The custom forms can be attached at different levels for data entry. Forms attached at the custom form level, such as participant, visit, or specimen level, will appear in the ‘forms’ tab. Meanwhile, forms attached at the custom field level, for example, specimen custom fields or container custom fields, will appear on the overview pages.

Users can attach forms at three different levels:

System level
Individual level
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

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 of associations where the form can be attached at system level

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.

Click here to view the steps with example

Select 'Forms' from the navigation menu or the home screen.
Navigate to the form overview page and click on 'Associations'
Click on 'Add'
Select the ‘Collection protocol Custom Field’ level from the dropdown and click on 'Add'

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.

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Navigate to the form overview page and click on 'Associations'
Click on 'Add'
Select the ‘Registration Form’ level from the dropdown, select 'All Present and Future Collection Protocols' and click on 'Add'

At Individual level

Forms can be attached to individual collection protocols and to the users.
These attachments override any system-level or Collection Protocol Group (CPG) level associations.
Users with form access can attach forms at this level.

Click hee to see the steps

Navigate to the form overview page and click on 'Associations'
Click on 'Add'
Select the ‘Registration Form' and select the name of the 'Collection Protocol’ from the dropdown.

At Collection Protocol Group (CPG) Level

Users can create a CPG and attach a common form that will be used for data entry across all collection protocols within that group.
Form attached at a collection protocol group overrides system level association

Click to view the steps

Navigate to the CPG and click on the 'Forms' tab
Select participant/visit/specimen where you want to attach the form.
If you wish to attach the form at the ‘Custom Field' level, click on the 'Add’ button beside it.
If you wish to attach the form at the ‘CustomForm' level, click on the ‘Add’ button present beside 'Forms’ title.

Attachment level and Description

The customs forms can be attached at different levels according to the type of data entry.

Click to view the levels and description

Level	Description
Participant Forms	Forms linked at the participant level will be available under all the CPs. 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 CP2, 'Participant Contact Details' entered for P1 under CP1 will also be available under CP2. Forms added at this level will be available under the forms tab for that participant.
Registration Forms	For CP-specific participant forms. E.g., 'Smoking history', which might only be required under Lung Cancer Protocol. Forms added at this level will be available under the forms tab on the participant form page.
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 Event	Add ‘custom events’ to describe different stages of a specimen life cycle, e.g., Nano-drop event. Refer to the wiki page for more details.
Specimen Forms	Forms linked to this level will be available under the forms tab of any collected specimens of the attached CP.
Specimen Slide Event	To add custom fields on the add event page for the slide. Multiple forms can be attached at this level. While adding an event, click the dropdown button in the event field to select the 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 to the wiki page for more details.
Visit Forms	Forms linked to this level will be available under the forms tab of any occurred visit of the attached CP.
Collection Protocol Custom fields	To add custom fields on the ‘create collection protocol"’page. E.g., 'IRB document', '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 be attached using 'Association' option from the form page. It 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	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.'

Edit Attachment

For forms attached at Participant Forms, Visit Forms, Specimen Forms, Registration Forms levels, you can edit the form. For example, the form can have a single record or multiple records.

Click to view the steps

Click the 'Edit' icon
Unselect the multiple records allowed and click on 'Update'

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

Click to view the steps

Navigate to the associations and click on the 'Delete' icon
Click on 'Yes'

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 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

Click to view the steps

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

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

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

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'.

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

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

Click to view the steps

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

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

3. Repeat steps 3 to 6 from Case 1.

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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.

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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 notification.

Click to view the steps

While adding association, select ‘Send Notification’
Select the user group from the ‘Notification Recipient' dropdown and click on 'Add’

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

Form Attachment Details

Attach Form

At system level

At Individual level

At Collection Protocol Group (CPG) Level

Attachment level and Description

Edit Attachment

Delete Attachment

When no Data Exists

When Data Exists

Enable Multiple Records

Enable Notifications