1 Attach Form
2 Edit Attachment
3 Delete Attachment
- 3.1 When no Data Exists
- 3.2 When Data Exists
- 3.3 Forms attached at 'Catalog' request level.
4 Enable Multiple Records
5 Enable Notifications

Attach Form

A user can attach forms at three 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.

At system level
At collection protocol level
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 types of associations where the form can be attached at the 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.

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.

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' then click on 'Add'.

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.

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

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.

Navigate to the CPG and click on the 'Forms' tab
Select the level for attaching the form participant/visit/specimen.
To attach a form at the 'Custom Field' level, click the 'Add' button next to 'Custom Fields'.
If you wish to attach the form at the ‘CustomForm' level, click on the ‘Add’ button present beside 'Forms’.

Attachment level and Description

The customs forms can be attached at various levels based on the data entry needs.

Level	Description

Level	Description
Catalog Request Form	Form linked to individual catalogs, so that requestors can fill in additional details regarding their specimen/order requirements.
Participant Forms	Forms linked at the participant level are accessible across all Collection Protocols where the participant is registered. Data entered at the participant level (e.g., 'Participant Contact Details') will be available in all collection protocols participant is associated with. Forms added at this level will be listed under the participant’s forms tab.
Registration Forms	Collection Protocol-specific participant forms (e.g., 'Smoking History' for Lung Cancer Protocol) are available only within the relevant Collection Protocol. These forms will be listed under the forms tab on the participant’s form page.
Specimen Array Event	Custom fields can be added to the 'Add Event' page of the array. Multiple forms can be attached at this level. To select a form while adding an event, click the dropdown button in the event field.
Specimen Event	Add ‘Custom Events’ to describe different stages of a specimen’s life cycle (e.g., Nano-drop event). For more details, refer to the wiki page.
Specimen Forms	Forms linked at this level will appear under the forms tab for any collected specimens within the attached collection protocol.
Specimen Slide Event	Custom fields can be added 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 desired form.
User Forms	User forms can be added at the ‘User’ level for capturing training records and other information For more details, refer to the wiki page.
Visit Forms	Forms linked at this level will be accessible under the forms tab for any visit within the attached collection protocol
Collection Protocol Custom fields	To add custom fields on the ‘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	Order custom fields cannot be attached using the 'Association' option from the form page. Instead, can be attached at the system level or the Distribution Protocol level. For more details, refer to 'Adding Custom Fields.'
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 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

Forms can be edited at the Participant Forms, Visit Forms, Specimen Forms, and Registration Forms levels. For example, you can modify a form to include multiple records, as demonstrated below.

Click the 'Edit' icon
Select 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

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

When deleting an attachment 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.

Forms attached at 'Catalog' request level.

Navigate to the 'Catalogs' module.
Click on the hyperlink of the title to access the catalog overview page.
Click on 'Edit'.
Since a Request Form is mandatory, select and change this to the correct request form.
Update, you will no longer see the catalog association for the form.

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.

Select ‘Multiple records allowed’

Enable Notifications

Users 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.

While adding an 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.

OpenSpecimen

Form Attachment Details