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Attach Form

A user can attach forms at three different levels:

  1. System level

  2. Individual level

  3. Collection Protocol Group level

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

Attach Form

At system level

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 type 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.

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'

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  3. Click on 'Add'

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

Expand
titleClick hee to see the stepshere 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 select the name of the 'Collection Protocol’ from the dropdown.

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    ‘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 where you want to attach the form.
    If you wish to attach the

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  3. To attach a form at the ‘'Custom Field' level, click on the 'Add’ button beside itAdd' 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’ title.

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Attachment level and Description

The customs forms attached at custom form level such as participant, visit, or specimen level will appear in the forms tabcan be attached at various levels based on the data entry needs.

Expand
titleClick to view the levels and description
Expand
titleClick here to view the levels and description

Level

Description

Level

Description

Participant Forms

  • Forms linked at the participant level will be available under all the CPsare 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.g., If P1 is registered under CP1 and CP2participant level (e.g., 'Participant Contact Details' entered for P1 under CP1 ) will also be available under CP2in all collection protocols participant is associated with.

  • Forms added at this level will be available listed under the participant’s forms tab for that participant.

Registration FormsFor CP

  • Collection Protocol-specific participant forms (e.

E.

  • g., 'Smoking

history', which might only be required under

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

Forms added at this level

  • These forms will be

available

  • listed under the forms tab on the

participant

  • participant’s form page.

Specimen Array EventTo add custom fields

  • Custom fields can be added to the 'Add Event'

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

  • Add

‘custom events’

  • ‘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 EventTo 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

  • User forms can be added at the ‘User’ level

. The forms can be added to capture training records, and so on. Refer

  • 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.

Custom field

The forms attached at custom field level, e.g., specimen custom fields or container custom fields, would appear on the overview pages.

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

  • 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 container page’. E.g., 'Vendor name.' 

DP Requirements Custom Fields

  • To add custom fields on the ‘create DP requirements 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 the 'Association' option from the form page.

It

  • 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 new project page’. E.g., Instructions 

Registration Custom Fields

  • To add custom fields on the ‘participant registration page’. E.g.'Marital Status', 'Age' etc. 

Service Request Custom Fields

  • To add custom fields to the ‘create request page’ of a project. E.g., Requestor Notes

Site Custom Fields

  • To add custom fields to ‘create site page’. E.g., 'Site phone number'

.

Specimen Array Event

  • .

Specimen Custom Fields

  • To add custom fields to the

‘main

  • main collect specimen

page’.

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

Visit Custom Fields

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

Edit Attachment

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

Expand
titleClick to view the steps

  • Click the 'Edit' icon

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

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Delete Attachment

...

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

Deleting 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 can be reattached to another level. You can follow the below steps:

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

Expand
titleClick to view the steps

  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. Navigate to the 'Associations' from the form overview page

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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,
    Navigate to that CP’s patient list view page
    Click ‘More’
    Select ‘Biospecimen Data’.

  • If the new attachment level added was not CP specific
    Nanigate to the Collection Protocols list page
    Click ‘More’
    Select '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
titleClick to view the steps

  1. Navigate to 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.

.

Enable Multiple Records

Some data for the 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, 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.

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  • Select ‘Multiple records allowed’

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Enable Notifications

The notifications can be sent to the users regarding adding/editing form records. You can also add form data in the notificationUsers 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.