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The Records tab

In the 'Records' tab, an overview of all the records within the study is available. A user can only see the records that belong to the institutes for which they have 'View' rights.

The Records tab explained

The 'Records' tab shows an overview of all the records in your study. The Record ID column is fixed to the left side of the table to allow users to navigate more easily to the right and left of the table without losing sight of the row (record) you are looking at.  Columns width and/or columns order settings are user-specific in that each user's choice  is retained even after the user logs off and is maintained until the user changes it again. 

It is possible to search, create, export, import, print and filter the records.

  • New: use this button to create a new record
  • Actions: allows to perform the following bulk actions for the records
    • Lock: lock record to prevent further data entry
    • Unlock: unlock already locked record
    • Print selected: print selected records
    • Export all: allows to export data from all records
    • Export all filtered: allows to export data from all filtered records
    • Export selected: allows to export data from the selected records
    • Import: allows to import data
    • Update institute: allows to link a record with a different institute
    • Archive selected: allows archiving selected records
    • Un-archive selected: allows un-archiving selected records
  • Filters: The search bar and dropdown menu allow to filter records based on values. Besides filtering by Record Progress and Institute, records can also be filtered by: 
    •  Institute: select records which belong to a particular institute. If all the boxes are deselected, all the records for all the institutes will be shown.
    • Record progress: filter records by their status (completed, incomplete, not started and archived records)
    • Record locked: based on the locked status
    • Missing SDV: Filters to only show records that have collected data (excluding reports), that has not been Source Data Verified.
    • Created By: user who created records
    • Created between: period when records were created
    • Updated by: user who updated records
    • Last updated between: period when records were last updated

  • Cogwheel: allows to add or delete columns in the Records tab in the List view. Refresh the page to apply changes. Possible columns that can be included:

    • Last opened on: indicates when the record was opened the last time
    • Next phase: shows the next phase which needs to be completed. Status 'Completed' is shown when a record is completed.
    • Created by: shows the user that created the record
    • Updated by: shows a user who updated the record the last time

  • View mode: view records in a list or track record progress. Per phase/step there is an indication if there are any comments, how many open queries there are and if the phase/step is SDV’ed, signed, or locked. The progress per phase/step is also shown.

Records and record details:

  • Record ID: displays record ID. By pressing on 'Record ID' it is possible to sort them based on the record ID (ascending and descending orders)
  • Institute: sort records by Institute in alphabetical order
  • Randomization group: will be visible in the record overview, except for users without randomization rights (which allows for blinding)
  • Progress: displays the progress of a record based on the required questions. All the questions that are not required will not be taken into account to calculate the progress of a record
  • Last opened by: shows a user who opened the record the last time
  • Created on: displays the date when the record was created. In the "Records" tab overview only the creation date is shown. To see the date and time when the record was created, just export the data
  • Updated on: shows a date when the record was updated the last time
  • Lock/Unlock: indicates whether a record is locked/unlocked and allows to lock/unlock a record
  • Queries: a query icon will appear on the record list in this column, in this way any user (non-monitor) can see there is an issue with the record
  • Actions (three dots menu): displays actions that can be performed with a record - view, lock and unlock, and when pressing on the cogwheel other actions (import spreadsheet, print record, update institute, update email address, archive this record and delete this record if the study hasn't been live yet. The icons for the actions appear when you hover over a record with your mouse. Individual record actions menu is available by clicking on the three dots: 
    • Print: allows you to print study, report or survey structure
    • Export: allows exporting an individual record
    • Update institute: allows updating an institute for a particular record
    • Update email address: allows adding/updating an email address
    • Archive: allows archiving a record
    • Delete: this option is available if the study has not been live yet

Page settings 

  • Page: navigate between the pages by clicking on individual pages, or clicking the Next button
  • Items per page: choose how many records can be shown in the overview, it is possible to select between 25, or 50 records displayed on one page
  • Displaying records: shows the number of records displayed out of the total number of records

Opening a record

You can open a record for data entry by double clicking on the record, or by clicking on the eye icon. When you open a record, you can go back to the Records overview by clicking the 'Back to records' button:

Navigate between the steps in a study by clicking on 'Previous' and 'Next'.  In a study with only one phase and one step these buttons will be greyed out.

Video tutorial

Watch the video walk-through on Castor Academy:

Records in Castor EDC | Castor Academy

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  1. Castor Support Team

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