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REDCap: Send-It

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Overview
Send-It Settings
Requirements
How to use Send-It

Overview

Send-It is a secure data transfer application available within REDCap that allows you to upload a file (up to 256 MB in size) and then allow multiple recipients to download the file in a secure manner. 

Each recipient will receive an email containing a unique download URL, along with a second follow-up email with the password (for greater security) for downloading the file. The file will be stored securely and then later removed from the server after the specified expiration date. Send-It is the perfect solution for anyone wanting to send files that are too large for email attachments or for certain types of files that may contain data when appropriate agreements are in place. 

There are two ways to access the Send-It tool.

  1. From the "Send-It" option within REDCap's Main Menu top navigation bar

    Send-It from REDCap Menu
    REDCap Send-It option from main menu

  2. From within a REDCap project in areas such as a specific Report when you opt to access or download a file. This option will be displayed as a "Send data file" button that will open and display the Send-It options.  The settings for sending a file using these methods are the same as accessing Send-It as a stand-alone tool
Send-It From Reports Page
Sending a Report file through Send-It from within a REDCap project

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Send-It Settings: Requirements and Recommendations

Below are the settings available to customize the Send-It request along with a list of settings and our requirements and recommendations for using each. 

Send-It Settings Breakdown
Send-It setting options

Setting Requirements & Recommendations
General Use
  • Only use Send-It for work related purposes.
  • When possible, the file uploaded should not include PHI.
  • If data is shared internally or with collaborating institutions ensure you have the appropriate agreements in place for use and sharing of the data.
From (Sender)
  • Sender must be your work related email (the only available options are those associated with your REDCap account).
To (Recipient)
  • Recipient should only be sending to a person's work or business related email address (Do not send to personal accounts or Gmail, Yahoo, etc. addresses).
  • REDCap cannot restrict where a file is downloaded to once the recipient receives the email. Especially when dealing with PHI, the file should only be saved to a secure device.  To mitigate the risks, REDCap Admins will periodically review Send-IT recipient emails to ensure only work/business addresses are being used.  Inappropriate use may result in a person losing access to their REDCap account.
Email Policy
Expiration
  • Expiration allows you to set a time limit where the download will be available.  By default, the request will expire in '3 days'.
  • Expiration may be set up to 7 days from the time the invite is sent.  Expiration should not be set past 7 days.
Select a File
  • Most common file types are acceptable.
  • Max file size is 256 MB.
Receive Confirmation
  • Notifies you when the recipient downloads the sent file.
  • This option must be selected.

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How to use Send-It

Instructions for using Send-It:
After selecting one of the two ways to share your Send-It file, fill out the form provided to specify to whom you wish to send the file, as well as other custom information and settings (covered in the section above).

Each email address you enter (separated by commas) will receive a message stating that a file is available for download. The email will include a unique link and password, which the recipient will use to navigate to the webpage for downloading the file to their computer.

If the file is very large, it may take several moments to upload, so please allow it to continue to upload until it notifies you of its completion.

Send-It Page
Send-It Main Page

Once the file has been sent, you will receive a confirmation that the file was uploaded and recipients were notified.  It will also provide a list of all people the file request was successfully sent to. 

Send-It Confirmation Message
Send-It Confirmation Message

The recipients of your file will receive two separate emails.  

  1. An email with information on the name of file, your personal message, and a link to download the file with a password. 
  2. An email only containing the password used for download.
Send-It Main Email with Link
Send-It Email 1:  Main Message and Link

Send-It Email with Password
Send-It Email 2:  Password to download file

When a file recipient clicks the link to download the Send-It file, it will display a prompt for them to enter their specific password.  This password is unique to them and the link that was shared with them.  It should not be shared with anyone else to download the file.

Send-It Prompt to Enter Password
Recipient page to enter password and "Download File"

If you have a UW-Madison REDCap project and have questions about Send-It, please send them to REDCap@ictr.wisc.edu

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Keywords:
REDCap, Send-It, send, it, document, email, tool, file 
Doc ID:
146726
Owned by:
Amanda Y. in SMPH Research Informatics
Created:
2024-12-05
Updated:
2024-12-12
Sites:
SMPH Research Informatics , SMPH Research Informatics TEST