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Table of Contents

Once you create a form, you can link it to different levels. The forms attached at levels such as participant, visit, or specimen level will appear as a separate form under the forms tab. Whereas the forms attached at custom field level, e.g., specimen custom fields or container custom fields, would appear on the main data entry screen. The custom fields within the main screen can be also be marked as "mandatory" fields.

You will only be able to see those custom form levels for which you can create associations.

Attach form

...

The CP-specific forms such as registration, specimen, and visit level forms can be attached to one or multiple collection protocols.

Info

The 'Associations' column displays a count of form associations.

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Attach Form

A user can attach forms at three levels depending on the role assigned to the user. For example: Super admin users have access to attach forms at the system level, whereas admin users can attach forms at the collection protocol level to which they have access.

  1. At system level

  2. At collection protocol level

  3. At collection protocol group level

At System Level

Forms attached at the system level apply to every collection protocol, container, and user across all institutes within the system.

  • Only the Super Admin can attach forms at this level.

  • There are two types of associations where the form can be attached at the system level 

  1. Direct Attachment at the System Level:
    Certain associations allow forms to be attached directly at the system level, such as collection protocol custom fields. This approach ensures that the form is accessible across all collection protocols within the system.

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Expand
titleClick here to view the steps with example

  1. Select 'Forms' from the navigation menu or the home screen.

  2. Navigate to the form overview page and click on 'Associations'

    Attach1.pngImage Added

  3. Click on 'Add'

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  4. Select the ‘Collection protocol Custom Field’ level from the dropdown and click on '

Attach' button (spanner icon) next to the form.Image Removed

  • Select the CP-specific level, e.g., registration, specimen, or visit form (when levels not specific to CP such as container custom fields are selected, the options to select CP will not be displayed).

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  • Check the 'All Current and Future Collection Protocols' checkbox to link the form with all protocols in the system.

  • If you want to link it to more than one Collection Protocol, click in the collection protocol box and select one or more collection protocols to which the form has to be linked.

In the case of custom fields (for example, forms attached at Distribution Protocol Custom Fields, Container Custom Fields, etc.), it will get attached to all distribution protocols or containers across the system.

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As Custom Form

  1. Add'

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  1. At All Present and Future Collection Protocols:
    There is other type of association where users can choose the option ‘All Present and Future Collection Protocols’ when linking the form. This setting ensures the form is automatically applied to both existing and future collection protocols in the system.

Expand
titleClick here to see the steps

  1. Navigate to the form overview page and click on 'Associations'

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  2. Click on 'Add'

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  3. Select the ‘Registration Form’ level from the dropdown, select 'All Present and Future Collection Protocols' then click on 'Add'.

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At Collection Protocol Level

Forms attached to individual collection protocols take precedence over system-level or Collection Protocol Group (CPG) associations. Regular users with form access, in addition to administrators, can attach forms at this specific level.

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titleClick here to view details...

  1. Navigate to the form overview page and click on 'Associations'

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  2. Click on 'Add'

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  3. Select the ‘Registration Form' and name of the ‘Collection Protocol’, click on 'Add’

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At Collection Protocol Group Level

Users can attach a form at the CPG level to enter data across all collection protocols in the group, thereby overriding system-level associations.

Expand
titleClick to view the steps

  1. Navigate to the CPG and click on the 'Forms' tab

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  2. Select the level for attaching the form participant/visit/specimen.

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  3. To attach a form at the 'Custom Field' level, click the 'Add' button next to 'Custom Fields'.

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  4. If you wish to attach the form at the ‘CustomForm' level, click on the ‘Add’ button present beside 'Forms’.

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Attachment level and Description

The customs forms can be attached at various levels based on the data entry needs.

Expand
titleClick to view the levels and description

Level

Description

Participant Forms

  • Forms linked at the participant level

will be available under all CPs

  • are accessible across all Collection Protocols where the participant is registered.

  • Data entered at the

'Participant' level will be available under all CPs the participant is registered to.
E

  • participant level (e.g.

, If P1 is registered under CP1 and CP2

  • , 'Participant Contact Details'

entered for P1 under CP1

  • ) will

also

  • be available

under CP2

  • in all collection protocols participant is associated with.

  • Forms added at this level will be

available

  • listed under the participant’s forms tab

on the participant overview page

  • .

Registration Forms

For CP

  • Collection Protocol-specific participant forms

. E

  • (e.g., 'Smoking

history', which might only be required under Lung Cancer Protocol.Forms added at this level will be available

  • History' for Lung Cancer Protocol) are available only within the relevant Collection Protocol.

  • These forms will be listed under the forms tab on the

participant overview

  • participant’s form page.

Specimen Array Event

To add custom fields to the "add event page"

  • Custom fields can be added to the 'Add Event' page of the array.

  • Multiple forms can be attached at this level.

While

  • To select a form while adding an event, click the dropdown button in the event field

to select the form

  • .

Specimen Event

To add "custom events"

  • Add ‘Custom Events’ to describe different stages of a

specimen

  • specimen’s life cycle

,

  • (e.g., Nano-drop event

. Refer to the wiki page for more details

Specimen Forms

  • Forms linked

to

  • at this level will

be available

  • appear under the forms tab

of

  • for any collected specimens

of

  • within the attached

CP

  • collection protocol.

Specimen Slide Event

To add custom fields on the add event

  • Custom fields can be added on the 'Add Event' page for the slide.

 Multiple

  • Multiple forms can be attached at this level

.

  • While adding an event, click the dropdown button in the event field to select the desired form.

User Forms

(New in v8.0)To add forms at the “User“ level. The forms can be added to capture training records, and so on. Refer

  • User forms can be added at the ‘User’ level for capturing training records and other information

  • For more details, refer to the wiki page

for more details

  • .

Visit Forms

  • Forms linked

to

  • at this level will be

available

  • accessible under the forms tab

of

  • for any

occurred

  • visit

of

  • within the attached

CP.

As Custom Fields (embedded within the main screen)

Expand

Level

Description

  • collection protocol

Collection Protocol Custom fields

  • To add custom fields on the

"create collection protocol" page. E.g., 'IRB document', "CTRI number.'

  • ‘Create Collection Protocol’ page, such as 'IRB Document' or 'CTRI Number'.

Container Custom Fields

  • To add custom fields on the

"create

  • ‘create container

page"

  • page’. E.g., 'Vendor name.' 

DP Requirements Custom Fields

  • To add custom fields on the

"create

  • ‘create DP requirements

page"

  • page’. E.g., 'Specimen quality.' 

Distribution Protocol Custom Fields

  • To add custom fields on the create distribution protocol page. E.g. 'Grant Number'

Order Custom Fields

The forms can not

  • Order custom fields cannot be attached using

attach icon at order custom fields level. It

  • the 'Association' option from the form page.

  • Instead, can be attached

either

  • at the system level or the Distribution Protocol level.

Refer to Adding custom fields to Order level for more details.

Project Custom Fields

  • To add custom fields on the

"create

  • ‘create new project

page"

  • page’. E.g., Instructions 

Registration Custom Fields

  • To add custom fields on the

"participant

  • ‘participant registration

page"

  • page’. E.g.'Marital Status', 'Age' etc. 

Service Request Custom Fields

  • To add custom fields to the

"create

  • ‘create request

page"

  • page’ of a project. E.g., Requestor Notes

Site Custom Fields

  • To add custom fields to

"create

  • ‘create site

page"

  • page’. E.g., 'Site phone number'

.

Specimen Array Event

To add custom fields to the "add event page" of the array. Multiple forms can be attached at this level. While adding an event, click the dropdown button in the event field to select the form

  • .

Specimen Custom Fields

  • To add custom fields to the

"

  • main collect specimen page

".

  • , E.g., 'Processing Site', 'Tube Type' etc.

Visit Custom Fields

  • To add custom fields to the main visit page, e.g.,' Primary Diagnosis.' 

Multiple records

Some forms like test results, surveys, etc., might have to be collected multiple times. To do this, check the "Multiple records allowed" checkbox while attaching a form at a particular level.

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Editing the attachment level

...

Edit Attachment

Forms can be edited at the Participant Forms, Visit Forms, Specimen Forms, and Registration Forms levels. For example, you can edit whether modify a form can have a single record or to include multiple records, as demonstrated below.

Expand

This can be done by clicking the attachment level (spanner icon) and then 'Edit'.

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For forms attached at any other levels, if you want to change the attachment level, you can follow one of the below approaches:

No data present in the form

You can delete the attachment and attach it to another required level and collection protocol/s. To do this, follow the below steps:

  • Click on the 'Spanner Icon' in front of the desired form. This will display the present attachment level of the form.

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  • Click on the 'Delete' icon beside the attachment level.

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titleClick to view the steps

  • Click the 'Edit' icon

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  • Select the multiple records allowed and click on 'Update'

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Delete Attachment

When no Data Exists

You can directly delete the attachment from different levels when there is no data present related to that form

Expand
titleClick to view the steps

  • Navigate to the associations and click on the 'Delete' icon

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  • Click on 'Yes'

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Follow these steps ONLY when there is no data present in the forms or in a case where the data need not be preserved. Otherwise, deleting the attachment level leads to the deletion of related data.

When Data

...

Exists

When deleting an attachment level leads to the deletion of the data related to those forms. In this case, the data needs to be preserved, and then the form reattached it to another level. You can follow the below steps:

Case 1: Changing the attachment level from ALL to single/multiple CP

Expand

  1. Go to the Collection Protocol list page → More → Export.

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2. Select the name of the form in 'Record Type' and click on 'Export'. A CSV file containing the form records will be exported.

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3. Go to the forms list page, search for the form for which the attachment was to be changed, click on the spanner icon and delete the previous attachment level.

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4. Add the new attachment level and click on 'Done.'

5. Go to the exported form records CSV (exported in step 2) in any text editor.

6. Remove the first column (Identifier) and save the file.

  • If the new attachment level added was CP specific, go to that CP’s patient list view page → More → Biospecimen Data.

  • If the new attachment level added was not CP specific, go to the Collection Protocols list page and click on More → Biospecimen Data.

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7. Select the form name from the 'Record Type' dropdown and click on 'Validate and Import.'

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Case 2: Changing the attachment level from single/multiple CP to ALL

Expand

  1. Go to each CP's participant list page, to which the form is attached, click on 'Export.'

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2. Select the form name from the 'Record Type' dropdown and click on 'Export.'

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3. Repeat steps 3 to 6 from Case 1.

If you wish to attach the same form at the same level to multiple collection protocols, this can be done using Collection Groups. You can refer to Collection Protocol Groups for more information.

Case 3: Changing the attachment level from single/multiple CPs to CPG

Make sure you do not delete the attachment of the form. This will result in the deletion of the data.

...

  1. In this case, go to the CPG → Click on the 'Forms' tab.

...

2. Select participant/visit/specimen where you want to attach the form.

3. If you wish to attach the form at the ‘Custom Fields' level, click on the 'Add’ button beside it.

...

4. If you wish to attach the form at the ‘Visit Forms' level, click on the ‘Add’ button present beside 'Forms’ title.

...

, the associated data is also removed. To ensure data preservation, first, save the data before deleting the attachment level. Afterward, you can reattach the form to a different level. For more detailed instructions, please refer to the wiki page.

Enable Multiple Records

To collect data from forms such as test results or surveys multiple times, ensure you select the ‘Multiple records allowed’ checkbox when attaching the form to a specific level. This setting enables the form to be used repeatedly for data collection.

Expand
titleClick to view the screenshot

  • Select ‘Multiple records allowed’

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Enable Notifications

Users can receive notifications about adding or editing form associations. Additionally, you can choose to include the form data in these notifications by selecting the corresponding checkbox.

Expand
titleClick to view the steps

  1. While adding an association, select ‘Send Notification’

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  2. Select the user group from the ‘Notification Recipient' dropdown and click on 'Add’

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Note: The notifications are only sent to the User Groups and not to the individual users.