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Table of Contents

Introduction

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  1. Go to the CP Overview Page and click on the 'Settings' tab on the left sidebar.

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  2. Select ‘REDCap Project Configuration' and click on the 'Add Project’ button.

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  3. Provide information on the project name, server name, API token, site, PHI data, snapshot download page size, and users, and then click on 'Next'.

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Data Dictionary for Project details

Field Name

Mandatory?

Description

Name

Yes

Free text to enter a name for the REDCap Project. For example, Testing_RC

Server Name

Yes

Name for the REDCap server where your REDCap server is configured. For example, OpenSpecimen REDCap QA server

API Token

Yes

User-specific API token generated for the project. For example, A411D356AXYRC0C8A2742EBC366778HD

Site

No

The site linked with your collection protocol.

Save PHI Data

Yes

'Enable' or 'Disable' option to allow or prevent the collection of the participant's Personal Health Information (PHI).

Info

When you use the ''Save PHI data" option as Disabled, OS will not pull any RC field marked as 'Identifier' in the RC instrument/form set-up. Usually, these fields are 'First Name', 'Last Name', 'MRN', 'DOB', etc.

Snapshot Download Page Size

No

Specifies the maximum number of records that will be pulled from the REDCap at each interval. This is repeated ‘N' numbers of times until all records are pulled. It helps to minimize the overload to the OpenSpecimen server.

For example, if there are 10,000 records in the REDCap project, and you have set the 'Snapshot Download Page Size' value to 5000, then OpenSpecimen will take two turns to pull all 10,000 records from the REDCap.

The default value is '1000’.

Notify Users on Errors

No

Specify the users' names who will be notified of any error during the REDCap synchronization process.

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Mapping can be done at two levels: Participant (Both classical and longitudinal studies) and Visit (Longitudinal study)

Note

When you are adding a mapping for participant or visit fields, make sure there is no space between OS and RC field. If you introduce a space, the mapping will not be saved.

For example:

Correct mapping: rcRecordId=ppid

Incorrect mapping: rcRecordId = ppid

Participant Level Mapping

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  1. After adding the project details, you can move to the ‘Fields and Events Mapping’ page by clicking the Next button.

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  2. Map REDCap variables (on the left) obtained from the 'data dictionary' to OpenSpecimen (on the right) as shown below.

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List of Participant Fields and Variables

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Field Name

Variable Name

PPID

ppid

Registration Date

registrationDate

External Subject ID

externalSubjectId

Registration Site

site

First Name

participant.firstName

Last Name

participant.lastName

Middle Name

participant.middleName

Birth Date

participant.birthDate

Death Date

participant.deathDate

Gender

participant.gender

Races

participant.races

Vital Status

participant.vitalStatus

Ethnicity

participant.ethnicities

eMPI

participant.empi

National ID / SSN

participant.uid

MRN Site

participant.pmis.siteName

MRN

participant.pmis.mrn

Email Address (v10.3)

participant.emailAddress

Custom field

participant.extensionDetail.attrsMap.<custom_field_name>

For example: if the field name is 'redcap_age' in the custom form the use: participant.extensionDetail.attrsMap.redcap_age

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  1. Like 'Participant Level Mapping', map visits fields for the REDCap project as shown below.

  2. Additionally, you can map events for the REDCap project, as shown below.

  3. Those events from REDCap which are not mapped can create unwanted, unplanned events in OpenSpecimen. To avoid this, click on the 'Ignore Unmapped Events’ checkbox as shown above in the red box.

List of Visit Fields and Variables

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Fields Name

Variable Name

Visit Name

name

Event Label

eventLabel

Visit Date

visitDate

Clinical Diagnosis

clinicalDiagnoses

Visit Site

site

Clinical Status

clinicalStatus

Path. Report Number

surgicalPathologyNumber

Cohort

cohort

Comments

comments

Visit Status

status

Custom Field

extensionDetail.attrsMap.<custom_field_name>

For example: if the field name is 'visit_number' in the custom form the use: extensionDetail.attrsMap.visit_number

Mapping and auto-generating Labels

OpenSpecimen provides option to auto-generate labels. However, the PPID and visit name can also be synced from REDCap by mapping it in the configuration.

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When the label format is not configured on OS:

  • Users need to provide the mapping for the visit/participant. For example, rcRecordId=ppid.

When the format is configured in OS:

  • Since the label is being generated by OS, users do need not to add the mapping for it.

  • However, for participants, OpenSpecimen needs a one-to-one link for the participant record. In such a scenario, you need to add mapping for at least 1 participant identifier such as eMPI or MRN or External ID.

Advance Features

Add the list of forms/fields separated by comma, tab, or newline.

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