DataEntry(Longitudinal)How-ToGuide 1

DataEntryforLongitudinalProjectsinREDCap–How-ToGuide

AnOverviewofBasicDataEntryinREDCap:How-tovideo:https://redcap.vanderbilt.edu/consortium/videoplayer.php?video=data_entry_overview_01.flv&title=An%20Overview%20of%20Basic%20Data%20Entry%20in%20REDCap&referer=redcap.ctsi.ufl.eduHowdoIenter/viewmydata?Toenterorviewindividualrecords,youcannavigatetothe"DataCollection"sectionontheleftmenubar.Dependingonyourprojecttype,youwillsee"ManageSurveyResponses,"“RecordStatusDashboard,”and“Add/EditRecords.”Tocreateanewrecord,clickon“Add/EditRecords.”Toupdateanexistingrecord,youcanclickoneither“Add/EditRecords”or“RecordStatusDashboard.”

(DataCollectionsectionoftheleft-sidepanel.Dependingonyourprojectconfigurations,yoursidepanelmayhavedifferentlinks.)

Add/EditRecordsYoumayviewanexistingrecord/responsebyselectingitfromthedrop-downlistnextto“ChooseanexistingStudyID.”Tocreateanewrecord/response,typeanewvalueinthetextboxnextto“EnteraneworexistingStudyID”andthenhit[Tab]or[Enter](iftheprojectdoesnothaveauto-numberingenabled),orbyclickingon“Addnewrecord”(iftheprojecthasauto-numberingenabled).Toquicklyfindanexistingrecordwithoutusingthedrop-downs,thetextboxwillauto-populatewithexistingrecordnamesasyoubegintotypeinit,allowingyoutoselectit(ifauto-numberingisnotenabled).

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(Add/EditRecordspage)

Exampleifauto-numberingisenabled

Exampleifauto-numberingisnotenabled

RecordStatusDashboardThesecondwaytoview/editexistingrecordsistogotothe“RecordStatusDashboard.”Ifyourprojectcontainsalotofrecords,theRecordStatusDashboardmakesiteasiertofindtherecordyou’relookingfor.Italsodisplaysalltheformstatuses,makingiteasiertoseewhichsubjectshaveIncompleteorUnverifieddatacollectionforms.

WhatistheRecordStatusDashboard?Thisisatablelistingallexistingrecords/responsesandtheirstatusforeverydatacollectioninstrument(andforalongitudinalproject,foreveryevent).Whenviewingthispage,form-levelprivilegesareutilized(i.e.cannotseeaform'sstatusifuserdoesnothaveaccesstothatform),andiftheuserbelongstoaDataAccessGroup,theywillonlybeabletoviewtherecordsthatbelongtotheirgroup.Ifyoufollowthe“RecordStatusDashboard”link,youwillbetakentoanoverviewofallprojectrecords.FromtheRecordStatusDashboardoverview,youcanselectwhatparticularrecordyouwanttoeditoraddto.ForLongitudinalStudies,thelayoutofthetableisdeterminedbywhatinstrumentsyouhaveassociatedwithyourdefinedevents.TheRecordStatusDashboardis

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displayedbyRecordIDforeveryrow,andaninstrumentaspartofanEventforeverycolumn.Note:instrumentsnotassignedtoaneventarenotdisplayedontheRecordStatusDashboard.Fromhereyoucanclickonasinglebubbletogotothecorrespondingevent&instrument’sDataEntryForm.Otherwise,youcanclickonarecordnumberwhichwilltakeyoutoitsRecordHomePage.

(TheRecordStatusDashboard.Theremaybemultiplecolumnsofthesameinstrument,buttheywillbegroupedbyevent.)

RecordHomePageTheRecordHomePageshowsinstrumentsassociatedwitharecordforeveryevent.Theinstrumentsareorganizedintocolumnsbasedontheeventstheyareassignedto.Thedisplayincludesthestandardcolorschemefortheinstrumentresponse(redfor“Incomplete,”yellowfor“Unverified,”greenfor“Complete,”orgreyfor“Incomplete(nosaveddata)”).Ifyouclickonanyofthebubbles,youwillbetakentheassociatedDataEntryFormforthatevent.Onlyinstrumentsassignedtoeventsaredisplayed.

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(RecordHomePage)Onceyouclickonabubble,youwillbetakentothatformforthatparticularrecordtoenternewdataortochangeexistingdata.

(DataEntryForm)

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Themenutotheleftofthedataentryformcontainsalistofalltheformstobefilledoutforthatsubjectattheselectedevent.

DoIneedtore-selecttherecordnumbereachtimeIchangedataentryformswhileinarecord?No.Tonavigatebetweenformswithinagivenrecord,selectthecoloreddotsindicatingformstatus(i.e.incomplete,unverified,andcomplete)whichappeartotheleftoftheformnamewhenarecordisopen.Notethatmovingtoanewformbyselectingtheformstatusindicatorwillclosethecurrentformwithoutsavingentries.Inordertosaveentries,selectthe“SaveandContinue”buttonlocatedatthebottomoftheformbeforeusingtheformstatusindicatorstomovetoanewform.Alternatively,youcanselectthe“SaveandgotoNextForm”buttonifyouwishtomovetothenextformforthecurrentrecord.Onceyouhavefinishedenteringdataonaform,besuretosaveyourworkbyclickingononeofthesaveoptions.SavingData“Save&ExitForm”willsaveyourworkandtakeyoubacktotheRecordHomePage.“Save&GoToNextForm”willsaveyourworkandtakeyoutothenextformtobefilledoutforthatevent,i.e.,PhysicalExamdatacollectionform.“Save&Stay”willsaveyourworkbutkeepyouonthisdataentryform.Ifyourprojectcontainssurveys,dataentryform(s)thatareenabledassurveyswillhaveathirdoptioninthedropdown,“Save&MarkSurveyasComplete.”Thiswillsaveyourwork,takeyoubacktotheRecordHomePageandmaketheform’sstatusturngreen(Complete).REDCapwillrememberthesaveoptionyouchosepreviouslyandthatoptionwillbeatthetopofthedropdownlisteachtimeyouaccessthatrecord.

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FormCompletionStatusAlthoughnotrequired,itcanbehelpfultomarkdatacollectionformswithoneofthecompletionstatuses:Incomplete,UnverifiedorIncomplete.MarkingaformasIncompleteorUnverifiedmaysignifytoothermembersofyourteamthatfurtherdataentryisneeded.MarkingaformasCompletemaysignifythatdataentryiscompleteforthatform,evenifvaluesaremissing.Whatthesecompletiontermsmeanisspecifictoyourprojectanddoesnotaffectdataexportsorviewingthedata.Nordoesitstopsomeonefromchangingdata.Tomakesuredataisnotchangedonceaformiscomplete,seethesectionLockingRecords.

DeletingDataFromafield:Todeletedatainatextfield,simplydeletethedatainthefieldbyhighlightingitandhitting[delete]onyourkeyboard.Todeletedatafromaradiobuttonorcheckboxfieldtype,clickon“reset”nexttothefieldontheright-handsideorclickthenewanswerchoice.Forcheckboxfieldtypes,unchecktheoption(s)orclickon“reset”touncheckalloptions.

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Foranentireform:Gotothebottomoftheformyouwanttodeletethedatafromandclickon“DeletedataforTHISFORMonly”atthebottomofthepage.

Foranentireevent:GototheRecord’sHomepage.Atthebottomoftheeventnamesthereisanoptiontodeletealldatafromanevent(seebelow).

Foranentirerecord(allformsandallevents):GototheRecord’sHomePageandclickon“Chooseactionforrecord.”Thenselect“XDeleterecord(allforms/events).”Note:todeleteanentirerecord,ausermusthavetheUserRightof“DeletingRecords.”

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LockingRecordsLockingrecordspreventsusersfromchangingordeletingdatafromaform.Onlythosewithpermissiontounlocktheformcanmakechangestotheform/recordonceithasbeenlocked.Lockingarecordshouldonlybedoneifdataentryiscomplete.Ifyoumakechangestothedatabase,suchasaddingnewdatafields,therecordsthatarelockedwillneedtobeunlockedbeforedatacanbeenteredintothosenewfields.Thisincludescalculatedfields.Ifacalculatedfieldisaddedtotheform,thecalculationwillnotcalculateonthelockedformsuntiltheyareunlocked.TobeabletoLockandUnlockrecords,ausermusthavetheUserRightof“Lock/UnlockRecords.”Youcanlockdataentryformsindividuallyoranentirerecord(allforms/events)atonce.IndividualForm:Tolockanindividualform,clickonLockundertheFormCompletionStatus.

Allforms:Tolockallformsforasubject,youcangototheRecordHomepageandselect“Lockallinstrumentsacrossallevents”underChooseactionforrecord(Figure1).Oryoucanclickon“Lockallinstruments”whileaccessingadatacollectionformforthatsubject(Figure2).

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(Figure1) (Figure2)Whocanunlockarecord?AnyuserwithLocking/Unlockingprivilegescanunlockarecord,regardlessofwhooriginallylockedtherecord.