Form Association Permission and Level Description

1 At the Collection Protocol Level
- 1.1 Forms
2 At the Collection Protocol Group Level
3 At System Level
- 3.1 Forms

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.

Collection Protocol
Collection Protocol Group
System

At the Collection Protocol Level

These 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. At the CP level, forms can be associated with participants, visits, and specimens.

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’

Forms

Participant -Level Forms

Participant-level forms in OpenSpecimen are attached to individual participants. These forms are accessible across all collection protocols (CPs) where the participant is registered.

Form	Description

Form	Description
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.
Participant Forms	Forms linked at the participant level are accessible across all Collection Protocols where the participant is registered. Forms added at this level will be listed under the participant’s forms tab.
Registration custom fields	To add custom fields on the ‘participant registration page’. E.g.'Marital Status', 'Age' etc.

Visit -Level Forms

Visit-level forms in OpenSpecimen are linked to individual participant visits and are used to capture visit-specific data within a collection protocol.

Form	Description

Form	Description
Visit form	Forms linked at this level will be accessible under the forms tab for any visit within the attached collection protocol.
Visit Custom Fields	To add custom fields to the main visit page, e.g.,' Primary Diagnosis.'

Specimen-Level Forms

Specimen-level forms are used to capture detailed information about individual specimens.

Form	Description

Form	Description
Specimen Forms	Forms linked at this level will appear under the forms tab for any collected specimens within the attached collection protocol.
Specimen Custom Fields	To add custom fields to the main collect specimen page, E.g., 'Processing Site', 'Tube Type', etc.
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 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 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.

At the 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’.

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.

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:
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'.

Forms

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.

Form	Description

Form	Description
Collection Protocol Custom fields	To add custom fields on the ‘Create Collection Protocol’ page, such as 'IRB Document' or 'CTRI Number'.
Storage Container Custom Fields	To add custom fields on the ‘create container page’. E.g., 'Vendor name.'
Site Custom Fields	To add custom fields to ‘create site page’. E.g., 'Site phone number'.
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.
User Profile Forms	To receive feedback from the end-users, receive training requests, etc.

Project Level Forms

Project-level forms are custom forms that can be associated specifically with projects, allowing for the collection of relevant data tied to individual research projects.

	Description

	Description
Project Custom Fields	To add custom fields on the ‘create new project page’. E.g., Instructions
Service Request Custom Fields	To add custom fields to the ‘create request page’ of a project. E.g., Requestor Notes

“Catalog Request Level” and “DP/Order level ” forms are differently associated. Refer below for details.

'Catalog' Request Level Forms

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.

Distribution Protocol/Order Level Forms

These forms are used to create custom forms that are specific to a particular distribution protocol (DP).

Form	Description

Form	Description
Order Custom Fields Can also be associated at system level	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.
Distribution Protocol Custom Fields	To add custom fields on the create distribution protocol page. E.g. 'Grant Number'
DP Requirements Custom Fields	To add custom fields on the ‘create DP requirements page’. E.g., 'Specimen quality.'

For for details refer to https://openspecimen.atlassian.net/wiki/x/IoHlW .