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Overview	Website (URL) Links	Accounts & Login	Support	Universal 'From' Email

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Overview

The SMPH (previously ICTR) REDCap instance will be called the WISC instance going forward. 

We will be moving this instance to an Azure cloud infrastructure on Tuesday, June 10, 2025. The system will be offline Tuesday, June 10 starting at 12 AM (midnight - CST) and tentatively through Wednesday, June 11 (10 PM) while we make these changes. 

During this downtime, all messages sent from REDCap (Alerts, ASIs, text messages from Mosio, emails) will be paused.  They will not be sent once the system is offline, but will send once the system is back online.  If a participant has a survey link, they will be unable to access that link while the system is offline. They will need to complete their survey at a later time, once the system is back online.

This move to the cloud will allow additional security settings to be put in place, flexibility with new integrations, and overall more control over our system now that we have moved off UW Health servers. All 3 of our new REDCap instances - WISC, Global Health and FDA Regulated - will now be located in this cloud infrastructure.  For more information on the other instances, please visit this overview KB page: https://kb.wisc.edu/smph/informatics/96709

Along with the change noted above, there will be a few additional changes with the WISC REDCap instance, which are noted below.

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Website (URL) Links

The new WISC REDCap site can be found here: https://redcap.wisc.edu/. (This site should be unavailable until the move on June 10th, so do not use it yet.)

All previous references to the old URL (https://redcap.ictr.wisc.edu/) will automatically redirect to the new website.  This includes ALL links*, including but not limited to:

• Bookmarked websites
• Project bookmarks within REDCap
• Survey links
• Public Survey links
• Shortened/customized survey links
• Links created with a smart variable 
• Links included in Alerts or ASIs

The old URL redirects are planned to continue forever, however, we do recommend updating any bookmarked links to the new website address when possible to avoid possible confusion.

The WISC TEST site, which is a copied version of Production used for testing API tokens or large changes to a project without emails being sent, can be found here: https://test.redcap.wisc.edu/. It WILL be copied over at periodic intervals with little notice, so do NOT use it for long-term testing.

 

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Accounts & Logins

WISC REDCap will now enforce multi-factor authentication (MFA) for all users logging into the system. This is an added security measure since this WISC REDCap instance contains PHI. This is also a requirement from UW-Cybersecurity and will be enforced on all our REDCap instances.

Accounts (Usernames)

UW-Madison Staff

All UW-Madison staff will continue using their UW NetID as their REDCap username.

NEW: All NetID accounts will now be required to log in with DUO. This is the same DUO setup used across the UW-Madison campus for other systems. See the NetID Users section of the "Logins" section below for more information.

Existing External Collaborators

Existing external collaborators will continue using their username, which may be an email address or a Admin provided username. We will NOT be transitioning existing external collaborator accounts to a new format/NetID/etc. They will stay the same.  

NEW: These users will be required to login with multi-factor authentication view a Google/Microsoft Authenticator App or getting a code via an email address. See the Non-NetID Usesr section of the "Logins" section below for more information.

New External Collaborators (accounts created AFTER June 11, 2025)

NEW: Beginning on June 11, 2025, all new requests for external collaborator accounts will be created with a process called Manifest.  This process will create a UW NetID for these users.  This NetID will NOT provide the same NetID access that UW-Madison staff have to other systems. These users will also be required to set up and use DUO for multi-factor authentication. See the NetID Users section of the "Logins" section below for more information.

Logins

NetID Users (UW-Madison staff and 'new' external collaborators)

When signing into WISC REDCap, NetID Users will select the "Click here for NetID Login" button.  

• If you have used DUO for UW-Madison systems before, you should not need any additional setup.
  • Once you click the login button and have already logged into DUO for another system, you will be taken straight to your WISC REDCap home page. 
  • If you have not logged into DUO for another system on your computer, you will be prompted to do so now.
• FIRST TIME SETUP:
  • If you have not used DUO through UW-Madison before, you may need to follow the steps on this KB page for setting up DUO on a mobile device: https://kb.wisc.edu/helpdesk/81448. 
    • WISC REDCap administrators will NOT be able to help with DUO setup.  You will need to contact the DoIT Help Desk for assistance.
  • WISC REDCap may also ask for your first name, last name and work email address the first time you sign into REDCap.

Non-NetID Users (existing external collaborator accounts created BEFORE June 11)

When signing into WISC REDCap, Non-NetID Users will select the "Non-NetID Login" tab and then enter their username and password (same as used for SMPH/ICTR REDCap previously).  

Once you have logged in, you will be prompted to select from 2 authenticator options - Google/Microsoft Authenticator or an emailed code.

• Google/Microsoft Authenticator
  • If you have not set up your authenticator, use the link "How do I set up Google Authenticator or Microsoft Authenticator?" and follow the instructions. 
  • If you have set up the app, go to it now and retrieve your device.  NOTE: you will NOT get a push notification - you will need to log into your authenticator app on your device to retrieve the code.

  

  • Follow the steps to set up your Authenticator (see option A below). These instructions will only be shown once. 
  • If you do not see the screen on the right, you may see a message about needing to log in first with another option (see option B below - use the email code option to sign in for now).  Once you log in with the email code option, you can go to your REDCap Profile screen where you can retrieve the Authenticator information for set up.

• Emailed Code
  • If you prefer to not use the Google /Microsoft Authenticator apps, you can select the option to have a code emailed to you.  The email will be sent to the address on file with REDCap.
  • The code emailed to you will only work for 2 minutes.

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Support

In the future, our primary way to contact our support team will be to use a new SMPH portal that will be coming soon.

In the meantime, users can continue using the older support address (redcap@ictr.wisc.edu). Once the new portal and address are available, we will be auto-forwarding emails from the older support address to the new address for a period of time. After a month or so we will no longer be accepting emails to the old support address.

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Universal 'From' Email

All of our REDCap instances use a universal 'From' email address (do not reply), which means all emails coming out of REDCap will come from the same email address.  This is regardless of the email address that may be listed in the 'From' field of Alerts and ASIs (see screenshots below). This is done to ensure emails coming out of the system are set up appropriately, are encrypted and to limit the potential for emails to be marked as spam.  Additionally, this helps to ensure only work/business email addresses are used when contacting participants, which is required by the IRB.  You will still be allowed to include a 'display name' and add a work/business email address in the From field.

While a universal from email has always been used, it will be changing to a 'do not reply' email.  This email will NOT be monitored, so anything sent to it will not be read.  We are moving forward with a do not reply email address to ensure that participants or other staff that may use the 'Reply All' to an email sent from REDCap do not end up in our ticketing system.

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If you have a UW-Madison REDCap project and have questions about Project Statuses and Project Life Cycle, please send them to REDCap@ictr.wisc.edu

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