators.

Accessing general functions in Groups

The Group administrator can access information for the Group by logging into the ClinVar Submission Portal and clicking on the "My Profile" link in the upper right-hand corner:

Display of the top of the Groups page in the ClinVar Submission Portal

Then click on the "Groups" link:

Display of the link to Groups in the ClinVar Submission Portal

Clicking on the "Groups" link displays a list of the Groups for which you are a member. Click on the link in the “Group id” column for the appropriate Group to expose additional links to "Members", "Invites", "Submissions", and "API access":

Display of the top of an example Groups page in the ClinVar Submission Portal

Inviting others to join your Group and setting permissions

On the Group page, the administrator(s) can invite others to become part of the Group by going to the "Invites" tab and entering the person's email. If you are inviting multiple people at once, use a comma between email addresses.

The administrator sets the permissions (see the next section) for the invitee as part of the invitation process. These permissions can be changed at any time by a Group administrator in the "Members" tab by selecting/unselecting the desired check boxes and clicking the button "Save Permissions Changes".

Definition of permissions for Group members

Read – Can access all ClinVar submissions and review the information in each record.

Modify – Can access all ClinVar submissions, edit the information in each record, and save that information. Cannot submit edited records.

Submit – Can access all ClinVar submissions, edit the information in each record and submit the edited record. If you want a person to be able to submit records, please make sure that the check boxes for read, modify and submit are all checked.

Delete – Can delete any record from Submission Portal (the record will be maintained in the ClinVar database).

(Note: If you wish to delete a record from the ClinVar database, please submit the delete request in our submission spreadsheet.)

Admin – Can Read, Modify, Submit, and Delete all ClinVar submissions. Can send invitations to join the Group. Can set (or reset) permissions for Group members. A laboratory can have multiple administrators. Only an administrator can set permissions for other Group members.

Sending an email with instructions to the invitee

The invitee to join the Group will receive an email containing a link to the Submission Portal. In order for the link to work, the recipient must have a MyNCBI account with completed sections for the person’s first and last name. Since recipients may or may not have a MyNCBI login, we strongly recommend that you send an email to the invitee containing the following advice :

Subject line: Instructions to become a submitter to ClinVar

Dear [],

You are being invited to become a submitter for our organization to ClinVar. To have access to the ClinVar Submission Portal, you must have a MyNCBI account.

If you do not have a MyNCBI account, you can create one by going to https://submit.ncbi.nlm.nih.gov/clinvar/ , clicking the log in button, and following instructions to create an account. Please make sure that your account has your first and last name. For more information on how to create an account, please visit: https://0-www-ncbi-nlm-nih-gov.brum.beds.ac.uk/clinvar/docs/submission_portal/

You will receive an automatically generated email with a link inviting you to be part of the Group. Clicking on the link in the email will launch a browser for the ClinVar Submission Portal, where the next step is to click on the button 'Accept invitation'.

If you have any questions, you can contact ClinVar staff at clinvar@ncbi.nlm.nih.gov

Sincerely,

[Your name]

Removing a person from your Group and revoking access to submissions

If you need to remove a person from the Group (e.g. the person left your organization), please contact ClinVar staff at clinvar@ncbi.nlm.nih.gov .

Please note that removing a staff member from the list of personnel in your organization registration has no effect on his or her ability to access and edit records that he or she created or edited previously.

Unchecking permissions of Group members removes access to records they did not create or edit, but does not completely revoke access to the ClinVar submissions that they created or edited previously.

The only way to ensure a staff member that has left the organization does not have access to any ClinVar submissions is to request that ClinVar staff revoke all access to submission data. Sharing of passwords severely compromises the ability of NCBI to help secure your data!

Recommendations for monitoring your Group

Individuals with Group privileges have considerable control over your organization’s submissions. We recommend that at least one laboratory director or principal investigator become an administrator in the Group (more than one administrator is possible). One or more administrators should periodically monitor the Group membership and permissions and contact ClinVar staff to revoke access when needed.

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Last updated: 2022-04-13T15:33:15Z