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From v7.1, it is possible to design surveys and e-mail them to patients for filling out consents and participant forms. Users can configure these e-mails to be sent to patients based on certain specified conditions.
For example, if a participant's age is less than 18 years, and he is a 'Spanish' speaking native, a Spanish assent and surrogate form should be e-mailed to the participant.

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You need an EDC plugin installed to use the survey mode option.

Features

  1. Participant forms and consent documents can be emailed.

  2. The email template can be configured as per user needs.

  3. Conditions on when to send the survey emails can be configured per survey.

  4. Emails can be chained based on the conditions specified.

  5. The frequency of reminders to be sent and the expiry of the link can be set up.

  6. The survey invitation can be manually closed if a patient does decline and does not want to receive any more emails.

  7. Surveys can be sent automatically if the specified condition matches participant information while registering.

Data Dictionary

Field

Description

Mandatory

Type

Form

Drop-down having consent and participant forms.

Yes

Drop-down

Title

A one-line description of the survey which appears on the survey list page

Yes

Single row text box

Instructions

Text description that appears before participants start the survey

No

Text area

Completion Message

Text description that appears after participants have completed filling in the survey

No

Text Area

Email Subject

The subject line of the email to be sent to participants

Yes

Single row text box

Email Content

Content of the email to be sent to participants. It can include the following variables to include the respective information:
$participantName- Includes the name of the participant in the email body

$surveyLink- Survey title, includes the link of the form to be filled in

$surveyLinkText- Actual URL of the survey form to be filled

$expiryTime- The final DateTime after which the link will be inactive

Yes

Text Area

Send Automatic Invites

Radio-button enabling sending surveys automatically as soon as a participant is registered

No

Radio-button

Enable Chaining

Radio-button which enables chaining of forms to be filled one after the other by clicking on a single link

No

Radio-button

Printing

Radio-button, which enables printing of survey after filling it via email or from OpenSpecimen.

No

Radio-button

The rule for sending invites or chaining

Conditions that enable chaining of forms together and emailing the surveys automatically if the conditions match when a new participant is registered

Depends (mandatory only if 'Sending Automatic Invites' or 'Enable Chaining' is 'Yes')

Text Area

Send Reminders Every

Frequency of the email to be sent either any day of the week or every 'X' days

No

Drop-down

HH: MM

Timestamp at which the reminders will be sent on any day of the week

No

Timestamp

Days

Used when reminders are to be sent every 'X' days

Depends (Mandatory only if the value of 'Send Reminders Every' field is 'X days'

Number

Reminders Limit

No reminders will be sent after this number is reached per participant.

It depends (Mandatory only if the frequency of sending reminders is set)

Number

Invitation Age

The validity of the email link

Yes

Number

Begin Survey

Text fields are used to give the caption to the 'Begin Survey' button. It appears while filling the survey.

No

Text

Next Survey

Text fields are used to give the caption to the 'Next Survey' button. It appears while filling the survey.

No

Text

Print Survey

Text fields are used to give the caption to the 'Print Survey' button. It appears after filling the survey.

No

Text

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Expand
titleCreating a new survey

  1. From the CP Overview, go to Settings > Surveys.

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  2. Click on 'Create.'

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  3. Click on the 'Form' to select the participant/registration/visit form for which you want to create a survey. Once you start typing the form name, the form will appear in the dropdown suggestion list.

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    Note: The form should be attached to the CP/CPs at the participant/registration/visit forms level before adding them to the surveys, or else they will not appear in the 'Form' field under surveys.

  4. Provide a title to the survey that will appear on the 'Surveys' list page.

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  5. Add the 'Welcome' and 'Completion' message for patients to read before they could start answering the survey questions and after completing the survey. You can format this text using the options from the panel given.

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  6. Enter the Logo URL, Display Name, and From Email ID

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    The screenshot below is of the email with the above settings:

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    Notes: 1. Logo URL should be accessible, 2. From Email ID → Used to send and received the reply from the above email.

  7. Enter the email subject line

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  8. Enter the body of the email to be sent to participants. This can include the participant name, survey links, and the date until which the link will remain active for the participants.

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  9. If you want to send the survey forms automatically when a participant is registered, set the 'Send Automatic Invites' to 'Yes.'

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  10. Specify the conditions in 'Rule for sending invite or chaining' for sending the emails on registration

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  11. Set the value for the day when the reminders are to be sent by clicking the 'Send Reminders Every' dropdown. The reminder settings will apply from the next day.

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  12. Enter the timestamp at which the reminder is to be sent for every selected day

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  13. Set the limit of total reminders to be sent by entering the value in the 'Reminders Limit' field

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  14. Enter a value for the number of days the survey link should be valid. Once the invitation is this many days old, the link will turn inaccessible for the participant.

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  15. If you want to select the reminders to be sent every 'X' days, select the 'X days' from the dropdown and enter the value in the 'days' box that appears beside it

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  16. Configure the below-highlighted button text. It will appear while filling the survey form.

17. Click on 'Create' to create the final survey. This can be seen on the 'Surveys' list page.

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Expand
titleSteps to edit a survey

  1. Go to CP Overview > Settings > Surveys to go to the survey list page

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  2. Click on the pencil icon on the right-hand side of the survey to be edited.

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  3. Edit the necessary details of the survey. Click on 'Update' to save the changes once done.

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Cloning a survey

When you want to create many surveys with minimal or no changes, cloning saves the effort of copy-pasting the same information while creating each survey.

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Expand
titleSteps to clone a survey

  1. Go to CP Overview > Settings > Surveys to go to the survey list page.

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  2. Click on the 'Clone' icon beside the survey that is to be cloned.

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  3. You will be redirected to the 'Create Survey' page. All details are pre-filled except Form, Title, Logo URL, From Email ID, etc. Also, you can make changes in other settings as well.

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  4. After editing the details, click on 'Create' to create the new survey.

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  5. You can view the survey on the survey list page at the bottom.

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Chaining of surveys

Chaining allows users to add a set of surveys one after the other. When the patient completes one survey, s/he is taken to the next one and so on.
It is useful when multiple forms are to be filled up by participants falling under certain conditions, and all are needed to be filled in continuation using a single link.

Steps to chain one survey to another

Note that:

  1. All the following surveys should have the same condition specified for chaining as the first one.

  2. Only the first survey should have 'Send Automatic Invites' as 'Yes.' The following surveys should have 'Send Automatic Invites' as 'No' so that individual links for these forms are not emailed.

Expand
titleCreating a chained survey

  1. Create/Edit an already created survey

  2. Scroll down to the option 'Enable Chaining?' radio button and select 'Yes.'
    The condition specified for sending automatic invites will be used for chaining as well.

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  3. Click on 'Update' to save the changes to the first survey.

  4. Now, create a new survey that is to be chained to this one. You can also edit the survey if already created. You can also clone this first survey so that everything except the form and survey name is copied. Select the required form and survey name

  5. Scroll down. Set the value of 'Send Automatic Invites' to 'No' and 'Enable Chaining' to 'Yes.'

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    This will prevent multiple individual links from being sent for each follow-up survey. These will continue as soon as the first survey is filled-up

  6. Click on 'Create’/'Update' to save the changes.

Survey Status

The status of the survey forms emailed to participants can be viewed from the participant list page > More > Survey Invitations

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Expand
titleClick to expand

  1. From the participant list page, click on 'Add Participant' to start registering a participant.

  2. Fill in the mandatory details.

  3. Scroll down and click on the 'Proceed to Consents' button

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  4. A pop-up will be displayed for choosing the mode of the survey.

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  5. Keep the 'as signed-in user' if the co-ordinator/consent collector is collecting the responses. Select the 'as participant' mode if the device is to be handed over to the participant to fill in the responses. Click on 'Proceed.'

  6. The user/patient is redirected to the 'Survey' screen. The instructions that were specified while designing the survey are visible here.

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    Click on 'Begin Survey' to start filling in the responses.

  7. Start entering the responses. Once the form answers are filled, the 'Completion Message' is displayed. Users can also print the survey.

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  8. If the mode is as a signed-in user,' the user can directly click on 'Sign In' and will be redirected to the recently filled form. Credentials are not asked.
    If the mode is as a participant,' clicking on 'Sign In' will ask for credentials to log in.

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Steps to proceed to participant/registration form level

Expand
titleClick to expand

  1. Once done configuration, go to CP → Participant → Forms Tab → Select a specific form for which survey is configured. You can see the 'Survey Mode' is visible under the forms tab.

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  2. Click on the 'Survey Mode' button and select a specific user 'as signed-in user'/'as participant' form whom you wish to do the data entry.

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  3. Once you select a user existing logged-in user will log out, and below the form, the screen will appear.

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  4. Once done with data entry, click on the 'Save' button.

  5. If the mode is as a signed-in user,' users can directly click on 'Sign In' and be redirected to the recently filled form. Credentials are not asked. If the mode is as a participant,' clicking on 'Sign In' will ask for credentials to log in.

Steps to proceed to visit form level

Expand
titleClick to expand

  1. Once done configuration, go to CP → Visit → Forms Tab → Select a specific form for which survey is configured. You can see the 'Survey Mode' is visible under the forms tab.

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  2. Click on the 'Survey Mode' button and select a specific user 'as signed-in user'/'as participant' form whom you wish to do the data entry.

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  3. Once you select a user existing logged-in user will log out, and below the form, the screen will appear.

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  4. Once done with data entry, click on the 'Save' button.

  5. If the mode is as a signed-in user,' users can directly click on 'Sign In' and be redirected to the recently filled form. Credentials are not asked. If the mode is as a participant,' clicking on 'Sign In' will ask for credentials to log in.

Audit trails for filled survey

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There are three ways in which surveys can be emailed to participants:

  1. Automatically, as soon as a participant matching the survey conditions is registered

  2. Manually

  3. Using bulk import participant registration

1. Automatic Survey Sending

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