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Table of Contents

Introduction

Once all the configuration and mapping of the fields are completed, you can synchronize data from the REDCap server. The synchronization can be conducted manually at the CP level and automatically at System Level.

CP Level Synchronization

The manual synchronization can be performed in two steps:

Synchronization of Instruments

  1. Navigate to CP Overview Page and click on the ‘setting’ tab on the sidebar.

  2. Under the project tab, click on the ‘More’ button and select ‘Synchronize Instruments’.

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Synchronization of records

  1. Similarly to synchronize the records, click on the ‘More' button under the project tab and select ‘Synchronize Records’.

  2. You will get three options to synchronize the records:

Incremental Updates

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It will update the latest changes in the records from the last synchronization run.

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All Records

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It will pull all the records of the project from the REDCap server.

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Selected Records

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It will pull user-specified records (record ids separated by commas or tabs or newlines).

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Participant Merging

The participant matching is done based on the following attributes:

  1. eMPI

  2. MRN (site + MRN)

  3. UID (SSN).

If a match is found, then that participant is used for registration and update purposes. Otherwise, a new participant is created for registration.

Info

Please note - The REDCap connector/plugin doesn’t use last name + DOB combination for matching as this requires users’ involvement or confirmation before using the resulting matches. The user’s involvement is ruled out because the synchronization is done automatically at scheduled times.

Participant identifiers such as MRN, eMPI, SSN are used to merge the incoming REDCap participant records. A simple illustration shown

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with MRN is below:

REDCap

OpenSpecimen

Outcome

New record

The MRN of the incoming record matched the MRN of the participant registered to a different protocol.

The existing participant record should get reused during registration.

New record

  • The MRN of the incoming record matched the MRN of the participant registered to the same protocol.

  • Both records have the same PPID.

The incoming participant record should be linked to the existing registration.

New record

  • The MRN of the incoming record matched the MRN of the participant registered to the same protocol.

  • Records have different PPIDs.

Error: The participant is already registered.

  • Existing record

  • Update MRN

Incoming MRN refers to another participant of another protocol.

Error

  • Existing record

  • Update MRN

Incoming MRN refers to another participant of the same protocol.

Error

  • Existing record

  • Update MRN

Incoming MRN is not available.

Update the MRN for the linked participant.

Synchronization Status

OpenSpecimen provides an audit log for the synchronization run.

Expand
titleClick here for details

  1. To check the synchronization status, change to the 'Synchronization Runs' tab and click on the 'Refresh' button, as shown in the image below.

  2. If any error is encountered during the synchronization, it will be displayed as 'Failed', and the user can download the error file for reference as shown below in the red box.

  3. If there are no errors during the synchronization, it will be displayed as 'Success' as shown below in the green box.

  4. The ‘Records' column shown below displays the information on the number of records that synchronized without errors (left side) and the number of records that faced errors (right side).

    Image Modified

  5. You can also filter the Synchronization Run based on status. To do so, you have to click on the search icon available on the top-right corner, and select the desired status (Failed, Success, In Progress, and Abort) for filtering.

Abort synchronization run

Whenever the synchronization starts accidentally, or the server shut down, the user can use the abort feature to stop the synchronization in the middle of the run.

Expand
titleClick here for details

  1. To abort the synchronization run, click on the abort icon shown in the red box below.

  2. A pop-up message asking for confirmation will appear.

  3. Click on 'Yes' to confirm. It will update the status in the audit log to 'Aborted'.

System Level (Auto) Synchronization

It is a very tedious task to manually go to the REDCap configuration page and perform synchronization every time you update the data in REDCap. Therefore to handle such a problem, OpenSpecimen provides system-level auto-synchronization. It is achieved via the Jobs module as follows:

  1. Go to the "Jobs "from the homepage and click on the '+create' button.

  2. Add details about Job Name, Type, Implementation, Runtime parameters as shown below for Instrument and records synchronization.

  3. Depending on the institutional need, you can specify the time intervals between two synchronization runs.

Info

System-level Auto Synchronization is an incremental synchronization as discussed above.

Instrument synchronizer

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Records synchronizer

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