sample_data.txt

Q1: How much experience with programming, networking and/or database construction is required to use REDCap?
A1: No programming, networking or database experience is needed to use REDCap. Simple design interfaces within REDCap handle all of these details automatically.It is recommended that once designed, you have a statistician review your project. It is important to consider the planned statistical analysis before collecting any data. A statistician can help assure that you are collecting the appropriate fields, in the appropriate format necessary to perform the needed analysis.
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Q2: Where can I suggest a new REDCap feature?
A2: You can suggest a new REDCap feature by clicking on the "Suggest a New Feature" link located at the bottom of the left hand pane of a project. The link is under the "Help & Information" header.
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Q3: Can I still maintain a paper trail for my study, even if I use REDCap?
A3: You can use paper forms to collect data first and then enter into REDCap.  All REDCap data collection instruments can also be downloaded and printed with data entered as a universal PDF file.
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Q4: Can I transition data collected in other applications (ex: MS Access or Excel) into REDCap?
A4: It depends on the project design and application you are transitioning from. For example, there are a few options to get metadata out of MS Access to facilitate the creation of a REDCap data dictionary:For Access 2003 or earlier, there is a third-party software (CSD Tools) that can export field names, types, and descriptions to MS Excel. You can also extract this information yourself using MS Access. Table names can be queried from the hidden system table "MSysObjects", and a table's metadata can be accessed in VBA using the Fields collection of a DAO Recordset, ADO Recordset, or DAO TableDef.The extracted metadata won't give you a complete REDCap data dictionary, but at least it's a start.Once you have a REDCap project programmed, data can be imported using the Data Import Tool.For additional details, contact your local REDCap Administrator.
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Q5: Is it possible to transfer a project to a different person?
A5: There is no project user right in REDCap called "Owner." You could create a role called "Owner" - which would clearly designate which user is the project owner in the User Rights section (with appropriate permissions). Usually the owner is the user with the right to grant project access to other users.Add the new owner to the project as a user with appropriate rights and remove old owner in the User Rights section of the project.For purposes of project identification - you might also want to change the "Name of PI (if applicable)" in "Modify project title, purpose etc."
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Q6: What are the password rules for table-based accounts?
A6: The REDCap password for users in the table-based authentication mode must be at least 9 characters in length and must consist of at least one lower-case letter, one upper-case letter, and one number.
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Q7: Why are date, time and number formats in user preferences not applied on instruments?
A7: This is the expected behavior. A field's date or number format is part of the field definition that you set in the Online Designer or Data Dictionary.Personal user preference is used essentially anywhere else (outside surveys and data entry forms and reports). This includes displaying numbers for stats, timestamps in the log and so on..
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Q8: Can I use copyrighted materials in my REDCap project?
A8: Copyrighted materials can be used in REDCapif1) you have permission from the copyright holder (when required); and 2) you follow all terms the holder specifies. The REDCap Shared Library provides a curated library of instruments with copyrights approved for use in REDCap, in accordance with the provided terms of use that you must sign.  If you have specific questions about your usage of a library instrument, including the terms of use, please reach out to the copyright holder directly.
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Q9: What is form display logic?
A9: Form display logic is an advanced feature that uses conditional logic to disable specific data entry forms in the user interface on the Record Status Dashboard, Record Home Page, or record-level form list on the left-hand menu. Forms that have conditions specified will remain disabled until one of its conditions is met.Form display logic is set up in the Online Designer after instruments have been built in the project. You will select what forms you would like to disable and supply logic saying when they should be available. A form can be selected in multiple conditions, but will be enabled if at least one of the conditions is met.Please note that form display logic does not affect data imports and is not utilized by the Survey Queue. However, it can affect the behavior of the Survey Auto-Continue feature if certain optional settings are enabled.
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Q10: Does the order of fields matter when you use field embedding?
A10: Field embedding best practice would be to put the parent/container field (where the field(s) are embedded) BEFORE the fields being embedded. This is especially true when dealing with field embedding and branching logic.
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Q11: What happens to ASI's Alerts/Notification and other emails when the system is set to offline?
A11: When REDCap is offline, automation like ASI, Alerts & Notifications are disabled.   When your system is brought back online the cron job will run and catch up on the automation that should have been evaluated when it was offline.
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Q12: What are Automated Survey Invitations?
A12: For any survey in your REDCap project, you may define your conditions for Automated Survey Invitations that will be sent out for a specified survey. This is done on the Online Designer page. Automated survey invitations may be understood as a way to have invitations sent to your survey participants, but rather than sending or scheduling them manually via the Participant List, the invitations can be scheduled to be sent automatically (i.e. without a person sending the invitation) based upon specific conditions, such as if the participant completes another survey in your project or if certain data values for a record are fulfilled.Below are some guidelines to keep in mind when creating automated survey invitations:The 'today' variable should be used only in conjunction with datediff. Comparing 'today' to a date is unreliable.It's a good practice to set up a field that can be used to explicitly control whether or not any invitations should be scheduled for a record. This allows for logic like the following:datediff([surgery_arm_2][surgery_date], 'today', 'd', true) >= 6 and [enrollment_arm_1][prevent_surveys] != '1'All fields in all forms on all arms are always available to the conditional logic of an ASI rule. If there is no value saved for that field, an empty string is used.
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Q13: Do automated survey invitations preclude manual survey invitations?
A13: Automated survey invitations do not preclude manual survey invitations or vice versa. An automated survey invitation will not be scheduled if an automated survey invitation has previously been scheduled, but if an automated survey invitation's logic is checked and found to be true, a survey invitation will be scheduled regardless of whether or not a survey invitation has been previously scheduled manually. Likewise, if an automated survey invitation has been scheduled, one can still schedule a survey invitation manually.
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Q14: When are automated survey invitations sent out?
A14: Automated Survey Invitations are survey invitations that are automatically scheduled for immediate or future sending when certain conditions are true.Creating an automated survey invitation requires:Composing an email message.Specifying the conditions that will trigger an email to be scheduled.Specifying how to schedule the triggered email (such as: immediately, after a delay, on a specific day).NOTE: In previous versions, conditions that used the "today" variable would require extra effort to make sure they were checked every day, but REDCap now detects and checks those conditions daily. The conditions are checked every twelve hours. The specific times they are checked during the day varies from one instance of REDCap to the next and changes over time.
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Q15: Is there any tool that can help me figure out how to set up ASI?
A15: This linkSurvey Wizard: Automated Survey Invitations (ASIs)will take a user to a survey algorithm that was created by the Training Collaboration Committee using REDCap version 8.8.1. It addresses general ASI how to with components and examples of different setups.(URL:https://redcap.vumc.org/surveys/?s=LKM4DPEHL4)
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Q16: Can you base ASI on Calendar/Event dates?
A16: No. Dates generated by the calendar application cannot be used in Automated Survey Invitation (ASI) logic.ASIs can be scheduled using the same "days offset" parameters defined for your events in four ways using the send-time option.Option 1: X days after: the exact time the automated invitation was triggeredOption 2: X days after: the same day (beginning at midnight) that the automated invitation was triggedOption 3: X days after: a date fieldOption 4: X days after: a date/time fieldExample days/times an ASI will be sent for each optionIf a baseline survey is completed for the baseline event on January 1 at 12:00 pm, and a follow-up event (offset by two days) has an ASI configured to send 2 days after the baseline survey is completed:Option 1: January 3 at 12:00 pmOption 2: January 3 at 12:00 amOption 3: January 3 at 12:00 amOption 4: January 3 at the time captured on the date/time field
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Q17: How can I schedule a survey invitation to go out at a specific time?
A17: You can use a form of scheduling that allows you to specify next day, next Monday, etc.  However that form of scheduling will not allow you to specify a lapse of a certain number of days.
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Q18: What mathematical operations can be used in the logic for Automated Survey Invitations?
A18: +        Add-        Subtract*        Multiply/        Divide
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Q19: How do I use the datediff function with ASI syntax for conditional logic?
A19: You can calculate the difference between two dates or times by using the function:datediff([date1], [date2], "units", returnSignedValue)[date1] and [date2] are fields (variables) in your project.units"y"years1 year = 365.2425 days"M"months1 month = 30.44 days"d"days"h"hours"m"minutes"s"seconds· Both datesMUSTbe in the same format (i.e., M-D-Y, Y-M-D, or D-M-Y) in calculated fields in instruments. The exception to this rule is the use of thedatedifffunction in Automated Survey Invitations (ASIs) (see examples below).· For comparing two Time HH:MM fields, the date format is irrelevant.returnSignedValuefalse(default)true· The parameterreturnSignedValuesets the result to be signed or unsigned (absolute value), in which the default value isfalse, which returns the absolute value of the difference. For example, if [date1] is later than [date2], then the result will be negative if returnSignedValue is set totrue. If returnSignedValue is not set or is set tofalse, then the result will ALWAYS be a positive number. If returnSignedValue is set tofalseor not set, then the order of the dates in the equation does not matter because the resulting value will always be positive.Examples:Calculating the Difference Between 2 Date Fieldsdatediff([dob],[date_enrolled],"y")Calculated Field in an InstrumentThe [dob] and [date_enrolled] fields must be entered in the same format (i.e., M-D-Y, Y-M-D, or D-M-Y). This equation yields the number of years between the date of birth and date enrolled. Since the returnSignedValue has been left blank, it defaults to false, which means the result will be positive only.datediff([dob],[date_enrolled],"y")>=5Automated Survey InvitationsWhen the same equation (with added conditional logic “>=5”) is used in an Automated Survey Invitation (ASI), the formats of the two date fields can differ. The equation will work regardless of whether or not the two date fields match in format. It is still best practice to use the same date format for all dates in the project if possible.If used in an ASI, this equation states the invitation will be sent when the number of years between the date of birth and date of enrollment is greater than or equal to 5.Calculating the Difference Between a Date Field and a Static Datedatediff([date_enrolled],"08-31-2020","d",true)Calculated Field in an InstrumentWhen this datediff equation is used in a calculated field in an instrument, it yields the number of days between August 31, 2020, and date enrolled. Setting the static date as “08-31-2020” assumes the [date-enrolled] field is also entered in M-D-Y format. If the format of the [date_enrolled] field is Y-M-D or D-M-Y, the format of the static date (August 31, 2020) must match. Because returnSignedValue is set to true, the value will be negative if the [date_enrolled] field value is more recent than August 31, 2020.datediff([date_enrolled],"2020-08-31","d",true)>=0ORdatediff([date_enrolled],"08-31-2020","d","mdy",true)>=0Automated Survey InvitationsWhen the same equation (with added conditional logic “>=0”) is used in an Automated Survey Invitation (ASI), you have 2 options:(1) Enter the static date (August 31, 2020) inY-M-D format, regardless of the format in which [date_enrolled] is entered. The field [date_enrolled] can be entered in a different format than Y-M-D.(2) Enter the static date in any format you wish, but then add the matching date format parameter in quotes between the “unit” and true/false. For example, if you format the static date as M-D-Y, you would add the parameter “mdy” between “d” and true. The field [date_enrolled] can be entered in any format. Again, it is still best practice to use the same date format for all dates in the project if possible.If used in an ASI, this equation states the invitation will be sent to participants whose date of enrollment was on or before August 31, 2020, but not to participants who enroll after August 31, 2020.
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Q20: If I create a timestamp field, including hours, minutes, and days, can I create an automated survey invitation that will detect how many days it has been since the timestamp?
A20: It's possible, but if you do this be aware that the server-side (PHP) datediff function always treats the 'today' keyword as being the first second of the day. If your timestamp value is at six pm (18:00:00), then an ASI checking the datediff on the same day as that timestamp will actually return a result of 0.75 days. On the next day it will return 0.25 days, regardless of what time of day it is checked. On succeeding days it will return 1.25, 2.25, 3.25, etc.
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Q21: How can I use automated survey invitations to send invitations a specific number of days after a date given by a variable?
A21: Suppose you want to send a followup survey seven days after a surgery. You could define the condition of an automated survey invitation rule to detect that six days have passed since the surgery date and then schedule the survey invitation to be sent on the next day at noon. By checking for the sixth day instead of the seventh day, you gain the ability to set the specific time to send the invitation and you gain the opportunity to stop the sending of the invitation, if it turns out that you don't really want to send it.The conditional logic would look like: datediff([surgery_date], 'today','d',true) >= 6You could, instead, check that one day has passed and then set the invitation to be sent six days later, but you would lose the ability to set the specific time that the invitation is sent.
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Q22: Is there any way to send a survey prior to a specific date e.g. if a surgery is scheduled 60 days from now and they would want the survey to be sent 14 days prior to that?
A22: There are two ways to get this done:Method 1:One is to use the option, "Send the invitation X days Y hours Z minutes before [date_field]" in the Automated Survey Invitation (ASI) setup. Choose the "date of surgery" field as the reference field. Note that this field needs to be date- or datetime- validated to appear in the field dropdown. Set up the options so it reads "14 days before [surgery_date]" to finish configuring Step 3.To configure Step 2, you will need to define how the ASI will be triggered / scheduled. The ASI should be set up to trigger *after* your "date of surgery" field is populated:To schedule the invite when a particular survey is completed, choose the survey from the dropdown menu.To schedule the invite when a non-survey form is marked as complete, use the ASI logic:[your_form_name_complete] = '2'To schedule the invite once the surgery date is populated and saved, use the ASI logic:[surgery_date] <>''Method 2:The "classic" method is to define adatediffcalculation in Step 2, under "When the following logic becomes true." By computing number of days between 'today' (or 'now') and the surgery date, you could have it so the invitation is scheduled when 'today' is 14 days before the date of the surgery, like so:datediff('today', [baseline_arm_1][surgery_date], 'd', true) <= 14datediff('now', [baseline_arm_1][surgery_date_and_time], 'd', true) <= 14Since (1) usingdatediffwith 'now' and a datetime field can return days in a decimal format (e.g., 14.123) and (2) to resolve timing issues when "Ensure logic is still true" option is checked off, it is a best practice to use the "less than or equal to" (<=) operator so the ASI triggers as expected.To configure Step 3 in this method, you can choose "Send Immediately," or select "Send on next < day> at < time>" to customize when you would like the invitation to be sent once the ASI triggers.Regardless of the method chosen, if you have conditional logic set up in Step 2's "When the following logic comes true," another consideration is WHETHER to check the"Ensure logic is still true"box. In general, it is advisable not to check the "Ensure logic is still true" box if the Step 3 delay is short (e.g., if you chose "Send Immediately"). In other cases, you WANT to re-check.Additionally, an emergency "kill switch" for ASIs is recommended. This would be a radio or a checkbox field that stops ALL ASIs for a person. This is useful if a participant drops out of the study or otherwise is no longer interested in your emails. For example, with a kill switch, your ASI logic may look like the following:datediff('now', [baseline_arm_1][surgery_date_and_time], 'd', true) <= 14AND [baseline_arm_1][stop_emails(1)] = '0'Another tip is to use a Data Quality rule to "test" your ASI logic. Build a few test records with various surgery dates and run your custom DQ rule to make sure it is triggering when you want. Trying to test with the REAL ASI is problematic as it only fires once per record ID.
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Q23: How do variables included via piping interact with an automated survey invitation?
A23: Piped variables are included in a survey invitation ONLY at the point that the ASI determines that an invitation should be scheduled. If the invitation is scheduled to be sent  in the future, and a piped variable is later changed before the scheduled invitation is sent, that change will NOT be included in the already scheduled invitation.
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Q24: How often does REDCap check to see if Automated Survey Invitations (ASI) are ready to be scheduled?
A24: Every time a record is created or modified (through the user interface or via data imports), it checks to see if an ASI invitation is ready to be scheduled. But for specific ASIs that have logic using the "datediff" function with either "today" or "now" (which means that the result of the ASI logic can change on its own from day to day), there is a cron job in REDCap that runs every 4 hours which will check these to see if an ASI invitation should be scheduled. Once the invitation is scheduled, a different cron job checks every minute to see if there are any survey invitations ready to send and sends them.
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Q25: If a survey has already been completed, will the scheduler still send out survey invitations?
A25: There are a variety of reasons why survey invitations might be in the schedule to be sent even though a survey is already completed. The survey invite might have been both manually scheduled and automatically scheduled. The survey invite might have been scheduled but then the URL for the survey sent to the participant directly.Regardless, the scheduler will not send out a survey invitation for an already completed survey.
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Q26: Do participants with partially completed surveys receive the automated survey invitation reminders?
A26: Yes, participants will continue to receive automated survey reminders if they have not completed the survey or they have a partially completed survey response.
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Q27: How do you stop survey reminders?
A27: First, change the ASI so that no more reminders get scheduled. Then delete the reminders from the Survey Invitation Log, either individually or by selecting the batch you want to delete and using the "Delete all selected" button.
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Q28: How can I use REDCap to support a network of investigators?
A28: A local installation of REDCap can support a grant-supported network of investigators if your institution holds the network grant even though investigators may be running sub-projects at other institutions. However, you should be very deliberate up front in determining the inclusion/exclusion criteria for projects and investigators who can utilize the local REDCap installation.  In your model, you need to ensure that you don't have one set of support policies/pricing for 'local' researchers and another for 'non-local' researchers (presumably you'll have network grant funding covering infrastructure and training support for the entire network).You should think about how you will discontinue services and handle study data closeout should the network be disbanded at some point in the future. Finally, from a practical standpoint, it is recommended that you make sure you are proactive about establishing data sharing policies across the institutions within your network.  In some cases, failure of such policies to meet the needs of all network members has caused the group of network sites to install separately licensed versions of REDCap for data hosting, but still maintain economy of scale by setting up a unified training/support core for network investigators.
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Q29: Who, other than members of my institution, can use my licensed REDCap software?
A29: If you are coordinating a multi-center study where the PI is at your local institution, you are well within your rights to use REDCap to support the study. On the other hand, if you want to use your local REDCap installation to support researchers at another institution (for single- or multi-center studies) where you don't have a local researcher involved in the study, this can be a violation of the licensing agreement.Offering external research teams the use of a REDCap installation on a fee-for-service basis (or even gratis) is strictly forbidden under the licensing model.
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Q30: Does REDCap work on mobile devices like tablets and smart phones?
A30: Yes! REDCap is entirely web-based; you can access it from any browser, anywhere on the planet, at any time.No separate app, download, or software installation is needed. The view will automatically be optimized for whatever device is being used.REDCap is compatible with (and can be used on) desktop computers, laptops, tablets (including iPads), smart phones (both Android and Apple), and any other device having an internet connection. There are no specific requirements to run REDCap on any of these devices and no known compatibility issues.On most tablets, the default view is the same as a desktop computer. All features are available.On most phones, the default view is REDCap Mobile - a view focusing on data entry. Not all features are available in this view. Any time you are on a smart phone, you can switch to desktop view at any time to get the full use of REDCap.NOTE: REDCap can also be used on mobile devices in areas having no internet connection. Refer to the section 'Q: What is the REDCap mobile app?' to learn more about this separate feature.
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Q31: I won't have internet access where I need to use REDCap. Is there an offline version?
A31: If you don't have internet access, you cannot use online REDCap. In such a situation, there are three potential methods to collect data for use in REDCap later. Those three methods are described below.The lack of internet coverage in remote areas could be a significant challenge to using REDCap. There are absolutely success stories in similar situations. We know of several studies operating REDCap in the field in South Africa and in rural areas of South America. But only you can determine which of the following options is feasible for your work.1) The REDCap Mobile App can be downloaded to any mobile device (e.g. smart phones, tablets) and used for offline data collection. It's available in both Android and Apple app stores. The App is a true data collection tool; it has REDCap's primary functionality, just offline. (It's therefore slightly more limited functionality to online REDCap.) The App can 'sync' your offline data back to your real REDCap project when you return to internet connectivity. The 'sync' is a mass import of all the data you collected while offline. The App can send that back to your online REDCap project. Refer to the section 'Q: What is the REDCap mobile app?' to learn more about this separate feature.2) Data can certainly be stored in another format and then uploaded into REDCap when the internet connection is reliable. This can be another alternative - to temporarily store the data in another file type and then transfer into REDCap incrementally. Though not ideal, you use another program offline (or even have paper copies of the instruments) to collect data in areas of low internet coverage. You could then enter that data in REDCap when the connection is more stable and use REDCap for an electronic record and to prepare the data for analysis.3) Depending on your specific project, you might also be able to invest in purchasing a portable wireless router to act as an internet hotspot and enter data online in the field. This would allow you full use of the application from any low-coverage area. REDCap is accessible from any device having internet access, including the browsers of any smart phones or tablets (no Mobile App needed here). By providing your own internet access, the data could be stored securely (and directly in REDCap) from the start and there's no need to transfer it from hard copies later.
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Q32: What types of projects can I create?
A32: Once a project is created, on the Project Setup page you will be able to "enable" two "Main project settings" (1) the longitudinal feature (repeating forms)and/or (2) surveys for data collection.  In a longitudinal project, for each instrument which is designated a survey, data can be entered directly by a participant for any/all events in the project.
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Q33: Are there specific requirements to set up a project?
A33: For projects with surveys, you must complete the "Set up my survey" step in order to activate the Survey URL.  If this step is not complete, the following message will appear to on the "Survey Distribution Tools page:  "Enable my surveys(s) NOTICE".  You cannot utilized the "Survey Distribution Tools" page until you have first enable one or more surveys..."The survey-related options, like Survey Settings and Notifications, can be accessed on the Project Setup > Online Designer page.For ALL projects, you must define aunique identifieras the first field on your first data entry form.  The data values entered into this field must be unique.  The system will not allow for duplicate entries. If you do not have a specific unique identifier, you can enable the option "Auto-numbering for records".Examples of Unique Identifiers:Study-assigned IDExamples of Non-Unique Identifiers:Names, Dates of Birth, Consent DatesThe unique identifier must be a 'text' field. In addition, please note that unique identifier values will be visible at the end of the URL -- and likely cached in web browsers -- as individual records are viewed or entered. (Example URL:https://www.example.com/redcap/redcap_vx.x.x/data_entry.php?pid=xxx&page=xxx&id=ID_VARIABLE_VALUE.)It is strongly recommended that you do not use Protected Health Information (PHI) Identifiers such as MRN or DOB+initials as the unique identifier.This is an additional precaution to preserve research participant confidentiality from displaying in the URL and becoming cached.
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Q34: What steps do I have to complete to set up a project?
A34: Depending on which project settings are enabled, you will have the following steps/modules to complete on the Project Set-up page:SurveysClassicLongitudinalMain Project SettingsYesYesYesDesign Data Collection InstrumentsYesYesYesSurvey-related options > Survey settingsYesDefine Events and Designate InstrumentsYesEnable optional modules and customizationsYesYesYesUser Rights and PermissionsYesYesYesMove to ProductionYesYesYes
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Q35: What are Project Statuses?
A35: Project status reflect where in your project lifecycle your REDCap project is.Development:All projects when first created start in Development. In Development, you can design, build, and test your REDCap projects. All design decisions can be made in real time and are implemented immediately to your project. All survey and data entry features/functions can and should be tested.Production:When you have completed thorough testing, you should move your project from Development to Production status by clicking the button at the bottom of the Project Setup page. All survey and data entry features/functions will be exactly the same as they are in Development with the exception of certain Project Setup features.To make any form design changes you will need to enter Draft Mode to be able to edit your instruments. Changes to data collection instruments in Draft Mode are not made to your project in real time. After making updates, you must submit the changes for review. Depending on your institution’s policies, some changes are processed automatically, whilst others will need approval by a REDCap Administrator. These settings, as well as review and approval times will vary as they are institution specific. They are intended to protect from unintentional impacts to existing data and data structures in a live production project.From Production, you can move the projects to the following statuses on the Project Setup > Other Functionality page:Development: Only an administrator can move your production project back to development from production.Analysis/Cleanup:Move the project to Analysis/Cleanup status if data collection is complete. This will disable most project functionality, although all collected data will remain intact. Once in Analysis/Cleanup status, the project can be moved back to production status at any time.When a project is in Analysis/Cleanup, it is assumed that formal data collection has ended, except for cleaning and analyzing the data already collected. Many features are disabled, such as surveys, Alerts & Notifications, Automated Survey Invitations, and other features typically used during data collection. Also, no new records can be created while in this status.Modify data locking modeWhile the project is in Analysis/Cleanup status, you may set the data in the project to be either;1) Editable (existing records only), or2) Read-only/Locked. If set to Read-only/Locked mode, then no data in the project will be able to be modified in any way.When in Analysis/Cleanup you can move the project back to Production or to Completed status.Completed: If you are finished with a project, sure that no one needs to access it anymore, but you want to ensure that the project and its data remain intact, it can be marked as Completed. A Completed project can only be accessed by a REDCap administrator and only they can change its status back to Analysis/Cleanup.Marking a project as Completed takes it offline and hides it from everyone's project list. It can only be seen again by clicking the smallShow Completed Projectslink at the very bottom of the My Projects page. Clicking this link will make your completed projects appear in the same project folders that they were originally allocated to.Changes to project statusProject statuses were changed from version 9.8.0 standard release and 10.0.5 LTS, and some changes automatically made to projects which were in the olderInactiveandArchivestatuses.Projects which had been in the olderInactiveproject status, are updated to a project status of "Analysis/Cleanup". This is to help reinforce that cleaning and analysing the data is the next logical step after data collection in Production status.Projects in the olderArchivedstatus were originally located in anArchivefolder at the bottom of the My Projects page.This Archive folder is renamed to “My Hidden Projects" folder. Projects with Archive status which were previously in this folder are updated to have a status of Analysis/Cleanup. A user can move these projects out of the “My Hidden Projects" folder in the usual way by going to the Organize button at the top of the My Projects page and reallocating them to a chosen folder.
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Q36: Why do I have to "move" my project to production?
A36: Moving your project to Production once you start collecting study data ensures you're maintaining data accuracy and integrity.  The post-production change control process provides an additional check to ensure that data which has already been collected is not deleted, re-coded or overwritten unintentionally.  See FAQ topic "Making Production Changes" for additional details.
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Q37: After my project is created, can I change the name and/or purpose of my project?
A37: Yes. After your project is created, you can navigate to the Project Setup page. Click on the "Modify project title, purpose, etc.". Here you can update Project Title and Purpose during any project status.
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Q38: If the unique identifier is arbitrary to me, can the system auto-assign a unique value to each of my records?
A38: Yes.  You can enable auto-numbering for naming new project records on the Project Setup > Enable optional modules and customizations page.  This option will remove the ability for users to name new records manually and will instead provide a link that will auto-generate a new unique record value.  The value is numeric and increments from the highest numeric record value in the project. If no records exist, it will begin with '1'.
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Q39: How do I add new form to an existing (production) project and make it the first form?
A39: 1.Put the project into Draft mode.2.Add the new form to the project.3.Reposition the new form to be first in the project4.Make sure the first field in the new form is the same record ID form as it was before the forms were moved5.If the new form or the form it is replacing are surveys, make sure the correct forms are enabled as surveys and correct any changes to survey settings. Remember that the first form in the project is what the public survey link will link to-if the former first form was using the public survey link, you cannot move it without changing what the public survey link moves to6.Put the changes into production.
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Q40: What can REDCap Administrators do that REDCap end users can't?
A40: REDCap administrators, also known as superusers, oversee the REDCap system and its settings. They often have the ability to do things that REDCap end users (regular users) can't do directly. Each REDCap system is overseen by a different group of administrators because each system is independently maintained and supported.  The following is a list of some common administrator capabilities and responsibilities.  Please contact your system's REDCap administrators if you would like to explore which of the following capabilities are available for your system.Project-specific tasksAt some institutions, only superusers can create projects.At some institutions, only superusers can move a project to production.Add custom text to the top of the Home page of a project.Add custom text to the top of all Data Entry pages of a project.Add custom logo and institution name to the top of every page of a project.Add grant to be cited.Display a different language for text within a project. The languages available vary by institution.Turn Double Data Entry on and off.Customize the date shift range for date shifting de-identification.Approve API token requests.Delete all API tokens.Create an SQL field, generally used to create a dynamic dropdown list with data drawn either from the same project or another.Additional project-specific tasks for projects in production statusAt some institutions, only superusers can approve some or all production changes, a.k.a. moving drafted changes to production.Delete events.Uncheck instruments from events.Enable/Disable Main Project Settings: Use Longitudinal and Use SurveysErase all data.Move the project back to development status.Delete the project.User-specific tasksSuspend and unsuspend users from all of REDCap. (Note, however, that expiring a users' access to a specific project does not require a REDCap administrator.)For sites that use REDCap's table-based, local authentication, reset the password for a user.Update the email address associated with an account for a user, in case that user is neither able to log in nor has access to the email address associated with their account.Cross-project tasksCreate project templates.
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Q41: How can I set the default auto-numbering to start at a particular number such as 2000?
A41: You can disable auto-numbering and add the first record using the ID number as the start value.  Once this record is saved, you can enable the auto-numbering customization.
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Q42: If I enter data while I am testing my forms in Development, will it remain when I move to Production?
A42: It is strongly recommended that you test your projects prior to moving to Production, either by entering test data or real study data. Entering and saving data is the only way to test that the branching logic and calculated fields are working properly.When you click the "Move project to Production" button on the Project Setup page, a pop-up will prompt you to "Delete ALL data, calendar events, documents uploaded for records/responses, and (if applicable) survey responses?".  Check the option to delete data.  Uncheck the option to keep all data.
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Q43: Can I download a single combined PDF of all instruments in my project without data?
A43: In Project Setup, under "Design your data collection instruments", click "Download PDF of all data collection instruments".
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Q44: What's the difference between the unique identifier, secondary unique identifier and the redcap_survey_identifier?
A44: The first variable listed in your project is theunique identifierwhich links all your data.For any type of project, you must define the unique identifier field. This is the first field of the first instrument and if not using a template, the default isRecord ID[record_id]. For projects where a survey is the first data collection instrument, the value must be numeric and auto-increments starting with the highest value in the project. If no records exist, it will begin with '1'.Users can define a unique identifier value that is not numeric (ex: Site-001) and does not auto-increment for projects with surveys: Instead of enabling the FIRST instrument as a survey, have a data collection instrument with data entry fields, then collect data via subsequent surveys.Thesecondary unique fieldmay be defined as any field on the data collection instruments. The value for the field you specify will be displayed next to the your unique identifier when choosing an existing record/response. It will also appear at the top of the data entry page when viewing a record/response. Unlike the value of the primary unique identifier field, it will not be visible in the URL.The data values entered into the secondary unique field must also be unique. The system will not allow for duplicate entries and checks values entered in real time. If a duplicate value is entered, an error message will appear and the value must be changed to save/submit data entered on the data entry instrument.Theredcap_survey_identifieris the identifier defined for surveys when utilizing the Participant Email Contact List and sending survey invitations from the system. The "Participant Identifier" is an optional field you can use to identify individual survey responses so that the participant doesn't have to enter any identifying information into the actual survey. This field is exported in the data set; the email address of the participant is not.NOTE: redcap_survey_identifier values cannot be used with "piping". If you want to send surveys to participants and pipe in values (ex: first and last name); create a data entry instrument prior to the survey. Add your required fields and an email  address to be used for the invitations (on the Project Setup page > Designate An Email). Then  you can enter or import your participants' information and send  the invitations using piping.
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Q45: How can I delete a project?
A45: Project users can delete projects that are in Development status by navigating to the 'Other Functionality' tab and then clicking on the 'Delete the project' button. Project users can request that projects in Production status be deleted by navigating to the 'Other Functionality' tab and clicking on 'Request delete project'. Clicking "Request delete project" sends a request to the REDCap Administrator.NOTE: After a REDCap Administrators deletes a project, it is only permanently removed from the database backend 30 days after deletion. Until that time, REDCap Administrators can undelete the project. The files associated with the project do not get deleted permanently at the same time, but will then be put into *another* 30-day wait until they are actually deleted from the server. So it takes a total of 60 days for the files themselves to get deleted from the time that a user "deletes" a project.
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Q46: When a "stop action" condition is met, can I customize text to display to participants prior to the survey closing?
A46: Yes, you can customize both the "End the survey?" pop-up window as well as an alternate survey completion text that is only displayed when a stop action triggers the end of the survey.The "End of survey?" pop-up window that appears after a stop action is triggered may be edited using Multi-Language Management (MLM). MLM gives you the ability to edit the title, text, and instructions but not the buttons associated with the pop-up. Customizing the language of the "End of survey?" pop-up is on the project level, meaning you are unable to customize different pop-up language per stop action if you have multiple stop actions in the project. To edit the pop-up language, create at least one language under MLM. Under "User Interface" search for "End the survey" to filter items on the page to the title, text, and instruction fields and enter the customized text under "Enter translation" for each customized text. If you leave the translation blank, the default text will appear.Alternate survey completion text is customized through the survey settings page of the instrument under "Options related to Survey Stop Actions". The survey completion text will appear only when a stop action is triggered, the survey was ended through the end of survey pop-up, and before the survey is closed. If the alternate survey completion text is left blank, the standard completion text (if applicable) will be used. Since alternate survey completion text is customized per instrument, you may have different customized text per instrument instead of per project like the pop-up customization using MLM above.
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Q47: How can I track the length of time to complete a survey?
A47: To track the amount of time a participant spends taking a survey, you can use the smart variables [survey-duration:instrument:units] or [survey-duration-completed:instrument:units] to pipe the values into field (using @DEFAULT or @SETVALUE), or you can pipe the value into a descriptive field, alert text, or anywhere else you pipe values. [survey-duration] will tell you the difference between the survey start time and the completion time (if completed) or the current time (if not completed). [survey-duration-completed] specifically returns total time it took to complete the survey. If the survey is not complete, it will return a blank value.You can also use the smart variables [survey-time-started:instrument]/[survey-date-started:instrument] and [survey-time-completed:instrument]/[survey-date-completed:instrument] to capture the survey start and completion times.
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Q48: For surveys with multiple pages, can participants go back to a previous page to change answers?
A48: Project designers may choose to give participants the ability to return to a previous section on multi-page surveys. In survey settings under "Pagination", the optional 'Hide the "Previous Page" button (i.e, Back button) on the survey page' checkbox will control the ability for participants to update previously entered data. The default unchecked behavior will allow participants to select the "Previous Page" button at the bottom of the survey screen. If you select the 'Hide the "Previous Page" button...' checkbox it will remove the previous page button from pages and not allow the participant to return to the previous page of answers. Once selected even if a participant tries to select the web-browser's back button, they will see a generic "You have partially completed this survey" message and inform them to start over.
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Q49: Is there any way to make a survey available for a specific time window for a specific record-for example, 24 hours before and after an appointment?
A49: The best way to do this is to go to Survey Settings --> Survey Access --> Time Limit for Survey Completion (optional). Here you can set a period of time the survey is available.The amount of time that each respondent has to complete the survey based on when they were initially sent the survey invitation. Note: This feature excludes public survey links and is not applicable for survey links sent via Alerts & Notifications.If you need more customization, within the survey itself, you can use branching logic to hide questions based on your date's conditions. You can set up the questions to only be visible within a range that works with your relative dates using a datediff calculation. You would then have a descriptive field stating that the survey is unavailable display if the datediff calculated value falls outside of your accepted range.
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Q50: Is it possible to designate a Secondary Unique Field using a "Multiple choice - drop down list (single answer)" variable?
A50: The secondary unique field is usually used to ensure that a text entry field, such as MRN or Study ID, is unique across the projects record, which is why it is setup to accept text fields only.If you want to ensure only one person selects each multiple choice response, such as for a booking system, you can use the action tag @MAXCHOICE and allow one response per answer choice. After someone selects an answer choice, it will be disabled for future data entry and surveys.
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Q51: How do I enable surveys for my project?
A51: Surveys can be enabled at any time in development mode by a project user with "Project Design & Setup" User Rights.On the Project Setup tab, in the Main Project Settings step at the top, click "Enable" button for "Use surveys in this project?".  This feature must be enabled in order to use surveys.After enabling surveys, go to the Online Designer. A link to that page is on the Project Setup tab, in a lower step on the page. On the Designer, designate which instruments should be surveys by clicking the 'Enable' button next to them. You can enable surveys on as many instruments as you wish.Each time you designate an instrument as a survey, you will be prompted to define some additional features of the survey. Be sure to scroll down and save those settings. You can return to them at any time to review and modify them as needed, even in production mode. They are found in the 'Survey Settings' buttons that will appear next to each survey instrument in the Online Designer.To enable surveys for a project in "production" status, you must contact your REDCap Administrator.
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Q52: Can I create multiple surveys in the same project?
A52: Yes, you can have multiple surveys in the same project. The multiple surveys will be linked to a single participant. If your surveys are for different cohorts or populations, you will want to create separate projects for each survey.
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Q53: For Survey + Data Entry Projects, is it possible to start entering data on a data entry form for an individual prior to their completion of the survey?
A53: Yes, you can have multiple surveys and data entry forms in the same project.  You can start with a data entry form and enable the second instrument to be a survey.
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Q54: How do I know which survey delivery option is right for my project?
A54: It depends on if you have the need for future scheduling or conditional logic. Use this grid to determine the best option for you:Delivery OptionAllows for Future SchedulingAllows for Conditional LogicManualYesNoAuto-continueNoNoSurvey queueNoYesASIYesYes
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Q55: Is there any tool that can help me figure out how to set up my survey?
A55: This link [Survey Wizard: The Basics] will take a user to a survey algorithm that was created by the Training Collaboration Committee using REDCap version 7.6.3. It addresses when to enable survey functionality, what to consider when choosing a survey model, and reviews survey setting options.(URL:https://redcap.vumc.org/surveys/?s=43TD4MRF8A)
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Q56: Can I collect anonymous survey data from participants?
A56: Responses can only be collected anonymously using the Survey Distribution Tools > Public Survey Link.The survey questionnaire must not contain any questions asking the participants for identifying data (ex: What is your email? name? address?).Multiple Surveys:  Be mindful that projects with multiple surveys present potential challenges to anonymous data collection. If you are analyzing data in aggregate, you can having multiple REDCap projects, each using the Public Survey Link.  If you need to track individual responses over time, using the Public Survey Link for each survey (pre, post, follow-ups) requires that you collect data points within the survey questionnaire to later export and merge. The data points should not be identifying information, but specific enough question(s) that a participant will enter answers consistently (ex: last 5 digits of their first phone number; color of first car).Projects containing data entry forms and surveys cannot be considered anonymous.  Manually entered data needs to be identified by the team to be properly associated and linked with survey responses.
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Q57: How can I send multiple surveys to participants and link their responses?
A57: If the responses need to be anonymous, please see the section Surveys: Anonymous.If responses do not need to be anonymous, you must at some point collect individual email addresses to send participants multiple surveys and have the data linked. You can do this in a few ways:1. Project's first instrument is a Survey & Use of Public URL & Designate an email field:If you want to utilize the Public URL to distribute an initial survey and invite participants, the survey MUST contain a text field with validation = email to collect the participant's email address.On the Project Setup page > Enable optional modules and customizations > Enable: Designate an email field to use for invitations to survey participants. Designate the email address you are collecting on the first survey.When participants complete the first survey, their email addresses will pre-populate the Participant Lists and will allow you to send additional surveys for the same record.Surveys will be automatically linked by record ID. Participant Identifier on Participant List will not be editable.Additional Notes: You will still be able to use the Participant List to send emails to the first survey, if needed. Participant will be prompted to enter their email address on the survey itself. You can also create new records using the Data Entry feature to populate the first survey and manually enter email addresses.LIMITATION:Only participants that answer the first survey with an email address will be able to respond to the follow-up surveys.2. Project's first instrument is a Survey & Use of Participant List:If have individual email addresses, you can create a project with multiple surveys. You would add individual emails to the Participant List with or without a Participant Identifier. Then you can send the survey invites through "Compose Survey Invitations".LIMITATION:Only participants that answer the first survey will be able to respond to the follow-up surveys. If you wish to collect additional surveys for the non-responders, you will need to create additional REDCap projects with the follow-up surveys. Because of this limitation, you may want to try method #3:3. Project's first instrument is Data Entry & Use of "Designate an email field":If you know your email addresses and want participants who haven't completed the first survey to be able to complete the second survey (within the same project), then you can do the following:1. The first form is a data entry form (ex: "Email Form"). On the "Email Form", at minimum, you can have the participant ID number field and an email field: a text field with validation = email2. On the Project Setup page > Enable optional modules and customizations > Enable: Designate an email field to use for invitations to survey participants3. Select the email field you created on the "Email Form"4. You can either import (Data Import Tool) or enter the email addresses directly into the data entry "Email Form". Entering the emails here will automatically populate the Participant Lists for all surveys in the projectYou can send your invites to any surveys regardless of participant's responses and survey completions.Advantages:You can import a list of pre-defined record IDs and email addresses. Record IDs do not have to be assigned incrementing values by REDCap.
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Q58: Where can I setup survey reminders?
A58: You can setup survey reminders in the same modules that REDCap allows you to send out a survey invitations: Automatic Invitations, Participant List, Compose Survey Invitations.
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Q59: Can I send more than 5 survey reminders?
A59: The current maximum for reminders is 5 in order to prevent spamming people.
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Q60: What is the Survey Queue?
A60: The survey queue displays a list of the surveys in your project, functioning as a “To-Do” list for your survey participants.The survey queue is set up in the Online Designer after surveys have been enabled in the project. You will select which surveys in your project you want to use with the queue, and supply logic saying when they should be available. Surveys can become available when another survey is complete, when specific logic is met, or both. You can also enable the “Auto start” option. This means the survey will launch as soon as the previous one is completed, creating a seamless survey experience for the participant similar to the “Auto-continue” option in the Survey Settings.Please note that the survey queue and the “Auto-continue” in the Survey Settings cannot be used for the same survey; the “Auto-continue” option will always take precedence over survey queue logic and may result in surveys being launched even though the survey queue logic says they should not be.
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Q61: Can the respondent see the survey queue even if that survey is not in the queue?
A61: Yes. If the survey queue has surveys in it, the respondent will see the link for the queue and be able to access it and any surveys that are not locked. This is true even if the survey respondent received the survey trough the "Survey-specific invitation field" option and is not the main respondent for that record, because the survey queue exists on the same level as the record itself, not the individual forms. If there will be multiple respondents for a record and you are concerned about them accessing inappropriate surveys via the survey queue, then you should not use the survey queue for that project.
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Q62: If a participant answers a question in a certain way, can they be taken to the end of the survey if the rest of the questions are not applicable?
A62: Yes, you can indicate "Stop Actions" for survey fields only. The survey participant will be prompted to end the survey when programmed criteria are selected. Stop Actions will not be enabled on the data entry form when viewing as an authenticated user. Stop Actions can only be enabled for drop-down, radio, checkbox, yes/no, and true/false field types.
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Q63: What are the differences between the Survey Auto-Continue and Survey Queue features?
A63: Both Survey Auto-continue and Survey Queue can be used to direct the flow of surveys in a project.Generally,Survey Auto-Continueredirects participants to the next available survey, whileSurvey Queueenables participants to see a "table of contents" of all available surveys, after submitting a survey response.That said,Survey Queuecan also be set up to automatically redirect to the next available survey in the queue, bypassing the "table of contents" view, if the "Keep the Survey Queue hidden from participants?" option is selected.As a rule of thumb, given the overlap in functionality, it is suggested that you activate only one of these features and leave the other turned off.Survey Auto-Continue:Is easier for many users.Optional conditional logic is used to control if the *next* survey is redirected to after the current survey is submitted.Simpler, less granular controls - One config per survey applies to the survey across all events.Survey Queue:Provides a landing page for a pt. showing surveys they've already taken and available to be taken.Optional conditional logic is used to control whether the current survey is visible in the queue or hidden/skipped over.More granular controls - One config per "survey x event" - need to activate and configure the survey across each of its eventsLimitations of Auto-Continue:No landing page / "table of contents" viewLimitations of Survey Queue:If a lot of events, slow to load.Can be a challenge in multi-arm projects.Survey styling doesn't apply to the table-of-contents view.The Survey Queue link at the upper-right corner of surveys and the "Summary" on the end-of-survey page cannot be selectively disabled; either they are both disabled (using "Keep the Survey Queue hidden" option) or both remain visible.
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Q64: Why doesn't the Survey Queue work when I have Auto-Continue enabled?
A64: The Auto-continue survey setting overrides the Survey Queue logic. If you want to utilize the Survey Queue, disable the Auto-continue feature first.Note: Survey Queue only works on instruments that are 'enabled' in the queue. You could potentially have a mix of Auto-continue and Survey Queue. However, it is true that if a survey is enabled in the Survey Queue, it is probably not good to have that same survey (or the survey before it) set up with auto-continue.
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Q65: How can I send survey invitations based on logic?
A65: The best way to send survey invitations based on logic is to create an Automated Survey Invitation (ASI) that schedules when your logic becomes true.To do this, go to the Online Designer and find your survey. In the far right column next to the survey, select “Automated Invitation.” There will be three sections to fill out:The email text, subject and from address,The logic that should trigger the invitation to be sent (so if you only wanted to invite people if [consent]=1, then this is where you'd do this) andThe timing, when to send the email, whether it's at an exact time, a certain delay period, or immediately, and any remindersOnce an ASI is created and enabled, it will schedule when any record is saved with the logic you set as true. If it contains a datediff in that logic, REDCap will check multiple times a day to see if the logic has become true and schedule when it does.You can also create an Alert that triggers based on logic using “Alerts and Notifications” on the sidebar under Applications. This works very similarly to an ASI, but you will need to provide your own smart variables for the invitation.
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Q66: Can I schedule Automated Survey invitations (ASI) after data has been collected?
A66: Best practice is to create your ASIs before any data is collected, but you can create or modify them after data collection has begun.If you create or edit an ASI after data collection has started, you will need to resave records to have the ASI logic evaluated—REDCap will not go back and automatically check all records to see if any meet the new/updated logic. If an invitation has already been scheduled for a record, but not sent, the invitation wording and scheduling will not be changed to reflect new wording/logic.The exception to this is if your new logic contains a datediff equation. REDCap contains a ‘cron job’ that runs multiple times a day to check if any datediff calculations in ASIs have become true. If you change an ASI to include a datediff, REDCap will check to see if it is true for your records on the same schedule it is checking all other ASIs with datediff calculations, and it will schedule the invitation appropriately when the logic becomes true.
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Q67: What is the Survey Login feature?
A67: To provide improved security to your surveys, you can require the participant to enter specified login credentials in order to begin a survey and if the "Save & Return Later" feature is enabled to return to a previously entered survey response.To enable the Survey Login feature, there is a button at the top of the instrument list on the Online Designer that will open up the Survey Login settings popup. Users who wish to enable Survey Login may choose one, two, or three fields in their project to be used as the login credential fields for surveys in their project.The Survey Login can be enabled for ALL surveys in a project or just selected surveys. For selected surveys, navigate to the Survey Settings page to enable.If Survey Login has been enabled and a record does not exist yet for the  respondent (e.g., if they are beginning a Public Survey), then the survey page will display directly without the login page. However, once the record exists, the respondent will always be prompted to log in to the survey.Note: If a survey has the "Save & Return Later" feature enabled, Return Codes will not be used to return to the survey, but it will use the Survey Login's login credentials instead.Note: Survey Login cannot be used with a public survey, which requires a Return Code if "Save & Return Later" is enabled.
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Q68: Can I receive a notification when a survey has been completed?
A68: Yes. On the Online Designer page, choose 'Survey Notifications' located in the Survey Options section. You may indicate which users should be notified when a survey is complete.
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Q69: Why am I getting duplicate notifications when a survey has been completed?
A69: REDCap specifically checks to ensure it doesn't send a double email to someone. However duplicate notifications can be sent if another user on that project has a slightly different version of your email address on their REDCap account e.g.jane.J.doe@vanderbilt.eduvsjane.doe@vanderbilt.edu. There is another possibility. After a survey participant finishes a survey he or she may refresh the acknowledgement page. This could result in another batch of emails being sent.
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Q70: How do I automatically display the current date/time on a survey?
A70: Every survey that is submitted is date/time stamped.  This completion date and time are available in the data export and data entry forms.  However it's not possible to display the current date on the survey while it's being taken by participants.You can add a question onto your survey to indicate "Today's Date".  The calendar pick list will have a button for "Today" or "Now" that the participant can easily click.Action tags are a relatively new addition to REDCap and can be applied to any variable (see Action Tags info for additional details). These options are available:@NOWAutomatically provides the user's current time as the value of a Text when the page is loaded. Once the value is captured, it will not be changed when visiting the page at a later time. If the field has validation, the value will conform to the date/time format of the field. The field will be disabled and will not allow users to edit the value. NOTE: The time will be the user's local time, which is derived from  their device/computer.@TODAYAutomatically provides the user's current date as the value of a Text when the page is loaded. Once the value is captured, it will not be changed when visiting the page at a later time. If the field has validation, the value will conform to the date/time format of the field. The field will be disabled and will not allow users to edit the value. NOTE: The date will be the user's current date, which is derived from  their device/computer.@READONLYMakes the field read-only (i.e., disabled) on the survey page, the data entry form, and in the REDCap mobile app so that its value cannot be changed
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Q71: What happens when I take the survey "offline"? What does the participant see if they click on the link?
A71: When a survey is "offline" participants will no longer be able to view your survey.  They will navigate to a page that displays "Thank you for your interest, but this survey is not currently active."  Project users will still have access to the project, all the applications and survey data.
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Q72: What happens when a REDCap Administrator takes the system "offline" for routine upgrades and/or expected downtime?  What does the participant see if they click on the survey link?
A72: When the REDCap system is "offline", participants will no longer be able to view your survey.  They will navigate to a page that displays "REDCap is currently offline. Please return at another time. We apologize for any inconvenience.If you require assistance or have any questions about REDCap, please contact your REDCap Administrator.
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Q73: If my survey is really long, can I create page breaks?
A73: Navigate to Project Setup --> Design your data collection instruments & enable your surveys --> Online Designer --> Survey Settings (next to the survey name in the Online Designer). In the "Survey Customizations" section, set "Question Display Format" to "One section per page".  Then on your questionnaires, you can create page breaks by adding in fields (field type = "Begin New Section (with optional text)") where you would like those breaks to occur.
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Q74: If I enable "Display Questions" = "One section per page", do answers get saved after the respondent hits "next" to go on to the next page?
A74: Yes. Answers are committed to the database as you hit "Next". So if responders quit the survey before finishing, you'll have all the data up to that point (partial responses).
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Q75: When "Display Questions" = "One section per page" is enabled and entire sections/questions are hidden due to branching logic, are blank pages displayed to the participant?
A75: No, sections (as separate survey pages) where ALL questions are hidden due to branching logic will be skipped while in survey view. However, this is not true for the last page of any survey, in which the last page will always be displayed, even if all questions are hidden on the page.
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Q76: For surveys with multiple pages, can the "Previous Page" button be disabled?
A76: Yes.  The "Previous Page" button option can be disabled on the Online Designer > Survey Settings page.
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Q77: For surveys with multiple pages, is there a progress indicator on the survey?
A77: Yes. There is a "Page # of #" at the top right of the survey, so respondents know how many pages they have left.  You can hide/display this feature on the Online Designer > Survey Settings page. The progress bar is not a feature of REDCap.
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Q78: My survey has matrix fields and it's creating undesirable page breaks.  What is causing this?
A78: Matrix fields contain a "Matrix Header Text" which is actually a Section Header.  Using this field will cause a survey page break. To avoid this, instead of entering text into the header field, add a new "descriptive text field" above your matrix question and enter your text there.
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Q79: Will a value entered for a field on one page of a survey be removed if another page of that survey later hides that field?
A79: Fields on a survey that are hidden by branching logic due to a new value being entered on that same page will have any already-entered values removed, but fields on other pages will not.While not ideal, this is currently the expected result due to technical limitations.This situation arises if:A survey is configured to show one section per pageA value is entered for a field on one pageOn another page, a value is entered that causes branching logic to hide the field on the first page.
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Q80: What is "Designate an email field to use for invitations to survey participants" option?
A80: Project users may designate a field in their project to be the survey participant email field for capturing the email address to be used. The field must be validated as an email to be used for this purpose.The field can be designated in the "Enable optional modules and customizations" section of the Project Setup page.Once designated, if an email address is entered into that field for any given record, users will then be able to use that email address for any survey in the project to send survey invitations.
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Q81: Is there a way to get rid of the red "must provide value" message for required fields?
A81: Yes, but only in survey mode. You can change this setting in the survey settings. The fields will still be required and the survey will display a warning if they are not filled out, but the red text will be gone.
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Q82: How do I turn text to speech on for a specific survey?
A82: You can turn on text to speech on in the survey settings of each survey under "survey customizations".
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Q83: Are there different languages available for the text to speech feature?
A83: Currently, only English is supported.
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Q84: How to do I set a survey expiration date for a specific survey?
A84: You can set the survey expiration date for any survey in the survey settings. REDCap will deactivate the survey at the specified time point.Note: The survey will be deactivated for all instances of that survey in all arms and events. It's currently not possible to put expiration dates on specific surveys in specific events.
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Q85: Can I extend the time limit on a survey?
A85: Yes, you can. If you set a time limit (for example, 2 weeks) on a survey and want to change it, you can go back and extend the length of time. If the survey had already closed and you extend the time limit, the old surveys will be re-opened if they are within the new time limit.
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Q86: Can survey respondents save, leave, and then go back to a survey to complete the questions?
A86: Yes. You must enable the "Save and Return Later" option in the Modify Survey Settings section of the Project Setup tab. This option allows participants to save their progress and return where they left off any time in the future. They will be given a Return Code, which they will be required to enter in order to continue the survey.Note: If a project has the "Survey Login" feature enabled, Return Codes will not be used to return to the survey, but it will use the Survey Login's credentials instead.If participants forget their Return Code and contact you, you have access to participants codes on their Survey Results page. You will only be able to distribute lost codes if the survey responses capture identifiers.  If the survey is "anonymous" you will not be able to recover the Return Code for the participant.
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Q87: Can my participants go back to a previously completed survey and make edits?
A87: Yes, but this feature is turned off by default for each survey. You will need to turn it on manually in the survey settings for each survey.
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Q88: Can survey respondents return and modify completed surveys?
A88: Yes. This feature can be enabled on the Online Designer > Survey Settings page under the "Save & Return Later" section. Once enabled, a respondent will be able to return to their response and make any edits to it even if they have fully completed the survey.Once enabled as part of the "Save & Return Later" feature, respondents will need to provide a Return Code in order to make edits to a completed survey. If the Survey Login feature is enabled for the survey, then instead of using a Return Code, they will use their login credentials to return to the survey.If enabled, participants who have completed the survey will still appear in the Participant List in the Compose Survey Invitations popup to allow their invitations to be resent to edit their completed response. Additionally, their survey link and survey return code will also remain in the Participant List for this same purpose.Note: If Survey Notifications have been enabled for a survey that has the "Edit Completed Responses" option enabled, then whenever the respondent returns to the survey again and completes the survey again, it will again trigger the Survey Notifications to send an email to those users selected.
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Q89: Where are the archived PDFs of my consents stored?
A89: The archived PDFs are stored in the project’s file repository on the “PDF Survey Archive” tab. If you do not see a link for the File Repository under Applications on the left-hand sidebar, check your user rights to see if you have access to this feature.
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Q90: Can anyone alter a consent form after it is submitted with the eConsent framework?
A90: Whether anyone can alter a consent form after submission is determined by the researcher setting up the consent. The eConsent Framework has the option “Allow e-Consent responses to be edited by users?” If this option is checked, any user with rights to edit the survey responses would be able to edit the consent form. If it is unchecked, no one will be able to alter the submitted consent.
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Q91: How do I setup a survey confirmation email?
A91: You can setup a confirmation email in the survey settings of each email in the survey termination section. Select "Yes" on the dropdown and fill in the "From", "Subject" and "Body" sections. You can also add an optional attachment.Note: REDCap must have an email field defined for the project in order to send out the survey confirmation automatically.
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Q92: Can I pipe in information from the survey into my confirmation email?
A92: Yes, you can pipe in any information from the survey or any other form associated with the record.
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Q93: What kind of attachment can I send with a survey confirmation email?
A93: You can send one file of any type as long as it isn't bigger than the size limit set by the local administrator. This is usually around 16 MB.
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Q94: Do the remaining reminders get canceled once a participant fills out a survey?
A94: Yes, Once the specific survey gets filled out by the participant or a REDCap user, all remaining reminders get cancelled automatically.
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Q95: What happened to the "Preview survey" feature?
A95: This feature is no longer available because branching logic or calculated fields would not always work correctly.  To preview your surveys, it is recommended to view the survey as a test participant when testing the project while in development status.
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Q96: How does Twilio interact with REDCap to send calls and SMS messages?
A96: The REDCap/Twilio interaction looks like this:
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Q97: What is a Longitudinal project?
A97: A longitudinal project is similar to a traditional data collection project in that multiple data entry forms are defined. However unlike the traditional model, forms in a longitudinal project can be completed repeatedly for a single record. The longitudinal model allows any data entry page to be repeated any given number of times across pre-defined time-points, which are specified by the user before data is collected. So rather than repeating a data entry form multiple times in the Data Dictionary, it can exist only once in the Data Dictionary but be repeated N number of times using the longitudinal model.The longitudinal project lets you define "events" for your project that allow the utilization of data collection forms multiple times for any given database record. An "event" may be a temporal event in the course of your project such as a participant visit or a task to be performed. After events have been defined, you will need to designate the data entry forms that you wish to utilize for any or all events, thus allowing you to use a form for multiple events for the same database record. You may group your events into "arms" in which you may have one or more arms/groups for your project. Each arm can have as many events as you wish. You may use the table provided to create new events and/or arms, or modify existing ones. One arm and one event will be initially defined as the default for all databases.
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Q98: How can I establish the events and scheduling intervals for my project?
A98: The Define My Events page allows you to establish the events and scheduling intervals for your project. An "event" may be a temporal visit in the course of your project such as a participant visit or a task to be performed. After events have been defined, you may use them and their Days Offset value to generate schedules. For data collection purposes, you will additionally need to designate the data entry forms that you wish to utilize for any or all events, thus allowing you to use a form for multiple events for the same database record. You may group your events into "arms" in which you may have one or more arms/groups for your project. Each arm can have as many events as you wish. To add new events provide an Event Name and Date Offset for that event and click the Add New Event button.If you will be performing data collection on this project then once you have defined events in the Define My Events page, you may navigate to the Designate Instruments For My Events page where you may select the data collection instruments that you with to utilize for each event that you defined.
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Q99: In longitudinal projects, how can I set up linkages between events and data entry forms?
A99: You can use the Designate Forms for my Events page to create linkages between events and data entry forms. In the Designate Forms for my Events page each arm of your study has its own tab. Choose an arm and click the Begin Editing button to link data entry forms to events. Check off boxes to indicate the forms which should be completed for any given event and then click the Save button. You will see a grid that displays the data entry forms that are assigned for completion during each event. Take care to designate forms for your events while the project is in development mode. These associations can only be changed by the REDCap Administrator after the project is in production and should be made with caution to ensure existing data are not corrupted.
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Q100: Can I add more events or instruments to a longitudinal project that is in production?
A100: Yes, once you are in production you can add more events and instruments, and assign instruments to new events. To delete an event or an instrument from an event, you will need the help of an administrator to help prevent accidental data loss.
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Q101: How is longitudinal data stored?
A101: In the traditional data collection model and for surveys, each project record is stored independently as a separate row of data, which can be seen when exported. But for longitudinal projects, each row of data actually represents that particular time-point (event) per database record.For example, if four events are defined for the project, one record will have four separate rows of data when exported.  The data export will include a column "redcap_event_name" indicating the unique event name for each row.Longitudinal projects are most commonly created for clinical and research data. A longitudinal project is created by selecting the "Longitudinal / repeating forms" collection format for data entry forms when creating or requesting a new project.
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Q102: How can I register a subject in a multi-arm study before the determination as to which arm they belong in can be made?
A102: You can set up an arm as a "screening and enrollment" arm. Once a subject becomes enrolled he or she can be added to an "active" arm.
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Q103: Can you transfer a subject from one arm to another?
A103: First, export the data that you want to transfer out of REDCap. Save as a new CSV file and update the information in redcap_event_name to match the new event name. If you need to find this in REDCap, go to the "Define My Events" page and look for "Unique event name" in the last column. Make sure the variable names match the variables the data will go in, if you are also moving the data to a different form. Save the CSV and go to the "Data Import Tool" under Applications on the sidebar. Choose to upload you CSV and review the data to make sure it is all included and going into the correct variables, event, and arm before finalizing the import.
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Q104: What is the scheduling module and how does it work with the calendar?
A104: The scheduling module uses the information in the “Date Offset” column of the “Define My Events” section in a longitudinal project to allow you to schedule the dates actions in different events should occur. You will select a start date for an individual record and REDCap will develop a schedule based on the days offset you specified, flagging any dates that would occur on a weekend in red. You will have the option to edit these dates, then create a schedule.These schedule events will appear on the calendar (under Applications on the sidebar). When you click on a scheduled event on the calendar, a popup will open allowing you to specify the event status, time, and notes and providing quick links to the different forms for that record in that specific event.
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Q105: How can I remove a subject in a multi-arm study from one arm, but not all arms?
A105: Go to the first form in the arm from which the subject will be removed and delete the record. This will remove the subject from that arm, but not other arms.
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Q106: Can I create a copy of my project?
A106: Yes.  If you have the right to create/request new projects, you can navigate to the Project Setup > Other Functionality page and request a "Copy" of the project.
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Q107: What is migrated over when a project is copied?
A107: When you copy a project, REDCap will show you a checkbox list of data, settings, and modules you can bring over, including records, users and their user rights/roles, alerts & notifications, and so forth. REDCap will only give you the option to select a box for a setting or module that is used in the existing project. Importantly, project logging isnevercopied into the new project, so anything in the logs will not migrate to the new project. This includes when records are created and updated, survey timestamps, and information about project management and design tasks.
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Q108: How do I move a project between different REDCap installations?
A108: Provided that both your origin REDCap installation and your destination REDCap installation are on a REDCap version of 6.12.0 or higher, you can perform a CDISC ODM export of the project's metadata on the Other Functionality tab of the Project Setup page.You have two options for export:- A export of just the full project setup (including all the variables, forms and settings)- A export with the full project setup plus all the data captured so far.Note: Both export options do not include log files or user rights.To load a CDISC ODM export in your destination REDCap installation, Create or Request a new project and select the "Upload a REDCAp project XML file" option.This option will allow you to upload your previously downloaded XML file.Note: Do not upload a data dictionary file during project creation, the system only accepts the CDISC ODM format.
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Q109: What is the e-Consent Framework?
A109: The e-Consent Framework in REDCap helps you obtain participant consent electronically using a REDCap survey. This module is located in the Online Designer under the "e-Consent and PDF Snapshots" button in the Data Collection Instruments header box. The e-Consent Framework offers standardized tools to create and store electronic consent forms, including a certification screen and automatic generation of a PDF copy of the signed form. The official consent document is this generated PDF, which includes a footer containing critical information for regulatory compliance. Always consult your local IRB or regulatory body to ensure that your e-Consent process meets all necessary legal and ethical standards.
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Q110: How do I setup the e-Consent Framework in REDCap?
A110: Enabling the e-Consent Framework:Navigate to the Online Designer.Enable e-Consent Framework:Click "e-Consent and PDF Snapshots" in the Data Collection Instruments header box.Enable the e-Consent Framework for a survey.Configuring Settings:Primary Settings:Allow user edits and specify name fields.Additional Settings:Add date of birth field, custom headers/footers, and signature settings.Specify save locations and customize file names.Save your settings.Adding Consent Versions:Add a New Consent Version:Click "Add consent form," specify the version number, and provide the consent form.Save the new version.Note: Always consult your local IRB or regulatory body to ensure compliance. The generated PDF is the official consent document, containing necessary regulatory information.
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Q111: Can anyone alter an e-Consent form after submitting it within the e-Consent Framework?
A111: e-Consent PDF Integrity: The official e-Consent is the generated PDF, which can never be changed or modified after it is created.Editing Data in REDCap: The real question is whether the data in REDCap can be altered. This depends on your instance's settings:- Admin-Controlled Editing: Some instances allow only admins to control the ability to edit e-Consent forms at the project level. If your instance does not have this option enabled, contact your local REDCap administration team to discuss their policies.- Project-Specific Settings: If your instance allows editing, enabling the "Allow e-Consent responses to be edited by users" option will let users with editing rights modify the form. If this option is not enabled, the consent form cannot be altered after submission.3. Best Practices: Never alter a signed e-consent. If you are using the module for non-traditional purposes (e.g., not for consenting), best practices depend on your specific use case. Editing the form or survey data will generate a new PDF snapshot, preserving the original and modified versions without altering the PDF.
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Q112: Is there a specific question or field type for people to sign their name for e-Consent?
A112: REDCap offers a "Signature" field type that allows the participant to sign their name electronically. This "Scribble Signature" field captures a handwritten signature using a mouse, stylus, or touchscreen. In many regulatory contexts, including the U.S. Electronic Signatures in Global and National Commerce (ESIGN) Act and the EU's eIDAS regulation, a scribble signature is considered equivalent to a wet signature, meeting the requirements for electronic signatures.Example regulations include:- U.S. ESIGN Act: Provides legal recognition of electronic signatures for transactions and documents, ensuring they are as valid as handwritten signatures.- EU eIDAS Regulation: Establishes a framework for electronic identification and trust services, recognizing electronic signatures and providing guidelines for their legal acceptance.However, always verify with your IRB or regulatory body to ensure compliance with specific laws and regulations governing your study.
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Q113: Do I have to use a signature field for e-Consent? Or can people just type their name to sign the consent?
A113: The requirement for a signature field can vary based on your project's regulations. While some studies may require a scribble signature, others may allow participants to type their name. Consult your IRB or regulatory body to determine the specific requirements for your study.
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Q114: Can participants edit their responses after completing the e-Consent form?
A114: Participants can edit their responses if the "Allow respondents to return and modify completed responses" setting is enabled in the survey settings. However, it's important to note that the official e-Consent is the generated PDF, which cannot be changed or modified once created.If participants modify their responses, a new PDF snapshot will be generated, resulting in two versions in the file repository: the original and the modified version. This ensures that all versions of the consent form are preserved and no data is lost. For compliance and best practices, always ensure that your e-Consent process meets all necessary legal and ethical standards as advised by your local IRB or regulatory body.
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Q115: How do I manage user access to e-Consents?
A115: To manage user access to e-consents in REDCap:Navigate to the "User Rights" section of your project.Assign user roles with specific permissions for viewing, editing, and managing e-consents.Utilize Data Access Groups (DAGs) to restrict access to e-consent forms based on user groups, ensuring that only authorized personnel can access sensitive data.
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Q116: What is version control for e-Consent?
A116: Version control in the e-Consent framework tracks changes to consent forms over time, allowing you to manage different versions as the study progresses. This ensures compliance with regulatory requirements by maintaining a complete audit trail.To use version control in your e-Consent form:Enable the e-Consent Framework:Navigate to the Online Designer, enable the e-Consent Framework for your consent instrument, and configure the necessary settings to use it to collect consent.Create a field for your consent:Create a descriptive field in the consent form that you will use for your consent PDF or text.Click "Add consent form" on the e-Consent Framework page under your survey:Add your consent number, specify the field that contains your consent document, and make any rules for DAGs or specific languages. The either provide the consent form as rich text or upload a PDF of your consent form document in the "Consent Form (Rich Text)" or "Consent Form (Inline PDF)" tabs. This will automatically appear in the field that you specified as containing your consent document.To update your consent form: Click on the "Add consent form" button under the survey in the e-Consent Framework settings. Give it a new consent version and provide the new consent document in the "Consent Form (Rich Text)" or "Consent Form (Inline PDF)" tabs.Viewing all versions: Use the "View all versions" link under the survey in the e-Consent Framework Settings to view all past consents and to set the current consent form as inactive.When using the version control, be aware that all versions go live immediately after activation and cannot be reverted.Always contact your IRB or regulatory body to ensure compliance with specific laws and regulations governing your study.
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Q117: Can I use the e-Consent Framework if I have multiple consents?
A117: If your study requires multiple consents (e.g., different consent for different study phases or participant groups), you can manage each consent form independently using the e-Consent Framework. Here are two approaches to handle multiple consents effectively:Multiple Instruments:Independent Management: Create separate instruments for each consent form and enable the e-Consent Framework for each instrument independently. This allows each consent form to have its own version control and PDF snapshot settings, ensuring that all consents are properly tracked and stored.Branching Logic:Dynamic Display: Use branching logic within a single instrument to display the appropriate consent form based on participant responses or study phase criteria. This ensures that participants see the correct consent form tailored to their specific situation.Framework Integration: Enable the e-Consent Framework for the instrument and configure the branching logic to ensure the correct consent form is presented and managed.Always contact your IRB or regulatory body to ensure compliance with specific laws and regulations governing your study.
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Q118: Can I use e-Consent Framework if I have multiple signatures?
A118: The e-Consent Framework supports capturing multiple signatures across different forms. Each form can independently use the e-Consent Framework and generate its own PDF snapshot. For scenarios requiring multiple signatures on the same form, follow these steps to ensure that each signature field is properly configured and captured in the PDF snapshot:Create Separate Consent Forms (if needed):If your study requires signatures from different stakeholders (e.g., participant and guardian), create separate consent forms for each stakeholder. Each form should independently use the e-Consent Framework.Enable e-Consent Framework for Each Form:In the Online Designer, enable the e-Consent Framework for each form that requires a signature. Configure the settings for each form, including the signature fields and any other required fields.Configure Signature Fields:Ensure that each signature field is properly configured in the form. Use the 'Signature' field type for capturing scribble signatures.Set Up PDF Snapshots:Navigate to the e-Consent Framework and PDF Snapshots button from the Online Designer.Select the PDF Snapshots tab and add a new trigger.Define the conditions for the trigger, specifying the forms that will be included in the snapshot. Ensure that all relevant signature fields are included for multiple signatures on the same form.Choose the storage location for the snapshot (File Repository or specified field).Customize the file name template for the snapshot, if desired.Save the trigger settings.Generate PDF Snapshots:The system will automatically generate PDF snapshots based on the configured triggers. Each snapshot will include the captured signatures and any other relevant information.Verify Setup:Run a test to verify that the PDF snapshots are generated correctly and include all required signatures. Ensure that the snapshots are stored in the specified location and are accessible for audit and compliance purposes.Always contact your IRB or regulatory body to ensure compliance with specific laws and regulations governing your study.
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Q119: Can I use the e-Consent Framework with the Data Access Groups (DAG)?
A119: The e-Consent Framework supports Data Access Groups (DAGs), allowing you to manage consent forms for different groups of users. Each version of the consent form can be associated with specific DAGs, ensuring that only authorized users within the designated groups can access and manage the consents. Here's how to set it up:Enable Data Access Groups:Ensure that DAGs are enabled in your REDCap project. This can be done through the project settings or by contacting your REDCap administrator.Create Consent Forms:In the Online Designer, create your consent form, ensuring it includes all necessary fields, such as participant name, date of birth, and signature fields.Enable e-Consent Framework for the Consent Form:In the Online Designer, enable the e-Consent Framework for the consent form.Configure the settings for the e-Consent Framework, including the primary settings and signature fields.Add Consent Versions for Each DAG:Within the e-Consent Framework settings, add a new consent version for each DAG.When adding a new consent version, specify the DAG associated with that version. This ensures that the version log will track the DAG for each consent form version.Configure PDF Snapshots:Navigate to the e-Consent Framework and PDF Snapshots button from the Online Designer.Select the PDF Snapshots tab and add a new trigger.Define the conditions for the trigger, specifying the forms and DAGs that will be included in the snapshot.Choose the storage location for the snapshot (File Repository or specified field).Customize the file name template for the snapshot, if desired.Save the trigger settings.Assign Users to DAGs:In the User Rights section of your REDCap project, assign users to the appropriate DAGs. This will restrict access to consent forms based on the user's DAG membership.Ensure that only authorized users within the designated DAGs can access and manage the consent forms.Verify Setup:Run tests to verify that consent forms are correctly restricted to users within the appropriate DAGs.Ensure that the PDF snapshots are generated correctly for each DAG version and are stored in the specified location.Track Version and DAG in Version Log:The version log within the e-Consent Framework will automatically track the DAG associated with each version of the consent form. This helps maintain a clear record of which DAG was responsible for each version.
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Q120: What is the PDF Snapshot feature in REDCap?
A120: The PDF Snapshot feature in REDCap allows you to automatically generate and store PDF copies of completed surveys and consent forms. This feature ensures secure and organized storage of survey responses and consent documents, meeting regulatory requirements and improving data integrity.
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Q121: How do I set up a PDF Snapshot trigger?
A121: Navigate to the Online Designer:Go to the Online Designer page in your REDCap project.Access e-Consent Framework and PDF Snapshots:Click on the e-Consent Framework and PDF Snapshots button.Select the PDF Snapshots tab.Add New Trigger:Click the "Add new trigger" button.Define the conditions for the trigger (e.g., survey completion, specific field value).Specify Forms and Storage Location:Specify which forms and/or surveys will be included in the snapshot.Choose where the snapshot will be stored (File Repository, specified field, or external storage).Customize File Name:Customize the file name template for the snapshot, using static text or piping, appended with the date-time of the snapshot generation.Save the Trigger:Save the newly configured PDF snapshot trigger.Test the setup to ensure everything is configured correctly.
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Q122: Can I modify or copy an existing PDF Snapshot trigger?
A122: Yes, you can modify or copy an existing PDF Snapshot trigger. To do this:Navigate to the PDF Snapshots Tab:Go to the Online Designer and select the PDF Snapshots tab.Modify a Trigger:Locate the trigger you want to modify.Click the edit button next to the trigger to make changes.Copy a Trigger:Locate the trigger you want to copy.Click the copy button next to the trigger to duplicate it.Make any necessary changes to the copied trigger and save it.
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Q123: Can I use conditional logic with PDF Snapshots?
A123: Yes, the PDF Snapshot feature supports enhanced conditional logic integration. You can define conditions for the snapshot trigger based on specific events or field values. This allows for more granular control over when and how PDF snapshots are generated.
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Q124: Where can I store the generated PDF snapshots?
A124: PDF snapshots can be stored in multiple locations, depending on your project needs:File Repository:The default storage location for PDF snapshots is the project's File Repository.Specified Field:You can choose to store the snapshot in a specified field within the project.External Storage:If external storage is enabled (e.g., SFTP, WebDAV, Azure, S3), PDF snapshots can also be stored on an external file server for additional security and compliance.
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Q125: How do I customize the file names of PDF snapshots?
A125: To customize the file names of PDF snapshots:Navigate to the PDF Snapshots Tab:Go to the Online Designer and select the PDF Snapshots tab.Edit or Add a Trigger:When configuring or adding a new trigger, you can define the file name template.Customize File Name Template:Use static text, smart variables, and piping to customize the file name.The file name will automatically include the date-time of the snapshot generation.
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Q126: How do I ensure compliance and security with PDF Snapshots?
A126: Ensuring compliance and security with PDF Snapshots involves multiple aspects typically managed at the admin level based on site-specific policies and procedures. Here's what you need to know:Data Encryption: The REDCap administrators generally configure data encryption settings according to your institution's policies. Users should contact their local REDCap admin team to understand their instance's encryption settings and procedures.Access Controls:Access to PDF snapshots is controlled through project design and user rights.Project Design Control: This affects how consents are created, associated with surveys, and used.User Rights: These settings determine who can access the file repository where PDF snapshots are stored. Special user rights such as Data Access Groups (DAGs) can also restrict access to specific users.Users should ensure that appropriate permissions are set within their project to maintain security and compliance.Audit Trails: REDCap automatically logs all actions related to PDF snapshot generation. Regularly reviewing these audit logs can help monitor for unauthorized access or modifications. - For detailed information on your instance's logging policies, contact your local REDCap admin team.Best Practices:Always consult with your local REDCap administration team to understand your instance's settings, policies, and procedures to ensure compliance and security for your PDF snapshots and overall project data.Always contact your IRB or regulatory body to ensure compliance with specific laws and regulations governing your study
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Q127: Can I customize the header and footer of the PDF consent form?
A127: REDCap can customize the header and footer of the PDF consent form. This can be done in the e-Consent Framework settings:Navigate to the Online Designer:Go to the Online Designer page in your REDCap project.Access the e-Consent Framework:Click on the e-Consent Framework button.Select the survey for which you want to customize the header and footer.Customize Header and Footer:In the e-Consent settings, you can add static text, smart variables, and piping to the header and footer sections.Customize the content as needed to include relevant information such as participant IDs, study names, and dates.
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Q128: How do I manage user access to PDF snapshots?
A128: User access to PDF snapshots can be managed through:The "User Rights" section where permissions for accessing the File Repository and specific fields can be set.Ensuring that only authorized users have permission to view, download, or manage PDF snapshots stored in the File Repository or specified fields.
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Q129: How are audit trails managed for e-consents and PDF snapshots?
A129: REDCap automatically logs all actions related to e-consents and PDF snapshots, creating a comprehensive audit trail. This includes:The creation, modification, and viewing of e-consent forms.The generation and storage of PDF snapshots.User interactions with e-consents and PDF snapshots, ensuring all activities are recorded for compliance and review.
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Q130: How can I review the audit trails for e-consents and PDF snapshots?
A130: To review audit trails:Navigate to the "Logging" section in your REDCap project.Filter logs to view specific actions related to e-consents and PDF snapshots.Use the audit logs to verify compliance with regulatory requirements and ensure all actions are properly documented.
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Q131: Are there any restrictions to what you can name a variable/field?
A131: The terms "variable name" and "field name" are used interchangeably in REDCap. Variable names can only contain lowercase letters, numbers, and underscores. It is important to note that while numbers are allowed within a variable name, it is not possible to start a variable name with a number. Although the technical limit for a variable name is extremely long, best practice is to keep them short while still being meaningful. You may receive a pop up warning when a variable name exceed 26 characters; as this length could potentially lead to complications when exporting data to certain statistical software packages.Additionally, there are a few more restrictions enforced on variable names. While it is possible to include some of these terms in a variable name, it is not possible to name a variable any of the following:redcap_event_namefield_labelclassredcap_csrf_tokenevent_idenumredcap_survey_timestamphidden_edit_flagcatchredcap_survey_identifiernewthrowredcap_survey_return_codereturndocumentredcap_data_access_groupcontinuesuperredcap_repeat_instanceinstancefocusredcap_repeat_instrumentswitchelementsform_1_return_codeactiontargetform_1_timestampcasesubmit
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Q132: Are there any restrictions to what you can name a data collection instrument?
A132: Naming instruments using the Online Designer do not have restrictions.  Naming instruments using the Data Dictionary is restricted to lowercase and may contain only letters, numbers, and underscores.
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Q133: Are there restrictions to the number of data collection instruments you can have in one project?
A133: Currently, there are no restrictions on the number of data collection instruments per project.
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Q134: Are there restrictions to the number of fields you can have in one instrument?
A134: No. There are no restrictions on the length or number of fields per instrument. The best practice is to keep instruments fairly short for easier data entry, and to ensure that you're saving data to the server more frequently.For long surveys, you can use section headers and enable the feature "Display Questions" = One Section Per Page.  This will allow participants to save each section when they click "next page".
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Q135: Can multiple users build/edit a project at the same time/simultaneously?
A135: Multiple users can build or edit a project simulataneously, but it is not a best practice, especially if they are working on the same part of the project. It is very easy to make changes the other person isn't aware of, to make changes the contradict the changes the other person is making, or to make changes that will affect the data in ways you don't expect--especially when paired with the other person's changes. If multiple people are making changes at the same time, they need to communicate very closely, and the changes need to be tested very carefully.
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Q136: What is the difference between a data entry form and a survey?
A136: REDCap defines Data Collection Instruments as "data entry forms" and "surveys".With "surveys" you can collect data directly from participants.  Participants will access your questions via a secure webpage.  No authentication is required; however, you can enable the Survey Login feature if needed.With "data entry forms", data is entered by authorized REDCap project users.  REDCap log-in access and project rights are required to view and edit the data entry forms.
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Q137: Can I insert a smiley face or emoticon or an image into a field choice label?
A137: You can hardcode emoticons into the label--you can find a list of the codes here:https://emojiguide.org/If you use this option, make sure to test using the data dictionary and test it in different browses to make sure they all recognize the codes you're using.The other option is to create a descriptive field with images in the proper places and put it above the radio buttons of LH alignment.
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Q138: How to set/unset that changes to a record require providing a reason for the change?
A138: Project Setup tab -> Enable optional modules and customizations section -> click on "Additional customizations" button -> check/uncheck "Require a 'reason' when making changes to existing records?"Require a 'reason' when making changes to existing records?Require users to enter a reason (200 character max) in a text box when making any data changes to an already existing record on a data collection instrument. The prompt is triggered when clicking the Save button on the page. Any 'reasons' entered can then be viewed anytime afterward on the Logging page.
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Q139: Is it possible to change the format (colors, text) of the form, field or text display?
A139: The general data entry templates are static and cannot be changed. Survey Themes in the Survey Settings page allows you to customize the font and background colors for many sections of a survey.REDCap does allow the use of some HTML and CSS in the Field Label and Field Notes.  Please note that HTML tags print as text on the pdf exports/forms and do not print the formats created with the HTML tags.Check out this example survey for formatting ideas:https://redcap.vumc.org/surveys/?s=JA3AXMHYC7
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Q140: How can I improve the layout of my form/survey for data entry? What is field embedding?
A140: The best way to improve the layout of your form or survey is with field embedding. Field embedding is a way to customize data entry forms and surveys to make them look exactly how you want. Field Embedding allows you to reposition field elements on a survey page or data entry form so that they get embedded in a new location on that same page. For example, you may place fields in a grid/table for a more compact user-friendly page, or you can position some fields close together in a group if they are related. You do this by including the variable name in { } brackets where you want it to display on a form. For example: {var1}You can see examples and read a longer explanation of field embedding inside any REDCap project. Look for the yellow “Field embedding” button on the Project Setup page in the “Design your data collection instruments & enable your surveys” box, at the top of the page when you edit a form in the Online Designer, or under the Variable Name box when you are editing a specific field. You can also see a more detailed explanation here:https://redcap.vumc.org/redcap_v15.4.3/DataEntry/field_embedding_explanation.phpNote: When you download a .pdf file of an instrument with Field Embedding, you will see the instrument as it appears in Online Designer, not as a survey respondent or data entry person will see the instrument when creating a record.
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Q141: How can I put the "other" text box by my answer choice in a multiple choice question?
A141: You can do this with field embedding. Create both your multiple choice question with all of your answer choices, and create a separate text field where people can enter the “Other” answer clarification.In your multiple choice question, go down to the list of answers. You want to add the variable name for your “other” text box in { } next to the “Other” answer choice. For example:99, Other {other_answer}
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Q142: Can I use field embedding to have a free text field next to an option in a dropdown question?
A142: It is possible to embed a free text field (for example, a text box next to an "Other" option) next to an answer choice in a radio question, but not in a dropdown question. To do this with a dropdown, you first need to create a secondary field that is a descriptive field and then embed both the dropdown and the text box in the same descriptive field.
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Q143: Is it possible to use branching logic to skip an entire form or forms?
A143: While branching logic is only available on a field-by-field basis, REDCap does have what could be considered a form-level branching logic called Form Display Logic. Form display logic is located on the online designer page of your REDCap project. Form display logic may be used to disable an entire instrument(s) for data collection until certain conditional logic is met. The form will still appear on the record status dashboard (unless you hide the form using a custom record status dashboard), but the form will be inaccessible and greyed out. During data collection, the "Save & Go To Next Form" button will save the current form and skip any forms that should be disabled by form display logic.In the case of surveys, you may skip entire surveys by using either the Survey Queue (located on the online designer page) or Conditional logic for Survey Auto-Continue (located in the individual instruments survey settings).
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Q144: Is it possible to use branching logic to skip an entire section?
A144: Branching logic is only available on a field-by-field basis. While it cannot be applied at once to a section within an instrument, you could skip an entire section of a form using branching logic. To skip an entire section, you would need to create branching logic on ALL fields within two section header fields on the instrument. Section headers themselves, do not allow for branching logic. If branching logic hides all fields within two section headers the first section header will also be hidden. This would hide or skip that entire section on the instrument.If the section can be separated into a different instrument without other fields not related to the branching logic, REDCap does have what could be considered a form-level branching logic called Form Display Logic. Form display logic may be used to disable the entire instrument for data collection until certain conditional logic is met. The form will still appear on the record status dashboard, but the form will be inaccessible and greyed out (unless you hide the form using a custom record status dashboard).In the case of surveys, you may skip entire surveys by using either the Survey Queue (found in the online designer) or Conditional logic for Survey Auto-Continue (found in the individual instruments survey settings).
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Q145: What is the Field Annotation?
A145: This metadata field was added in v6.5. An annotation can be added to any field via the Online Designer or Data Dictionary (column R). It can be used for several purposes, such as for the bookkeeping of a project's field structure (as metadata about the given field) for reference purposes regarding what the field represents or how it should be used (during data entry, analysis, etc.). Field annotations are not displayed on any page but are merely for reference. Field annotations can also be used to map the field to various standards (e.g., CDISC, SNOMED, LOINC) using whatever notation the user sees fit (e.g., using a simple ID code for the standard or a complex XML structure containing information about how to transform the data to the standard). Since it is an annotation for reference purposes, REDCap will not do anything with the field annotation text on its own, but the annotation can be obtained by users at any time for any purpose (typically accessed via the Data Dictionary download or via the API metadata export).
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Q146: I get an error message when I attempt to upload a really large data dictionary.  Does REDCap set a limit on the file size of an imported data dictionary?
A146: REDCap can be configured to allow large files to be uploaded.  You'll need to contact your local REDCap Administrator about your institution's file upload limits.
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Q147: What is the Data Dictionary?
A147: The Data Dictionary is a specifically formatted spreadsheet in CSV (comma separated values format) containing the metadata used to construct data collection instruments and fields. The changes you make with the data dictionary are not made in real time to the project (off-line method).  The modified file must first be uploaded successfully before changes are committed to the project.
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Q148: What is the Online Designer?
A148: The Online Designer will allow you to make create/modify/delete data collection instruments and fields (questions) very easily using your web browser.  Changes are made in real time and available immediately for review and testing.
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Q149: How do I make edits to a data dictionary for a project in development or already in production?
A149: 1. If the project is still in development, then download the current data dictionary and save as Version 0.  This step is not necessary for a project already in production since REDCap stores all previous versions of the data dictionary (since moving to production) in "Project Revision History".Note: If study records already exist in the database, then it is good practice to export the raw data before proceeding.  It is important to have a backup of your project as it currently exists should you need to go back to the original version.2. Make a copy of the Version 0 database and save as Version 1 in CSV format.3. Make edits/additions/deletions to Version 1 and save.4. Upload the entire revised Version 1 data dictionary to your project.Warning: Uploading the new data dictionary will overwrite, not update, the original data dictionary (Version 0), so it is necessary to upload the revised file in its entirety. If you have multiple developers on a project, it is also important to communicate and coordinate revisions. You do not want to be working on an outdated "local" version of your data dictionary if others have been updating the project in REDCap. Always download a new current version prior to making changes.
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Q150: How do I define a biomedical ontology lookup in the data dictionary?
A150: Setting up a biomedical ontology in the data dictionary is done by first defining a variable with the text field type without any other validations attached.You will also have to define which ontology you want for this variable. You do this by inserting the text "BIOPORTAL:" plus the correct shorthand code into the "choices, Calculations, OR Slider Labels" column in the data dictionary (typically column F).E.g. A lookup for the ICD-10 ontology would need to be coded as "BIOPORTAL:ICD10".Be careful to make sure that the entire code is in all caps and does not contain the quotation marks.The ontology lookup short hand codes can be found in two ways:1) In the online designer, look for the biomedical ontology dropdown (only visible in text variables). Each ontology will have the shorthand code displayed before the dash.e.g. Entry: "ICD10 - International Classification of Diseases, version 10". The "ICD10" part is the shorthand code.2) Go to thebioportal websiteand look for your ontology of choice. In the description of any ontology, there will be a field for "acronym". That acronym is what REDCap uses as a shorthand code.
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Q151: How can I combine multiple instruments in one project?
A151: Download the data dictionary for the project. Make sure the forms are all next to each other and change the instrument name for all the instruments you want to combine to the same name. Save the data dictionary as a CSV and upload it back into REDCap. The forms will now be one form with the new name.
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Q152: Can I populate radio buttons, dropdowns and checkbox field choices using an "if then" statement?
A152: There is currently no way of populating field choices dynamically.  You can create multiple fields and response option lists and hide or display them using branching logic.  In certain circumstances, you may be able to populate a dropdown list from another REDCap field, but this is a very specific use case and requires contacting a REDCap Admin.
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Q153: What are the field types?
A153: The Field Type dictates how the field will be shown on the data entry form or survey and what data type will be collected.Options include:Unstructured Fields:Unstructured data such as text and notes fields collect information that does not have a pre-defined data model such as dates, numbers, and strings of text.TEXTSingle-line text box that allows strings of text or used with validation for numbers, emails, dates, etc.NOTESLarge text box that has multiple lines for textStructured Fields:Structured data is a pre-defined data model with an established set of answer choices in a standardized format.YESNORadio buttons with yes and no options; coded as 1, Yes | 0, NoTRUEFALSERadio buttons with true and false options; coded as 1, True | 0, FalseDROPDOWNDropdown menu with optionsRADIORadio buttons with optionsCHECKBOXCheckboxes to allow selection of more than one optionSLIDERVisual analogue scale; coded numerically on a scale specifiedUnique Fields:The unique field types collect data that does not align with structured/unstructured data but are each distinct in the type of data collected such as documents, interactive image capturing, or calculations.FILEUpload a document or imageSIGNATUREDraw a signature with finger or mouse. Please note that when you use the data dictionary, the field type is "FILE" with Text Validation Type "signature"CALCPerform real-time calculations resulting in anumerical valueon data entry forms and surveys using standard math and/or built-in REDCap special functions.Descriptive Fields:Descriptive fields are fields that do not collect data but rather provide information on data entry forms and/or surveys.DESCRIPTIVEDisplay string of text with optional image/file attachment for instructional or informational purposesDynamic Query (SQL) Fields:Only REDCap administrators can program SQL fields. If you would like more information about SQL fields at your institution, please reach out to your REDCap administrator.SQLSelect query statement to dynamically populate dropdown choices
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Q154: What are the possible Text Validation Types?
A154: Certain text validation types must be enabled by a REDCap Admin. If you do not see an option below in your instance, contact your REDCap Administrator.Validation AnnotationExampleNotesdate_dmy31-12-2008date_mdy12-31-2008date_ymd2008-12-31datetime_dmy16-02-2011 17:45datetime_mdy02-16-2011 17:45datetime_ymd2011-02-16 17:45datetime_seconds_dmy16-02-2011 17:45:23datetime_seconds_mdy02-16-2011 17:45:23datetime_seconds_ymd2011-02-16 17:45:23emailjohn.doe@vanderbilt.eduinteger1, 4, -10whole number with no decimalalpha_onlynameletters only, no numbers, spaces or special charactersnumber1.3, 22, -6.28, 3.14e-2a general number or scientific notation (no spaces)number_1dp_comma_decimalnumber to 1 decimal place - comma as decimalnumber_1dpnumber to 1 decimal placenumber_2dp_comma_decimalnumber to 2 decimal place - comma as decimalnumber_2dpnumber to 2 decimal placenumber_3dp_comma_decimalnumber to 3 decimal place - comma as decimalnumber_3dpnumber to 3 decimal placenumber_4dp_comma_decimalnumber to 4 decimal place - comma as decimalnumber_4dpnumber to 4 decimal placenumber_comma_decimalnumber comma as decimalphone_australiaphone615-322-2222Area codes start with a number from 2-9, followed by 0-8 and then any third digit.The second group of three digits, known as the central office or schange code, starts with a number from 2-9, followed by any two digits.The final four digits, known as the station code, have no restrictions.postalcode_australia21504-digit numberpostalcode_canadaK1A 0B1Format: A0A 0A0 where A is a letter and 0 is a digitssn123-12-1234Format: xxx-xx-xxxxtime_hh_mm_ss04:12:22time in hours, minutes, and seconds (HH:MM:SS)time19:30military time (HH:MM)time_mm_ss31:22Time in minutes and seconds (MM:SS)vmrn012345678910 digitsZipcode01239U.S. Zipcode
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Q155: What to consider when choosing radio button vs drop-down?
A155: Dropdown:Ability to use short cut keysLess space on forms; use when you have limited spaceRadio Button:Good when you need your choices visibleGood option for minimal response optionsAvailable with the matrix options when building forms
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Q156: Is there a question type that is a radiobutton/checkbox/dropdown with a text box for "Other, specify"?
A156: No, this specific question type is not available. You can add a text field after the question and use branching logic so that if "Other" is selected, a text box appears to capture the data.
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Q157: Can I set minimum and maximum ranges for certain fields?
A157: If validation is employed for text fields, min and max values may be utilized. Min, max, neither or both can be used for each individual field. The following text validation types may utilize min and/or max values:DATE_YMDDATE_MDYDATE_DMYTIMEDATETIME_YMDDATETIME_MDYDATETIME_DMYDATETIME_SECONDS_YMDDATETIME_SECONDS_MDYDATETIME_SECONDS_DMYNUMBERINTEGER
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Q158: What is the character limit for a variable name, field label, text typed into a "text box (short text)", and text typed into a "notes box (paragraph text)"?
A158: The maximum number of characters are:Field name: *Recommended: <26, Max: 100Field label: ~65,000Text typed into a "text box" field: ~65,000Text typed into a "notes box" field: ~65,000*Most stats packages (SAS, STATA...) will truncate variable/field names to max of 26 characters.
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Q159: Is it possible to restrict text inputs to a defined length or digit/character combination?
A159: You can restrict text inputs by using custom field validation types.  Custom field validation types must be created by the REDCap Development team.  Your REDCap Administrator will be able to submit requests for new custom field validation types.  The request will be evaluated by the concerned team and approved requests will be fulfilled.  However it is not possible to specify a deadline for meeting the request.
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Q160: Can I shorten an instrument by grouping related questions together using a columnar format?
A160: It is not possible to build survey or data entry forms in a columnar format in REDCap.  You can use a combination of branching logic, section headers and descriptive text to shorten the instrument and group related questions.
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Q161: What are the Custom Alignment codes for the data dictionary?
A161: RV - right verticalRH - right horizontalLV - left verticalLH - left horizontal
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Q162: Can I upload files to attach to individual subject records?
A162: Yes, you can upload documents for individual records.To create a new document upload field in the Data Dictionary for any given REDCap project, set the Field Type = 'file'. You may add as many 'file' fields as needed to your data collection instruments.Documents can be uploaded and downloaded by navigating to the record's data entry page and clicking the file link. A document can be deleted at any time, and there is no limit to how many times the document can be replaced by uploading another file to that record's file upload field.Contact your REDCap Administrator to confirm if this field type is available and what the maximum upload file size is at your institution.
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Q163: Are data from checkbox (choose all that apply) field types handled differently from other field types when imported or exported?
A163: Yes. When your data are exported, each option from a checkbox field becomes a separate variable coded 1 or 0 to reflect whether it is checked or unchecked. By default, each option is pre-coded 0, so even if you have not yet collected any data, you will see 0's for each checkbox option. The variable names will be the name of the field followed by the option number. So, for example, if you have a field coded as follows:Race1, Caucasian2, African American3, Asian4, OtherIn your exported dataset, you will have four variables representing the field Race that will be set as 0 by default, coded 1 if the option was checked for a record. The variable names will consist of the field name. three underscores, and the choice value:race___1race___2race___3race___4Notes:when you import data into a checkbox field, you must code it based on the same modelnegative values can be used as the raw coded values for checkbox fields. Due to certain limitations, negative values will not work when importing values using the Data Import Tool, API and cause problems when exporting data into a statistical analysis package. The workaround is that negative signs are replaced by an underscore in the export/import-specific version of the variable name (e.g., for a checkbox named "race", its choices "2" and "-2" would export as the fieldsrace___2race____2A checkbox field can be thought of as a series of yes/no questions in one field. Therefore, a yes (check) is coded as 1 and a no (uncheck) is coded a 0. An unchecked response on a checkbox field is still regarded as an answer and is not considered missing.
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Q164: How do I setup standard values for missing data codes?
A164: The "Missing Data Codes" functionality can be setup in the "Additional Customizations" Menu in the Project setup page. That menu also includes additional documentation on how to best use "Missing Data Codes".It's recommended that you consult a statistician about the appropriate data codes for your data set.
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Q165: What is the Question Number (surveys only) column in the data dictionary?
A165: For surveys, you can use this column to enter number of the survey question for screen display.
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Q166: How do I create a set of variables for an unknown number of possible responses for the same question?
A166: For a question with an unknown number of answers, such as how many medications someone is taking, you may want to display the fields only as they are needed. REDCap currently is not able to dynamically create fields; however, there is a way to use branching logic to approximate this.If you can estimate the maximum number of fields you will need, you can create that many copies of your field to hide and display as needed using branching logic.Example 1: If you think 15 is a good maximum, you would create 15 copies of the field. Then, in order to only show the fields that are needed, you could create a "count" variable. Your branching logic would look like this:field1: [count]>0field2: [count]>1field3: [count]>2and so on.If your variable is medications, and the respondent takes 2 medications, you enter 2 in [count] variable, then the med1 and med2 fields appear. If they take 3, you enter that, and meds1 to med3 fields appear.Example 2a:Another method is to first create the maximum number of fields that you estimate will be needed, as above, and then hide and display each field as the previous field receives data. Using this method will cause each field to show up as needed. Your branching logic would look like:field2: [field1] <> "" or [field2] <> ""field3: [field2] <> "" or [field3] <> ""field4: [field3] <> "" or [field4] <> ""and so on.The fields in this example are text fields. If field1 "does not equal blank" (aka if data is entered for field1), then field2 will display. This example will also retain any given field that happens to have data already.Example 2b:If you want to only show a field if there is not a previous field that is empty, the branching logic will need to check every previous field:field2: [field1] <> ""field3: [field1] <> "" and [field2] <> ""field4: [field1] <> "" and [field2] <> "" and [field3] <> ""and so on.
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Q167: How do I indicate "dates" in the data dictionary?
A167: Text Validation Types: Use for text field data validationFormatExampleDATE_DMY16-02-2011DATE_MDY02-16-2011DATE_YMD2011-02-16DATETIME_DMY16-02-2011 17:45DATETIME_MDY02-16-2011 17:45DATETIME_YMD2011-02-16 17:45DATETIME_SECONDS_DMY16-02-2011 17:45:23DATETIME_SECONDS_MDY02-16-2011 17:45:23DATETIME_SECONDS_YMD2011-02-16 17:45:23
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Q168: How are dates formatted?  Can I change the date format?
A168: Dates can be formatted as mm-dd-yyyy, dd-mm-yyyy, and yyyy-mm-dd by using the text field > validation. These formats cannot be modified.
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Q169: Can I change date formats if I've already entered data?
A169: Any date fields that already exist in a REDCap project can be easily converted to other formats without affecting the stored data value.  After altering the format of the existing date fields, dates stored in the project will display in the new date format when viewed on the survey/form. Therefore, you change the date format of a field without compromising the stored data.
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Q170: Why can't I see the different date formats in the Online Designer?
A170: New validation types are not automatically available will need to be enabled by your REDCap Administrator. Once enabled, they'll appear in the text validation drop-down list in the Online Designer. All formats are available via the Data Dictionary.
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Q171: How are the different date formats exported?
A171: The Data Export Tool will only export dates, datetimes, and datetime_seconds in YYYY-MM-DD format. Previously in 3.X-4.0, datetimes were exported as YYYY-MM-DD HH:MM, while dates were exported as MM/DD/YYYY.  By exporting only in YYYY-MM-DD format it is more consistent across the date validation field types.If exporting data to a stats package, such as SPSS, SAS, etc., it will still import the same since the syntax code has been modified for the stats package syntax files to accommodate the new YMD format for exported dates. The change in exported date format should not be a problem with regard to opening/viewing data in Excel or stats packages.
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Q172: How are the different date formats imported?
A172: While the different date formats allow users to enter and view dates in those formats on a survey/form, dates must still only be imported either in YYYY-MM-DD or MM/DD/YYYY format.
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Q173: How do I display unknown dates?  What's the best way to format MM-YYYY?
A173: When you set a text field validation type = date, the date entered must be a valid completed date. To include options for unknown or other date formats, you may need to break the date field into multiple fields. For Days and Months, you can create dropdown choices to include numbers (1-31, 1-12) and UNK value. For Year, you can define a text field with validation = number and set a min and max value (ex: 1920 - 2015).The advantage of the multi-field format is that you can include unknown value codes. The disadvantages are that you may need to validate date fields after data entry (i.e. ensure no Feb 31st) and there will be additional formatting steps required to analyze your data fields.
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Q174: Can I enter dates without dashes or slashes?
A174: Date values can be entered using several delimiters (period, dash, slash, or even a lack of delimiter) but will be reformatted to dashes before saving it (e.g. 05.31.09 or 05312009 will automatically be reformatted to 05-31-2009 for MM-DD-YYYY format).
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Q175: Avoid future dates?
A175: If you have another field validated as a date and with the @TODAY (and possibly the @HIDDEN or @READONLY), then you could use a Data Quality rule with the "Execute in real time on data entry forms" checkbox checked.  The DQ rule real time execution won't work on a survey, so on a survey you would need to settle for a descriptive text field that displays an error message if the date is greater than your date field with @TODAY in it.
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Q176: Is there a way to hide the "today" button on date fields when it is not applicable to the question?
A176: Yes. You can turn it off on the project level by going to "Enable optional modules and customizations" on the Project Setup page. Go to "Additional Customizations" and uncheck "Display the Today/Now button for all date and time fields on forms/surveys?"To turn it off on the field level, you can use the actin tag @HIDEBUTTON on that field.
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Q177: How do you calculate e to a power in REDCap?
A177: REDCap doesn't have a specific function for e, so you will need to use the numerical equivalent to e and calculate on that. For example:(2.718281828) ^ ([field_1]). Both sides of the exponent need to be encased in parentheses.
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Q178: What are "identifiers"?
A178: There are 18 pieces of information that are considered identifiers (also called protected health information, or PHI) for the purposes of HIPAA compliance. When you indicate a variable as an Identifier, you have the option to"de-identify" your data on data exports. In the Data Export Tool, the identifier variables appear in red and there are de-identification options you can select prior to exporting the data.The 18 HIPAA identifiers are:1.Name2.Fax number3.Phone number4.E-mail address5.Account numbers6.Social Security number7.Medical Record number8.Health Plan number9.Certificate/license numbers10.URL11.IP address12.Vehicle identifiers13.Device ID14.Biometric ID15.Full face/identifying photo16.Other unique identifying number, characteristic, or code17.Postal address (geographic subdivisions smaller than state)18.Date precision beyond year
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Q179: How do I create a matrix of fields using the Online Designer?
A179: Navigate to the Online Designer and click the "Add Matrix of Fields" button that will appear either above or below each field. It will open up a pop-up where you can set up each field in the matrix. You can supply the field label and variable name for each field in the matrix, and you may also designate any as a required field. You have the option to display a section header above the matrix. You will also need to set the answer format for the matrix, either Single Answer (Radio Buttons) or Multiple Answers (Checkboxes), and then the matrix choice columns. Setting up the choices is exactly the same as for any normal multiple choice field in the Online Designer by providing one choice per line in the text box. Lastly, you will need to provide a matrix group name for your matrix of fields. The matrix group name is merely a tag that is used to group all the fields together in a single matrix group. The matrix group name can consist only of lowercase letters, numbers, and underscores, and the group name must not duplicate any other matrix group name in the project. Once you have provided all the requisite information for the matrix, click the Save button and the matrix will be created and displayed there with your other fields in the Online Designer.
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Q180: Why isn't the header for my matrix field hidden if all of the fields in the matrix are hidden?
A180: The Matrix Field Header is really just a Section Header. Like all Section Headers, it is only hidden if all of the fields in the section are hidden. Fields that come after the matrix but before another Section Header count as being part of the section.
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Q181: How do I create a matrix of fields using the Data Dictionary?
A181: In a data dictionary, creating a matrix of fields is as easy as creating any regular radio button field or checkbox field. Create your first field in the matrix as either a radio or checkbox field type (since matrix fields can only be either of these) by adding it as a new row in the data dictionary. You must provide its variable name and form name (as usual), then set its field type as either "radio" or "checkbox". Then set its field label in column E, its multiple choice options in column F, and then lastly in column P you must provide a Matrix Group Name.The matrix group name is how REDCap knows to display these fields together as a matrix. Without a matrix group name, REDCap will display the fields separately as normal radio buttons or checkboxes.The matrix group name can consist only of lowercase letters, numbers, and underscores, and the group name must not duplicate any other matrix group name in the project.After you have created your first field for the matrix and have given it a matrix group name, you may now create the other fields in the matrix in the rows directly below that field.To save time, it is probably easiest to simply copy that row and paste it as the next immediate row in the Data Dictionary. Then you only need to modify the variable name and label for the new row. Once you have created all your fields for the matrix, you can upload your data dictionary on the "Data Dictionary Upload" page in your REDCap project, and those fields will be displayed as a matrix on your data collection instrument.NOTE: All fields in a matrix must follow the following rules:must be either a "radio" or "checkbox" field type,must have the *exact* same choices options in column F,must have the same matrix group name in column P.If these requirements are not met, the "Upload Data Dictionary" page will not allow you to upload your data dictionary until these errors are fixed.
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Q182: How do I convert existing non-matrix multiple choice fields into a matrix of fields?
A182: Any existing group of radio button fields or checkbox fields in a REDCap project might possibly be converted into a matrix of fields. In order for fields to be grouped together into a matrix, the following things are required:fields must all be a Radio Button field or all be a Checkbox field,they must have the *exact* same multiple choice options (same option label AND same raw coded value), andthey must all be adjacent to each other on the same data collection instrument (or if not, they can be moved first so that they are adjacent).A matrix can be created only if those three conditions are met. The conversion of regular checkbox/radio fields into a matrix of fields cannot be done in the Online Designer but only using the Data Dictionary. To accomplish this:Download the existing data dictionary for the project from the "Upload Data Dictionary" page.Add to column P (i.e. Matrix Group Name) the matrix group name for *every* field that will be in the matrix.Save and upload the data dictionary on the "Data Dictionary Upload" pageConfirm those fields display as a matrix on your data collection instrument instead of separate fields.NOTE on Matrix Group name: The matrix group name is a tag that is used to group all the  fields together in a single matrix group. The matrix group name can  consist only of lowercase letters, numbers, and underscores, and the  group name must not duplicate any other matrix group name in the  project. The group name is not ever displayed on the form/survey during  data entry, but is used only for design and organizational purposes. The  matrix group name can be any value (even an arbitrary value), but it  may be helpful to name it something related to the fields in the group  (e.g. "icecream" if all the matrix fields are about ice cream).
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Q183: What is a matrix of fields in REDCap?
A183: REDCap can display a matrix group of fields in either Single Answer format (i.e. radio buttons) or Multiple Answer format (i.e. checkboxes). A matrix allows you to display a group of similar multiple choice fields in a very compact area on a page. This makes data entry forms and surveys much shorter looking. Using matrix fields is especially desirable on surveys because survey respondents are much less likely to leave a survey partially completed if the survey appears shorter, as opposed to looking very long, which can feel daunting to a respondent. So having compact sections of questions can actually improve a survey's response rate.A matrix can have as many rows or columns as needed. Although the more choices you have, the narrower each choice column will be. Any field in a matrix can optionally have its own branching logic and can be set individually as a required field. A matrix can also optionally have a section header.
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Q184: Can You Add Field Notes For Fields Within A Matrix Field?
A184: The data dictionary is the only way to add/edit field notes on matrix fields.
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Q185: What is Piping?
A185: The 'Piping' feature in REDCap allows you to inject previously collected data into text on a data collection form or survey, thus providing greater precision and control over question wording. See more about piping:https://redcap.link/piping
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Q186: How can you pipe the value of a field instead of the label?
A186: When you are piping the answer *FROM* a multiple Choice radio or drop-down field, it will by default display the option label (not the coded data value) into the location where the field is piped.You can however specify that thevalueis piped instead of the label.For example if your field of Favorite Ice Cream Flavor is a radio or drop-down field coded 'Chocolate', 'Vanilla', and 'Strawberry' (coded as 0, 1, 2, respectively), and you use [flavor] in your piping, the default resulting display will be Chocolate, Vanilla or Strawberry.If you wish to pipe the value (not the label) of a multiple choice field,append ':value'to the variable name inside brackets - e.g., [flavor:value]. In the above example this would return 0,1, or 2).You should also use':value'if piping inside the @DEFAULT Action Tag if you would like to pipe the value of a multiple choice field as the default value of a field.If you wish to pipe the value (not the label) of acheckboxfield you may also append':value'to the variable to return the raw value instead of the label.For example, if the Favorite Ice Cream Flavor field is a checkbox field and a respondent checked Chocolate (0) and Strawberry (2) as preferred flavours, then use[flavor:checked:value]and[flavor:unchecked:value]to return '0, 2' and '1', respectively.To pipe a specific option code’s value use[flavor(2):value]will return the raw value of 1 when Strawberry is checked or 0 if Strawberry is not checked.Code options:Icecream Flavor checked: [flavor:checked]Icecream Flavor checked value : [flavor:checked:value]Icecream Flavor unchecked : [flavor:unchecked]Icecream Flavor unchecked value : [flavor:unchecked:value]Icecream Flavor Coded value 2: [flavor(2)]Icecream Flavor Coded value 2 value: [flavor(2):value]Returns:Icecream Flavor checked: Chocolate, StrawberryIcecream Flavor checked value: 0, 2Icecream Flavor unchecked: VanillaIcecream Flavor unchecked value: 1Icecream Flavor Coded value 2: CheckedIcecream Flavor Coded value 2 value: 1In every REDCap project, you can find a link to more information about piping by clicking on the purple “Piping” button in the “Design your data collection instruments” box on the Project Setup page.You can also go tohttps://redcap.vumc.org/redcap_v15.4.3/DataEntry/piping_explanation.phpfor more detailed documentation on piping.
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Q187: Is it possible to pipe information from a repeating event or form?
A187: Yes. You can pipe contextual data from instances using the smart variables [previous-instance], [next-instance], [first-instance], [last-instance] , and [current-instance] and appending them to the variable name. For example:[variable][previous-instance]would pipe the value in variable on the previous instance of the repeating form.You can also pipe data from specific instances by appending the instance number in brackets after the variable name. For example:[variable][3]would pipe the value in variable on instance 3.
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Q188: Can I use the Participant List's Identifier Field to pipe information into the email invite?
A188: The Participant List Identifiercannotbe used as a location to pipe information to or from.  If you are using the participant list with the identifier enabled then your survey is the first form in the project and you have not collected any data about that subject to pipe from/to.  If your survey form is not the first form and you are using the participant list the identifier will default to the study id of the record.  You can use a data entry form as your first form with "Designate an email field to use for invitations to survey participants" enabled to build a robust participant list that could have information piped into the survey invitation and the body of the survey(s) itself.
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Q189: How can I copy an instrument within a project?
A189: You can duplicate the form by downloading the data dictionary, copying the relevant rows, changing the name of the form and the variable names on the new rows, and uploading the form.On the Online Designer, you can click the "Choose action" drop-down next to a given instrument to copy the instrument. You will be given the choice to name the new instrument and to also provide the suffix text that gets appended to each variable name to prevent duplication of variable names.
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Q190: How can I copy instruments from one project to another?
A190: You can do this by downloading the data dictionary from both projects.  You can then copy and paste the fields in the forms you want from one data dictionary to the other. You can do the same for data.  Just export those fields from one and then import into the other after you have uploaded the revised data dictionary.
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Q191: How can I make changes to instruments I have uploaded to the REDCap Shared Library?
A191: You just repeat the process of adding an instrument to the library. Choose Share your instrument and follow the instructions. You will see a note that says you are replacing the existing instrument. There's also an option to delete the existing instrument if you want to completely remove it.
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Q192: What are calculated fields?
A192: Calculated fields are a powerful tool in REDCap that can be used during both data entry and analysis.  For data entry, for instance, a calculated field could be used to determine a current age, and then that calculated field could be used by branching logic to only show certain questions to those who are 17 and under. Examples for data analysis include assigning different values to a choice based on some other field (perhaps the weight of a choice is dependent on age or sex), or producing the summation of a set of questions.REDCap calculations can include various mathematical operations from basic (addition, subtraction, etc.) to complex (standard deviation, rounding, mean, etc.), as well as conditional (if/then/else), and follow the standard order of mathematical operation. Calculated fields always result in a number. For calculations that produce a date or text, one can us the CALCDATE and CALCTEXT action tags on a text field.You can view the functions available in REDCap at this link: https://learn.redcap.unc.edu/redcap_v15.5.15//DataEntry/special_functions_explanation.php
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Q193: What is the difference between a calculated field and using @CALCTEXT or @CALCDATE?
A193: Calculated fields can only return numerical values. You should use a calculated field any time you want REDCap to give you back a number, such as calculating a BMI or the number of days between two dates. Calculated fields always return numbers.You can find more information about using calculations in the “Calculations” section of the FAQ and by using the “How do I format the equation” link when you create a calculated field in the Online Designer. Calculated fields always return numbers.@CALCTEXT is an action tag you can use on a text field that can return a text value. For example, you can use this if you have an “if” statement and you want REDCap to display the word “TRUE” if the result is true and “FALSE” if the result is false. @CALCTEXT always returns text.You can find more details on setting up @CALCTEXT by clicking on the red “Action Tags” button on the Project Setup page, editing a form in the Online Designer, or when editing a field.@CALCDATE is an action tag you can use on text field that is validate as a date or datetime. It will calculate a date or datetime a specific amount of time away from a date you give it. For example, if you know the discharge date and want to schedule a follow up ten days later, you can use @CALCDATE to tell you what day the follow up should be. @CALCDATE always returns a date.You can find more details on setting up @CALCDATE by clicking on the red “Action Tags” button on the Project Setup page, editing a form in the Online Designer, or when editing a field.
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Q194: What mathematical operations are available for calc fields?
A194: +        Add-        Subtract*        Multiply/        DivideNOTE: All values that are not a number (including Null or blank values) are converted to "", so when testing whether or not a field is empty, you must compare to "", such as:if ([my_field] <> "", [my_field], 0)
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Q195: Can REDCap perform advanced functions in calculated fields?
A195: Yes, it can perform many, which are listed on the Help & FAQ page under the section "List of functions that can be used in Branching Logic, Calculations, Report filtering, Data Quality Module, Automated Survey Invitations, etc.".
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Q196: Why do some calculations not provide precisely the correct result?
A196: Computers store information as a series of ones and zeros, called binary, and although it's easy to write a number like 0.1, it's impossible for a binary system to represent 0.1 exactly. Because of this, a calculation like 165 * 0.7 might lead to a result like 115.499999 instead of the expected 115.5. When this happens, REDCap is attempting to represent the concept of the 9s repeating indefinitely, which is logically the same as the expected 115.5, but since there's also a limit on how many digits can be displayed, the infinitely repeating 9s are cut off.This can lead to a problem when attempting to round a number. In the above case, if we round the number to the nearest integer, e.g. 'round(165 * 0.7),' the expected result is 116, but because of the nature of binary numbers and the inability to handle infinitely repeating decimals, the actual result is 115.One way to avoid this rounding problem is to add a very small amount to the number being rounded, e.g. 'round(value + 0.000001)'. Typically one would add a number at least a couple of decimal points smaller than the significant digits of what is being rounded. So, for instance, in the above example one might add 0.0001, such that instead of 115.499999 being rounded down to 115, 115.500099 would be rounded up to 116.
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Q197: How do I format calculated fields?
A197: In order for the calculated field to function, it will need to be formatted in a particular way. This is somewhat similar to constructing equations in Excel or with certain scientific calculators.The variable names/field names used in the project's Data Dictionary can be used as variables in the equation, but you must place [ ] brackets around each variable. Please be sure that you follow the mathematical order of operations when constructing the equation or else your calculated results might end up being incorrect.
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Q198: How should single and double quotes be used in calculations that involve comparison operators?
A198: There has been a change in how calculated fields resolve and branching logic functions between versions 9 and 10 if you use single or double quotes around a number and the comparison operators “< ”, “<=”, “>”, or “>=”. Results of calculated fields will vary depending on whether or not the inputting text fields are validated as integers or numbers, and whether or not you use quotes around a number with a comparison operator in a calculation equation. Branching logic will also vary depending on whether or not you use quotes around a number with a comparison operator in a branching logic statement. The range of different results is too varied to recount in detail.Suffice it to say, the general principle you should follow when you use numbers and the comparison operators “< ”, “<=”, “>”, and “>=” in a calculated field (typically in anifstatement) or branching logic is:A numerical value should NEVER be wrapped by single or double quotes when using the comparison operators “< ”, “<=”, “>”, and “>=”. These comparison operators are meant to be used with numerical values only, not with numbers or integers “dressed” as text by putting quotes around them. You should continue to use the symbols “=” or “<>” with numbers or integers wrapped in quotes when you are referring to a numerical choice in a radio or dropdown field.If EVERY coded choice in a multiple-choice field (i.e., radio, dropdown) is a number, then REDCap will also treat the field as if it is a numerical field(similar to calculate fields, sliders, and number/integer-validated text fields).But if you have at least one choice that is not coded as a number, REDCap treats the field as a text string,and thus it should never be used with“< ”, “<=”, “>”, or “>=”.When using these comparison operators in calculated fields or branching logic, it ishighly recommendedyou include a statement in your calculation or branching logic indicating the input field cannot be blank before proceeding with resolving the comparison operator statement, to avoid issues with calculated fields becoming populated before input fields have been completed or fields with branching logic appearing when they shouldn’t.For example, let’s say you want to square participants’ height if it exceeds 1.5 m and you want the code “999” to appear in the calculated field if height is less than or equal to 1.5 m. Initially, you enter the following statement into the Calculation Equation box of the calculated field:if([height] > 1.5, ([height])^(2), 999). But when you create a record, the code “999” will appear in the calculated field before you enter any data in the [height] field. To avoid this issue, the statement in the Calculation Equation box should read:if([height] <> "", if([height] > 1.5, ([height])^(2), 999), "").Likewise, let’s say you want the descriptive text field warning “Heart rate is out of range” to appear if the participant’s heart rate is less than 45 bpm or greater than or equal to 115 bpm. In addition to the branching logic[heart_rate] < 45 or [heart_rate] >= 115, you should add[heart_rate] <> ""if you don’t want the warning to appear before entering data into the [heart_rate] field. Thus, the complete branching logic statement would read:[heart_rate] <> "" and ([heart_rate] < 45 or [heart_rate] >= 115).In previous versions, calculated fields could only utilize either numeric fields or date/datetime fields in the calculation. In REDCap 10.0 and higher, non-numeric fields may be used inside of calculated fields--most notably inside IF statements (eg, if([field1] = "A", 0, 99)--leading to the changes in the use of quotes.
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Q199: How to calculate a score if some of the values the calculation uses may be blank?
A199: For a calculated field, if the dependent variables are simply added together, then if any of the variables are empty, the resulting calculation will be empty:[answer1] + [answer2] + ... + [answerN]If, however, you use the 'Sum' function, than the resulting calculation will not be empty:sum([answer1],[answer2], ... [answerN])You can also use an 'if' statement to provide any desired value in place of an empty dependent variable.  In the following case '-1' is supplied:if([answer1] = "", -1, [answer1])"" refers to any value that is not a number. For calculations, anything that is not a number is replaced with "" before the calculation is interpreted.
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Q200: Why does my field have a vertical red line at the end of the text or calculated field box?
A200: A vertical red line on the right side of your calculated field, or field using @PREFILL/@SETVALUE, @DEFAULT, or action tag that automatically fills data indicates that the value displaying in the browser does not match what has been saved in the database. If it is your first time opening the form, calculated fields and fields with automatically filled data will display the line until you save them and should disappear if you click "Save and Stay". If you have saved the form previously, it indicates something feeding the value has changed and you will need to resave the form to update the value in the database.
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Q201: Why does a Calculated Field without numeric validation return a "0" even when the field names used in the equation are blank?
A201: As of version 9.9.2, you can no longer use non-numeric fields in calculations and expect these calculations to work properly.If you use a Text Box in a calculation, you must set validation (i.e., integer or number).You can continue to use Radio Button fields in calculations, as long as you preface choices with numbers.If you wish to use calculation functions that apply to two or more fields – including sum, min, max, mean, median, and stdev–you must separate each field name in your equation by a comma(e.g., sum([field1],[field2],[field3],…)).You cannot use a hyphen between field namesin a Calculated Fieldto create a range of variables (e.g., sum([field1]-[field3]), even though the word “Valid” will appear at the bottom of the Calculation Equation box. Although you will be able to save an equation using a hyphen between field names, the equation will not work properly once you start entering data into records.Furthermore, if you use a hyphen between two or more Text Box fields in a Calculated Field, without setting validation of the fields to an integer or number, the number “0” will appear automatically in a record, before entering any data into the record. This result will be inaccurate and, depending on the use of branching logic involving the Calculated Field, it might also lead to branching logic error, since the Calculated Field will be populated with a “0” before prior fields are completed.
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Q202: Is there a way to have if/then calculations output a null result instead of a "0"?
A202: The calculation can have the final "else" evaluation be null by using "" or '' to indicate a null value. That would allow the calculated field to be hidden without creating popup warnings about values in hidden fields during data entry.
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Q203: Can calculations use negative numbers stored in other fields?
A203: Calculated fields and fields using @CALTTEXT can include the value of other fields in their calculation logic (e.g. if([field1] > [field2], [field1], [field2]) ).To be sure, however, that the value of included fields is handled as a number rather than as a string, be sure to set the validation of the other field as numeric. Otherwise, REDCap may treat a comparison involving a negative number as a string comparison rather than a numeric comparison.
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Q204: Can fields from different FORMS be used in calculated fields?
A204: Yes, a calculated field's equation may utilize fields either on the current data entry form OR on other forms. The equation format is the same, so no special formatting is required.
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Q205: Can fields from different EVENTS be used in calculated fields (longitudinal only)?
A205: Yes, for longitudinal projects (i.e. with multiple events defined), a calculated field's equation may utilize fields from other events (i.e. visits, time-points). The equation format is somewhat different from the normal format because the unique event name must be specified in the equation for the target event. The unique event name must be prepended (in square brackets) to the beginning of the variable name (in square brackets), i.e. [unique_event_name][variable_name]. Unique event names can be found listed on the project's Define My Event's page on the right-hand side of the events table, in which the unique name is automatically generated from the event name that you have defined.For example, if the first event in the project is named "Enrollment", in which the unique event name for it is "enrollment_arm_1", then we can set up the equation as follows to perform a calculation utilizing the "weight" field from the Enrollment event: [enrollment_arm_1][weight]/[visit_weight]. Thus, presuming that this calculated field exists on a form that is utilized on multiple events, it will always perform the calculation using the value of weight from the Enrollment event while using the value of visit_weight for the current event the user is on.
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Q206: Can I use conditional logic in a calculated field?
A206: Yes. You may use conditional logic (i.e. an IF/THEN/ELSE statement) by using the function:if (CONDITION, value if condition is TRUE, value if condition is FALSE)This construction is similar to IF statements in Microsoft Excel. Provide the condition first (e.g. [weight]=4), then give the resulting value if it is true, and lastly give the resulting value if the condition is false. For example:if([weight] > 100, 44, 11)In this example, if the value of the field 'weight' is greater than 100, then it will give a value of 44, but if 'weight' is less than or equal to 100, it will give 11 as the result.IF statements may be used inside other IF statements (“nested”). For example, if you wanted to look for values above ten if the chosen category was 4, but look for values below 20 if any other category was chosen, you could use:if([chosen_category] = "4", if([given_value] > 10, 1, 0), if([given_value] < 20, 1, 0))Other advanced functions (described above) may also be used inside IF statements.
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Q207: Can I create calculations and hide the values to the data entry personnel and/or the survey participants?
A207: If the calculations result in a value (including "0"), the field will display regardless of branching logic.You can hide calc fields with branching logic if you include conditional logic and enter the "false" statement to result in null:  " " or "".  For example:  if([weight] > 100, 44, "")   Then the field will remain hidden (depending on branching logic) unless the calculation results in a value.Another relatively new option is to use an Action Tag:@HIDDENHides the field on the survey page, the data entry form, and in the REDCap mobile app. Field will stay hidden even if branching logic attempts to make it visible.@HIDDEN-FORMHides the field only on the data entry form (i.e., not on the survey page). Field will stay hidden even if branching logic attempts to make it visible.@HIDDEN-SURVEYHides the field only on the survey page (i.e., not on the data entry form). Field will stay hidden even if branching logic attempts to make it visible.@HIDDEN-APPHides the field only on the form ONLY on the REDCap Mobile App. Field will stay hidden even if branching logic attempts to make it visible.
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Q208: Can calculated fields be referenced or nested in other calculated fields?
A208: Yes. Calculations can reference other calculations. Be sure to thoroughly test to ensure correct expected values. In particular, beware of creating infinite loops, in which a calculated field depends on other calculated fields that ultimately depend on itself.
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Q209: How do I calculate log(x) / ln(x)?
A209: To calculate a logarithm, you use the following formula:log([number], base). The field [number] refers to a field you create in one of your instruments, and it can have any variable name and field label. To ensure the calculation works correctly, you should validate the field as an integer or number.To calculate acommon logarithm(i.e., with base 10), you use the following:log([number], 10). To calculate anatural logarithm(i.e., with base e), you use the following:log([number], "e"). If the base is not provided or is not numeric, the equation defaults to base "e".
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Q210: How can I calculate the difference between two date or time fields (this includes datetime, datetime_seconds, and time HH:MM fields, but not time MM:SS fields)?
A210: You can calculate the difference between two dates or times by using the function:datediff([date1], [date2], "units", returnSignedValue)date1 and date2 are variables in your projectunits"y"years1 year = 365.2425 days"M"months1 month = 30.44 days"d"days"h"hours"m"minutes"s"secondsBoth dates MUST be in the format specified in order to work.For comparing two Time HH:MM fields, the date format is irrelevant.returnSignedValuefalse(default)trueThe parameter returnSignedValue denotes the result to be signed or unsigned (absolute value), in which the default value is "false", which returns the absolute value of the difference. For example, if [date1] is larger than [date2], then the result will be negative if returnSignedValue is set to true. If returnSignedValue is not set or is set to false, then the result will ALWAYS be a positive number. If returnSignedValue is set to false or not set, then the order of the dates in the equation does not matter because the resulting value will always be positive (although the + sign is not displayed but implied).Examples:datediff([dob],[date_enrolled],"d")Yields the number of days between the dates for the date_enrolled and dob fields, which must both be in Y-M-D formatdatediff([dob],"05-31-2007","h",true)Yields the number of hours between May 31, 2007, and the date for the dob field, which must be in M-D-Y format. Because returnSignedValue is set to true, the value will be negative if the dob field value is more recent than May 31, 2007.datediff([time_start],[time_end],"m")Yields the number of minutes between the start and end times.
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Q211: Can I base my datediff function off of today's date?
A211: Can I base my datediff calculation on today or now?Yes. You may substitute a date or datetime field in your datediff expression with "today" or "now".For example, you can calculate elapsed months since screening date using:datediff([screen_date],"today","M")or the elapsed time since the start of a test in minutes using:datediff([start_time],"now","m")Note1: If using a date field along with "now", REDCap will assume midnight (00:00) for the time component for the date field.Note2: It  isstrongly recommended that you do not use "today" or "now" in calc  fields. This is because every time you access and save the form, the  calculation will run and update the field value. So if you calculate the age as of today, then a  year later you access the form to review or make updates, the elapsed  time as of "today" will also be updated (+1 yr). Most users calculate  time from another field (e.g. screening date, enrollment date).
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Q212: Can Daylight Saving Time transitions affect date calculations?
A212: Daylight Saving Time transition will not affect your calculations involving dates.
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Q213: Can I calculate a new date by adding days / months / years to a date entered (Example: [visit1_dt] + 30days)?
A213: No.  Calculations can only display numbers.
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Q214: Can I create a calculation that returns text as a result (Ex: "True" or "False")?
A214: No.  Calculations can only result in numbers.  You could indicate "1" = True and "0" = False.
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Q215: ​Can I create a calculation that uses a variable that is not a number, such as: if([field_name] = 'x', 1, 0)?
A215: Yes, this is allowable in newer versions of REDCap. Fields that are either numeric (e.g. integer, slider) or non-numeric (e.g., drop-down, free-form text) will work successfully inside an IF statement for calculated fields.
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Q216: If I need to modify a calculated field, how can I update all the records previously entered?
A216: Data Quality rule (rule H) will find and fix all incorrect values for calculated fields in a project. If any calc fields have ended up with incorrect values (whether due to field changes in the project or due to previous data imports), users can now run rule H not only to find any incorrect calculated values, but it will additionally display a button that, when clicked, will auto-fix ALL of them for the project admin.
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Q217: I created a calculated field after I entered data on a form, and it doesn't look like it's working. Why not?
A217: If you add a calculated field where data already exist in a form, data must be re-saved for the calculation to be performed.Use the Data Quality rule H to find and fix all incorrect values for calculated fields in a project.
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Q218: If I import data will new and modified data re-run and update the calculate fields?
A218: Yes. When performing a data import (via Data Import Tool or API), REDCap will perform the calculations for any calculated fields that are triggered by the values being imported. For example, if you have a BMI field whose calculation is based off of a height field and a weight field, then if you perform a data import of height and weight values, it will automatically calculate the BMI for each record that is imported and also save those calculations and log them on the Logging page.
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Q219: How can I concatenate multiple text fields into a single field?
A219: If the result of concatenating multiple text fields SHOULD NOT be editable, use the @CALCTEXT Action Tag with the concat special function. For example, to concatenate first and last name, with a space between them:@CALCTEXT(concat([first_name], ' ', [last_name]))If you are concatenating multiple text fields using the same separator between them, you can use the concat_ws() special function inside the @CALCTEXT instead:@CALCTEXT(concat_ws(" and ", [dessert1], [dessert2], [dessert3])If the result of concatenating multiple text fields SHOULD be editable, then use the @DEFAULT Action Tag. For example, to concatenate first and last name, with a space between them, but allow the result to be edited:@DEFAULT="[first_name] [last_name]"
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Q220: Are status icons for an instrument affected by calculated fields?
A220: The status icon for an instrument is there to provide a visual cue of whether data points have been manually entered on that page or imported for that instrument's fields. Calcs/calctexts having a value does not imply that data was entered/imported there because the calc can be triggered from data entry anywhere. Thus calcs/calctexts are ignored when determining if the status icon should be red vs gray.
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Q221: When are calculations for calculated fields and @CALCTEXT fields performed and saved?
A221: Data entry via forms or surveys will cause calculations to be performed in the same form or survey during data entry. The results of these calculations will only be saved to REDCap if the form is saved or if a survey is continued/submitted.Data entry via forms or surveys can cause cross-form and cross-event calculations, in which calculated fields and @CALCTEXT fields in other forms and in other events are potentially updated. The cross-form and cross-event calculations will be performed and saved when the original form or survey is saved/continued/submitted.Similarly, data imports via the Data Import Tool or the API can cause auto-calculations, in which calculated fields and @CALCTEXT fields in the same form, in other forms, and in other events are potentially updated. Auto-calculations will be performed and saved when the data being imported are saved.Cross-form calculations, cross-event calculations, and auto-calculations are performed for calculated or @CALCTEXT fields in which:the calculation logic refers to another field that has changed, ORthe calculation logic uses the 'if()' statement and both output options in the 'if()' statement are non-blank, implying that the field should always have a value.Cross-event calculations and auto-calculations are only performed in events which have any fields that already contain data. This is true of cross-form calculations as well, but by definition cross-form calculations only occur when an event has data.
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Q222: When viewing a scatter plot that has been created via REDCap Reports, what do the X and Y axis represent?
A222: The X axis represents the numerical value that is collected in the text field and displayed on the report. The Y axis functions as a place holder to provide spaces that separate the values for better viewing.
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Q223: What is branching logic?
A223: Branching Logic may be employed when fields in the database need to be hidden during certain circumstances. For instance, it may be best to hide fields related to pregnancy if the subject in the database is male. If you wish to make a field visible ONLY when the values of other fields meet certain conditions (and keep it invisible otherwise), you may provide these conditions in the Branching Logic section in the Online Designer (shown by the double green arrow icon), or the Branching Logic column in the Data Dictionary.For basic branching, you can simply drag and drop field names as needed in the Branching Logic dialog box in the Online Designer. If your branching logic is more complex, or if you are working in the Data Dictionary, you will create equations using the syntax described below.In the equation you must use the project variable names surrounded by[ ]brackets. You may use mathematical operators (=,< ,>,<=,>=,<>), Boolean logic (and/or), and unary Boolean not (!). You may nest within many parenthetical levels for more complex logic. If the project is longitudinal, in certain contexts you may need to additionally provide the unique event name, which must also be in brackets and prepended to the variable name, in order to target that field on a particular event - e.g., [event_2_arm_1][variable_name].You mustALWAYSput single or double quotes around the values in the equation UNLESS you are using > or < with numerical values.The field for which you are constructing the Branching Logic will ONLY be displayed when its equation has been evaluated as TRUE. Please note that for items that are coded numerically, such as dropdowns and radio buttons, you will need to provide the coded numerical value in the equation (rather than the displayed text label). See the examples below.[sex] = "0"display question if sex = female; Female is coded as 0, Female[sex] = "0" and [given_birth] = "1"display question if sex = female and given birth = yes; Yes is coded as 1, Yes([height] >= 170 or [weight] < 65) and [sex] = "1"display question if (height is greater than or equal to 170 OR weight is less than 65) AND sex = male; Male is coded as 1, Male[last_name] <> ""display question if last name is not null (aka if last name field has data)
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Q224: Can fields from different FORMS be used in branching logic?
A224: Yes, branching logic may utilize fields either on the current data entry form OR on other forms. The equation format is the same, so no special formatting is required.
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Q225: Can fields from different EVENTS be used in branching logic (longitudinal only)?
A225: Yes, for longitudinal projects (i.e. with multiple events defined), branching logic may utilize fields from other events (i.e. visits, time-points). The branching logic format is somewhat different from the normal format because the unique event name must be specified in the logic for the target event. The unique event name must be prepended (in square brackets) to the beginning of the variable name (in square brackets), i.e. [unique_event_name][variable_name]. Unique event names can be found listed on the project's Define My Event's page on the right-hand side of the events table, in which the unique name is automatically generated from the event name that you have defined.For example, if the first event in the project is named "Enrollment", in which the unique event name for it is "enrollment_arm_1", then we can set up the branching logic utilizing the "weight" field from the Enrollment event: [enrollment_arm_1][weight]/[visit_weight] > 1. Thus, presuming that this field exists on a form that is utilized on multiple events, it will always perform the branching logic using the value of weight from the Enrollment event while using the value of visit_weight for the current event the user is on.
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Q226: Is branching logic for checkboxes different?
A226: Yes, special formatting is needed for the branching logic syntax in 'checkbox' field types. For checkboxes, simply add the coded numerical value inside () parentheses after the variable name:[variablename(code)]To check the value of the checkboxes:'1' = checked'0' = uncheckedSee the examples below, in which the 'race' field has two options coded as '2' (Asian) and '4' (Caucasian):[race(2)] = "1"display question if Asian is checked[race(4)] = "0"display question if Caucasian is unchecked[height] >= 170 and ([race(2)] = "1" or [race(4)] = "1")display question if height is greater than or equal to 170cm and Asian or Caucasian is checked
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Q227: Can you utilize calculated field functions in branching logic?
A227: Yes, see the list of functions that can be used in logic for Report filtering, Survey Queue, Data Quality Module, and Automated Survey Invitations.
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Q228: How do I hide a calculation with branching logic without causing a notification from the web form?
A228: If a calculated field is hidden by branching logic but will evaluate to a number, it causes the web form to notify the data enterer about a hidden field with data in it. To avoid receiving the notification, use an "if...else" statement--if(X, ValueIfTrue, ValueIfFalse)-where the value if false is "".The statement should be written so if the calculated field is hidden, it will evaluate to false and provide the empty response, meaning there will be no data in the field. This will prevent the notification.
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Q229: Can you program branching logic using dates?
A229: Yes, see the list of functions that can be used in logic for Report filtering, Survey Queue, Data Quality Module, and Automated Survey Invitations.
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Q230: My branching logic is not working when I preview my form. Why not?
A230: Simply previewing a form within the Online Designer will display all questions. In order to test the functionality of your branching logic (and calculated fields), you must enter new records and enter test data directly into your forms.
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Q231: Why does REDCap slow down or freeze and display a message about a javascript problem when I try to use branching logic syntax or Drag-N-Drop Logic builder in a longitudinal project with over 1000 fields?
A231: You are encountering a limitation that stems from having a lot of fields especially multiple choice fields in your project.   If a good number of your fields involve multiple choices then the number of choices that the Drag-N-Drop Logic Builder has to load into the pop-up is large. So having a lot of fields with several choices each can slow down the system.  The performance is further affected because REDCap uses javascript (powered by the user's browser) to do the drag-n-drop and also to process the conversion of the advanced syntax to the drag-n-drop method (if you decide to switch methods within the pop-up).The slower your computer and the slower your browser (Internet Explorer is the worst, especially versions 6 and 7), than the slower the drag-n-drop method will be.  Chrome is much faster at handling Javascript than other browsers and is recommended.  The only other option is to use the data dictionary for building your branching logic.
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Q232: What are Action Tags?
A232: Action Tags are special terms that begin with the '@' sign that can be  placed inside a field's Field Annotation. 		Each action tag has a corresponding action that is performed for the  field when displayed 		on data entry forms and survey pages. Such actions may 		include hiding or disabling a given field (either on a survey, data  entry form, or both).There is a comprehensive list of 		all available action tags that you may use within the Online Designer "Edit Field" pop up box. You can use as many as you  want for a single field, but if you do use more than one 		tag for a field, make sure to put a space or line break between them.  Because the action tags are used as part of the Field 		Annotation, they are not displayed anywhere on the page.  	For example, if you put @HIDDEN-SURVEY in a field's Field Annotation  text box, then 		the field will always stay hidden when viewed on a survey page, but  the field will be visible when viewing the same instrument 		as a data entry form, which might be helpful if you want to hide  specific fields from your survey participants so that they do not 		see them. There are many different use cases for each action tag.
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Q233: What types of action tags are available in REDCap?
A233: Auto-fill Action Tags: Pre-fill a variable with a value@DEFAULT@LATITUDE@LONGITUDE@NOW@NOW-SERVER@NOW-UTC@SETVALUE@TODAY@TODAY-UTC@TODAY-UTC@USERNAMECalculation Tags: Calculate the value for a field@CALCDATE@CALCTEXT@DOWNLOAD-COUNT@IFCosmetic Tags: Change the look and feel of a variable without impacting the data@INLINE@INLINE-PREVIEW@PASSWORDMASK@PLACEHOLDER@RANDOMORDER@RICHTEXTEntry Limits Tags: Limit what can be entered in a variable@CHARLIMIT@FORCE-MINMAX@MAXCHECKED@MAXCHOICE@MAXCHOICE-SURVEY-COMPLETE@NOMISSING@NONEOFTHEABOVE@READONLY@READONLY-FORM@READONLY-SURVEY@WORDLIMITObscuring Tags: Action tags that hide a variable or make it uneditable@HIDDEN@HIDDEN-FORM@HIDDEN-PDF@HIDDEN-SURVEY@HIDECHOICE@HIDEBUTTON@SHOWCHOICEMobile App Tags: Action tags that are only useful when using the mobile app@APPUSERNAME-APP@BARCODE-APP@HIDDEN-APP@READONLY-APP@SYNC-APPMulti-Language Management: Action tags that are used with the MLM tool@LANGUAGE-CURRENT-FORM@LANGUAGE-CURRENT-SURVEY@LANGUAGE-FORCE@LANGUAGE-FORCE-FORM@LANGUAGE-FORCE-SURVEY@LANGUAGE-SET@LANGUAGE-SET-FORM@LANGUAGE-SET-SURVEY
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Q234: Does the @DEFAULT action tag work with fields hidden by branching logic?
A234: No, the @DEFAULT tag will not populate if the field is hidden when the form loads.Please note: If the action tag '@DEFAULT= ' is used on a branching logic hidden field, the action tag does fire on page load but it throws anerror message
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Q235: Will the @DEFAULT action tag work on fields hidden by branching logic?
A235: No, the @DEFAULT action tag is incompatible with branching logic.  REDCap will by populate any default value to @DEFAULT'ed fields at the point of render.  If that field with that value should not appear due to upstream branching you will receive an error message.
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Q236: Can I use action tags that automatically collect data (such as @NOW or @TODAY) when importing data using the file import tool to capture that information?
A236: No, you can't. You can manually enter data to import into those fields and import that data into them, but the file import process will not trigger the action tags to populate those fields with data.
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Q237: Where can I find more information about Action Tags?
A237: Navigate to Project Setup > Online Designer > Click on a data collection instrument > Click Add or Edit a field.  Within the pop-up box, there is theAction Tags / Field Annotationoption and a link to learn more about Action Tags.
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Q238: What are repeating forms and events?
A238: Repeating forms is the ability to use the same form multiple times in a project or an event, without having to define how many times you want to use it. You can use it a different number of times for each record in the project and add new instances of the form as you need them for each record.For example, if you are collecting a list of medications, you could create a form that asks for one of the medications, and then add a new instance for each additional medication:In longitudinal projects, you have the option of repeating individual forms inside an event or repeating the event as a whole. If you choose to repeat just a form in an event, you will have multiple instances of just the form(s) you want to repeat. If you choose to repeat the entire event, all the forms in the event will be offered again, and you will have the same number of instances of each of the forms in the event, in that record. You cannot repeat an instrument inside a repeated event.
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Q239: How do I enable repeating forms and events?
A239: To enable repeating forms in a non-longitudinal project, navigate to the Project Setup page and go down to the "Enable optional modules and customizations" box. Click "Enable" next to "Repeatable instruments." Inside the popup box, select which instruments in the project you want to repeat.In a longitudinal project that has multiple events defined, you will still select "Enable" next to "Repeatable instruments and events." For each event, you will need to choose if you want the entire event to repeat, if you just want specific forms in the event to repeat, or if you don't want anything to repeat. If you select "Repeat entire event (repeat all instruments together)" all the instruments in that event will be checked. If you select "Repeat instruments (repeat independently of each other)," then you'll need to select which instruments you want to repeat in that event.
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Q240: Are repeating forms compatible with double data entry?
A240: No. You can only compare the first instance of repeating forms with double data entry. From the Data Comparison Tool:The Data Comparison Tool does not *fully* support the Repeating Instruments and Events feature, which appears to be enabled in this project. Data can be compared (and even merged if using Double Data Entry), but it will only allow comparison and merging of Instance #1 of a repeating instrument or repeating event. Thus all other repeating data will be ignored on this page. Also, all non-repeating data can still be compared and merged.
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Q241: Are repeating forms compatible with the scheduling module?
A241: Repeating forms are not compatible with the scheduling module.
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Q242: Are repeating forms compatible with the REDCap Mobile App?
A242: Repeating forms are not compatible with the REDCap Mobile App.
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Q243: Can I use repeating instruments in surveys?
A243: Yes, you can. First, you need to enable the form as repeating in the project in general on the Project Setup page. Then make sure the form is enabled as a survey and go into the Survey Settings. Under "Survey Termination Options" select "(Optional) Allow respondents to repeat the survey:Ask them to take the survey again upon completion, if they wish."This will allow your participants to repeat the survey. You will be able to choose if you want them to see the option to repeat the survey before or after they click submit, and you will be able to customize what the text on the repeat button says.There are limitations to using repeating forms in surveys. You cannot schedule surveys that are in repeated instruments or repeated events to go out on a regular basis. You need to compose the survey invitation for each instance manually using either the compose invitations in the participant list or the option to send a survey invitation in the survey instance itself. Additional, survey queues in repeating events only work on the first instance of the event.
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Q244: How can I use the data quality module to check all instances of data repeated instruments?
A244: You can check by looking at the instance number next to the record ID when you click "view" after running the rule. However, you cannot filter by individual instances.
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Q245: What does the data export look like for records using repeating forms?
A245: When you export data that has repeating instances, there will be two new columns in the export: redcap_repeat_instrument (the instrument's name) and redcap_repeat_instance (the instance number). All data that is not in a repeating form will be on one line, and then each instance of a repeating field will receive its own line, similar to how the data exports in a longitudinal study:The formatting will be the same if the project is longitudinal; it will just include the event information as well.
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Q246: How can I tell the completion status when an instrument repeats?
A246: The completion status of a repeating instrument will have three small circles instead of just one. If the completion status of all the instruments is the same, the circles will be colored red (incomplete), yellow (unverified), or green (complete), just like with regular forms. If the completion status isn't the same for all instances, then the circles will be blue.On the record homepage, you'll be able to see all the instances of a repeating form listed out with the completion status of each instance:
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Q247: Can I pull information from repeating forms into reports?
A247: You can add information from repeating forms in reports. You will just add the field(s) you need the same way as you would any field in the project. When you view the report, the information from the instances will be on their own line, similar to how information displays for different events in a longitudinal project:
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Q248: Can I use piping, branching logic, or calculations with repeating forms?
A248: Yes, piping, branching logic, and calculations can be used with repeating forms.If you only use the variable name, REDCap will assume that you are referring to the variable on your current instance.To refer to the variable on a specific instance, you can append the instance number after the variable name. For example: [variable1][5] will reference the data in variable1 on instance five.To refer to the variable on a relative instance, there are several smart variables. They all append after the variable name.[current-instance] refers to the current instance[previous-instance] refers to the instance immediately previous[next-instance] refers to the instance immediately after[first-instance] refers back to the very first instance[last-instance] refers back to the very last instanceFor example, to reference the data in variable2 on the previous instance, you would use [variable2][previous-instance].You can see more information about these smart variables by clicking on the green "Smart Variables" button on the Project Setup page or when building a data entry form in the Online Designer.
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Q249: How do Automated Survey Invitations work with repeating instruments?
A249: Version 12.4.5 and lower:the ASI will only fire once conditions are met for the first instance, and reminders will only be sent for that instance. You cannot automatically invite or remind a participant to repeat a survey. If you need to invite them again, you will need to send the repeat instance invitation manually or instruct them to click the “repeat” button at the correct time.Version 12.5.0 and higher:ASI’s for surveys set as repeating forms (or surveys in repeating events) can be optionally set to repeating using the settings in ‘Step 4’ of the ASI set up window. Repeating ASI’s can be set to repeat infinitely or can be limited to a set number of repeats. The duration between each repeat invite can be specified as X minutes, X hours, or X days. Before version 13.0.1 this value was required to be an integer but from 13.0.1 onwards the value can be a decimal.
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Q250: How do I give my repeating forms custom names?
A250: Click on "Modify" next to "Repeatable instruments" in the "Optional modules and customizations" box on the Project Setup page. There will be a text box next to each instrument's name; you can the custom names there. The most effective way to use this is to pipe in a key piece of information (such as the medication name) here. The custom name will then show up next to the completion status for the individual instances on the record home page.If this is a longitudinal project and you are repeating the entire event, you cannot use custom naming for the repeating event.
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Q251: Can repeating instruments be enabled after a project is in production?
A251: Only REDCap administrators can enable repeating instruments for a project that is in production.Be aware that adding repeating instruments can affect branching logic, calculations, piping, and survey set up.
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Q252: Can I import data into repeating forms?
A252: You can import data into repeating forms by using the redcap_repeat_instrument and redcap_repeat_instance fields to direct it to the appropriate form and instance. However, several people have found when they import into repeating forms the import is incomplete. It is highly recommended you manually check that the data imported correctly and completely after importing data into repeating forms.The import columns for repeating forms are: record_id,redcap_event_name,redcap_repeat_instrument,redcap_repeat_instance,redcap_data_access_group,[data]
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Q253: Can you delete a single instance of a repeating form?
A253: Yes, you can. As long as you have the "Delete Record" user right, you will see a button at the bottom of the data entry form that says "Delete data for THIS FORM only." Clicking that button will delete the data in that instance only.The instances in repeating forms are autonumbered. Therefore, if you have instances 1, 2, 3, and 4 and delete instance 2, the next time you add a new instance of that form it will be numbered as 5. It will not go back and fill in the gap in the numbering, and you cannot renumber instances. However, you delete instance 4 and then add a new instance, the new instance will also be 4. REDCap simply looks at the highest existing instance number and adds one.
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Q254: In a report, can I combine filters from repeating instruments and non-repeating instruments?
A254: You cannot combine filters from fields that are on repeating instruments with fields that are not. The information from repeating forms is stored on different rows than information on non-repeating forms, and so you can't filter on both at the same time.For example, if you have a project where "State" is captured in a non-repeating instrument and "Medicine" is captured in a repeating instrument, you could filter on "State" or on "Medicine" individually. However, you could not filter on both "State" and "Medicine" at the same time, because it is not possible to have both in the same row of data.
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Q255: What are smart variables?
A255: You can refer to other variables in REDCap by referencing their variable names. (e.g. [dob]) This is commonly used in features like branching logic, calculations and piping. Smart variables are an extension of that functionality. Instead of referencing a single static variable, smart variables allow you to reference other variables in a dynamic way. (e.g. instead of referring to medication variable in a specific event like "[baseline_arm_1][rx1]", you can refer to it like [previous-event-name][rx1]. The meaning of that reference changes depending on the event you are in.) This allows you to build more elegant branching logic or calculations.For a full overview of all types of smart variables, go to the project setup page of any project and click on the "Smart variables" button.
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Q256: What is the difference between names and labels with smart variables?
A256: In smart variables, using the "name" version of the variable will pull the official REDCap name for the Data Access Group, record, event, or instance. This is what you will need to use if you are trying to pull information in a calculation or piping, just like you will need to use the variable name. "Label" refers to the designation you've given DAG/event/etc, such as "Hospital 1" or "First Visit." This is more useful when you are pulling information about the item itself, rather than trying to pull a specific data point from the item.
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Q257: Can smart variables be used with action tags?
A257: Smart variables can be used with the @DEFAULT action tag.When using the Smart Variable [survey-queue-link] in a context where the current record does not yet exist (e.g., on the first page of a public survey), this Smart Variable will return a blank value since the record does not yet exist.
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Q258: How do you use smart variables in piping?
A258: Smart variables can be used in piping the same way static variables can. You can use them to pipe information into field labels, survey invitations, or use them in conjunction with @DEFAULT. You will just need to include smart variable command in brackets either before the variable you are piping (such as when piping longitudinal items) or after (when piping from repeating forms). If you attempt to pipe information from the "previous" instance/event on the first form or the "next" instance/event on the last form, the result will either be blank or ______.
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Q259: Can Next/Previous instances refer to repeating instruments (forms) in a different event?
A259: No. [previous-instance] and [next-instance] cannot be used to reference across events. [previous-instance] and [next-instance] only reference an instance of a repeating instrument in the same (non-repeating) event or an event instance if the event is repeating.
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Q260: Where can I find more information on smart variables?
A260: In every REDCap project, you can find a link to more information about smart variables by clicking on the green “Smart Variables” button in the “Design your data collection instruments” box on the Project Setup page.You can also go tohttps://redcap.vumc.org/redcap_v15.4.3/Design/smart_variable_explain.phpto see the most up-to-date list of smart variables and information on using them. It's possible there may be variables on this list that aren't in use at your institution yet--if you have any questions, contact your REDCap administrator.
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Q261: Is there a way to capture a form creation and completion time as data?
A261: To capture the form creation time, create a text field with the action tag @NOW. This will capture the time the form is created. You can add the action tag @READONLY and/or @HIDDEN to prevent users from changing or seeing this field.Form completion cannot be captured neatly, because it is much more difficult to determine what the completion criterion is. For different projects, it could be the first time the status field is saved as complete, the most recent update of the record, or something else.Every Create - Update - Delete operation is captured in the database and is available to end users via Logging, and can be exported to CSV for analysis
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Q262: What is the Record Status Dashboard?
A262: This is a table listing all existing records/responses and their status for every data collection instrument (and for a longitudinal project, for every event).  When viewing this page, form-level privileges are utilized (i.e. cannot see a form's status if user does not have access to that form), and if the user belongs to a Data Access Group, they will only be able to view the records that belong to their group.Note: Since projects may now have many surveys, REDCap no longer displays the Survey Response Summary on the Project Home page.
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Q263: How do I enter / view my data?
A263: To enter or view individual records, you can navigate to the "Data Collection" section on the left menu bar.  Depending on your project type, you will see "Add or View Survey Responses", a listing of your form names, or a "Data Entry" icon.  These options will navigate you to the drop down record lists so you can select or add a new record/response.You can also use the "Data Exports, Reports and Stats" module under "Applications" to view your data. Create New Reports to search and view your project data in aggregate.When you click "View Report", it queries the database in real time and displays the resulting data in table format. Variables are listed in columns and individual records are displayed in rows.Clicking the "Stats & Charts" option within Data Exports, Reports and Stats module, displays graphical representations for all numerical and categorical variables and provides links for cleaning notable data (missing, highest, lowest values).
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Q264: Do I need to select the record number again each time I change data entry forms?
A264: No. To navigate between forms within a given record, select the colored dots indicating form status (i.e. incomplete, unverified, and complete) which appear to the left of the form name when a record is open. Note that moving to a new form by selecting the form status indicator will close the current form without saving entries. In order to save entries, select the "Save and Continue" button located at the bottom of the form before using the form status indicators to move to a new form. Alternatively, you can select the "Save and go to Next Form" button if you wish to move to the next form for the current record.
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Q265: Is there a way to delete data in a given record for just single instrument or event (not the entire record)?
A265: Yes! First, follow the instructions in the section above about deleting an individual record to ensure you have the correct permissions on your user account. Then, open any record or survey response. You will find the delete options underneath the 'save' buttons at the bottom of the page. There are options to erase all this record's data on the current instrument OR on the current event (longitudinal projects ONLY).
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Q266: How do I delete an individual record?
A266: Existing records must be deleted by opening each one individually and deleting them. To do so, you must first have permission to delete records.Go to the User Rights page. (This link is in the Applications section of the project menu.) Open your account, and scroll to the bottom of the screen. There, you'll find the permission to delete records. Select that option and save your account.Then, open any record or survey response. You will find the delete options underneath the 'save' buttons at the bottom of the page. You can use the 'delete record' button to completely erase all data across all instruments for the given record.NOTE for surveys: If the project uses surveys, you'll additionally need the 'Edit survey responses' permission. This separate permission is in the Data Entry Rights section of your account, in the upper right of the screen. On the survey response page, you'll first need to click the 'Edit survey response' button at the top of the record before the 'delete record' button will be enabled.
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Q267: How do I delete all my records at once?
A267: In development mode, the Other Functionality tab has a button to erase all data. This is useful when you are iteratively testing your project and want to practice your data entry several times, starting with an empty project eachtime.Inproduction mode, records must be deleted individually. Because of this limitation, if you truly need to erase all data in production mode, you may want to consider copying your project and using the copied version instead. That copied version would be in development mode and have no records/data. (It would also be totally separate to the original project, ensuring you still had the original data and could quickly reference it in the future.)
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Q268: Can I edit survey responses?
A268: Yes, survey responses CAN be edited so long as you have been given user privileges to do so (via the User Rights page). Once you have been given user privileges to edit survey responses, you will see an Edit Response button at the top of the data entry form when viewing the response (the response will be initially read-only). After clicking that button, the response will become editable as normal.NOTE: Some institutions running REDCap may choose not to enable this feature for their users, so if a checkbox is not seen next to the survey/form rights for that survey on the User Rights page, then this feature has not been enabled and thus cannot be utilized. Contact your REDCap Administrator.
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Q269: In a longitudinal study where the first form is a demographic data collection form is there any way to force the first form to be completed before proceeding to subsequent forms?
A269: You can use branching logic to hide the fields on the later forms and add a section header that explains why no fields are present in each form when the branching logic calls for the form to be 'blank'.  The forms that follow the demographic form will still be accessible but fields will be viewable only if a particular field on the demographic form is completed or marked 'Yes'.
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Q270: For calculated fields, sometimes the value pops up when you enter data for the questions and sometimes the value may not appear until you save the form. Is there any reason it's doing this?
A270: Depending on which internet browser you are using, sometimes the calc fields are calculated during data entry. However, these are just preliminary calculations. You must click the save button for the system to correctly calculate the expression and commit the data to the database.Use the Data Quality rule H to find and fix all incorrect values for calculated fields in a project.
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Q271: What is the Double Data Entry module?
A271: As a preventive measure, REDCap prevents users from entering duplicate records. However, some projects may need to enter data twice for each record as a means of ensuring quality data collection by later comparing the records. This can be done using the Double Data Entry Module. When the module is enabled, REDCap collects data differently than normal. It allows you to designate any two project users or roles as "Data Entry Person 1" and "Data Entry Person 2", which is done on the User Rights page. Once designated, either of these two users can begin entering data independently, and they will be allowed to create duplicate records. They will not be able to access each other's data, and only normal users (called Reviewers) will be able to see all three copies of the data. Once each designated data entry person has created an instance of the same record, both instances can then be compared side by side on the Data Comparison Tool page and merged into a third instance.
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Q272: How do you set up Double Data Entry?
A272: The Double Data Entry (DDE) module that needs to be enabled by a REDCap administrator prior to any data is collected in the project. This module allows two project users or roles to be set as Data Entry Person 1 and Data Entry Person 2 (using User Rights page), and allows them to create records with the same name and enter data for the same record without seeing one another's data.Only one person or role at a time can be set as Data Entry Person 1 or 2.All other users are considered Reviewers.Reviewers have the ability to merge a record created by Data Entry Person 1 and 2 after viewing differences and adjudicating those differences using the Data Comparison Tool, thus creating a third record in the set.It is sometimes recommended to use the Data Access Groups over the actual DDE module to implement a form of double data entry. The advantages of using DAGs include allowing an unlimited number of users to be in a group and enter data, to utilize the Data Import Tool, and to access all Applications pages. Discrepancies between double-entered records can be resolved by a "reviewer" (i.e. someone not in a group) using the Data Comparison Tool. However, two records can ONLY be merged together when using the DDE module. So if it is necessary for a third party "reviewer" to merge the two records into a third record, then in that case the DDE module would be advantageous over using DAGs.
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Q273: How do I merge records when using double data entry?
A273: When both data entry person 1 and 2 have completed data entry for a record, someone with the reviewer role will access the Data Comparison Tool from under Applications on the sidebar. The review will select the record from the “Record ID” dropdown and compare the two versions and select the “click here to merge them” option.In the next step, REDCap will display all fields where the two versions of the record do not match. The reviewer will select to keep version 1, version 2, or to enter a new value. Once all items have been arbitrated, the reviewer will click the “Merge Record” button at the bottom of the screen to merge the records and create a new third record.
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Q274: In a project using the double data entry module, can I make changes in one of the merged records?
A274: A record can be merged only once. For example records "AA--1" and "AA--2" merge to create record "AA".After merging, the user in role Data Entry Person One can still make changes and only record "AA--1" will be changed.The person in role Data Entry Person Two can make changes and only record "AA--2" will be changed.A person in role Reviewer can view all three records that can be edited like any record in a database. The reviewer can use the Data Comparison Tool to see discrepancies in the three versions. The reviewer may then access the merged record and add data. What she adds in the "AA" record will not be added to either "AA--1" or "AA--2" unless she opens them and makes the addition. She can see, and make manual changes, but cannot use "merge"again.Analternative is to delete the merged version "AA", let the Data Entry people make changes themselves and then merge the records.
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Q275: As a double data entry Reviewer, how can I make sure the Data Entry personnel do not modify their records after I create a final merged record?
A275: If you do not want data entry personnel to update records after a review and merge, you can enable the User Right > "Lock/Unlock Records" for the Reviewers.  The Reviewers can then lock any records prior to a merge.  The data entry personnel without this right will not be able to make updates to the locked record without first contacting the Reviewer.
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Q276: How do I export only the merged records in a Double Data Entry project?
A276: When exporting records (or viewing a report) from a double data entry  (DDE) project, the exported record set will, by default, include three  records for every merged record (the first user's entry, the second  user's entry, and the merged record).To limit the exported (viewed) records to only the final merged version  of each record, follow these steps:1. Create a filter.2. Switch to Advanced Logic:3. Add this code: not_contain([record_id], "--")Note, change [record_id] to whatever field you are using as the record identifier.
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Q277: What is a Field Comment?
A277: When the Data Resolution Workflow is not enabled, the field comments, indicated by the balloon icon next to a field, are enabled by default. Any user with data entry rights can create comments. These comments are recorded in the Field Comment Log, which appears in the list of Applications.
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Q278: Can I edit the Field Comments?
A278: Yes. Field Comments may be edited and deleted. For all existing projects and all new projects created, the ability to edit/delete a field comment will be enabled by default. If users do *not* wish to allow this functionality, they may disable it for the project on the Project Setup > Optional Customizations popup.
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Q279: Are the Field Comments logged?
A279: Yes. All comments entered for the Field Comment Log and Data Resolution Workflow are now logged on the Logging page. In previous versions, the project Logging page noted the action performed and the record/event/field, but it did not explicitly display the comment entered.
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Q280: What is the Data Resolution Workflow?
A280: The Data Resolution Workflow, sometimes called a data query, is a process for managing and documenting resolution of data entry issues. This tool can be enabled in the "Additional Customizations" section of the Project Setup tab. A data query can be initiated on a data entry form by clicking the balloon icon next to a field, or in the Data Quality module when discrepancies are found. Individual users must be granted appropriate User Rights to open, respond to, or close data queries. Further instructions for using the Data Resolution Workflow can be found on the "Additional Customizations" section of the Project Setup tab and in the "Resolve Issues" section of the Data Quality module.
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Q281: Is it possible to import or export the data quality rules?
A281: Data quality rules can be imported and exported using the "Upload or download Data Quality Rules" button on the top right of the Data Quality Rules header box.
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Q282: Is it possible copy the Data Resolution Workflow (queries) into a new project when copying a project?
A282: It is not.
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Q283: Can I use the Participant List to collect anonymous survey data from participants?
A283: Technically, no. Data is not anonymous when collected using the Participant List; but it can be "coded" and "unidentifiable" to the project admins.REDCap's user interface has two separate modules for (1) sending emails and tracking responders/non-responders [Participant List] and (2) viewing data/responses. Through the REDCap interface, there is no link between the modules and no connection between the email address entered and the responses collected unless you enter unique values into the "Participant Identifier (optional)" field. The Participant Identifier field links the email address to the survey responses.To ensure confidentiality of the data, REDCap tracks responses by attributing it to an email address. If the Participant List > Participant Identifier field is not used, the project administrators are not privy to this information. Access to the association between the individual who took the survey and the survey responses is restricted in the database and can only be accessed by authorized privileged users(system engineers, database admins).**Important to know:There is a link "behind the scenes" and REDCap / REDCap support personnel (system engineers, database admins) are really acting as an "Honest Broker": information is provided to investigators in such a manner that it would not be reasonably possible for the investigator or others to identify the corresponding patients-subjects directly or indirectly. REDCap holds the key to the code.** If you truly need Anonymous Data, use the Public Survey Link.For the Participant List, the identifying emails can be forever stripped from the data with no way for anyone to go back and find out the identity of the individual from whom the data the was obtained. No re-identification is possible if you do the following:Export a copy of the REDCap dataset (so you have a copy of the data + date/time stamps if needed for future reference)EXPORT LIST for the Participant List to excelREMOVE ALL PARTICIPANTS from the Participant List. This will delete all links between the email addresses and data collected, INCLUDING survey date/time stamps. Date/time entered is still available in the Logging module.This ensures that identities cannot be reversed engineered in REDCap.**If data collection must be anonymous in "real time", then the Participant List should NOT be used.Use the Public Survey Link to collect anonymous survey data.It is recommended that you keep access to the Survey Distribution Tools tool restricted since a small number of respondents would be easily identifiable from the Participant List and the Add / Edit Records pages.Additional guidelines to help you collect unidentifiable coded survey data:Multiple Surveys: Be mindful that projects with multiple surveys present potential challenges to anonymous data collection.Only participants that answer the first survey will be able to respond to the follow-up surveys. If you wish to collect additional surveys for the non-responders, you will need to create additional REDCap projects with the follow-up surveys or you may have to open the survey using the link provided and save the survey without data (issue will be required fields).LACK OF DATA MAY INADVERTENTLY IDENTIFY PARTICIPANTS: If you are using the Participant List to send 3 surveys, a scenario may arise in which a high number of subjects respond to the first 2 surveys and only 1 or 2 subjects respond to the last survey.As you know, each exported record will contain a subject's response to all of the survey questions. In this scenario, you will need to be aware that the lack of data for the third survey can inadvertently identify a subject's identity and his/her responses to all prior surveys.For this reason,1. Do not EXPORT any of the project data until the survey in question is completed and closed.2. Before exporting survey data:Review the number of responses (for each survey in the project) and make a judgment as to whether or not enough responses have been received to ensure that subject identities can remain unidentified. This is particularly critical when using the Participant List, as this list will identify the individuals who have responded. A low count of responses could be problematic. Take care to ONLY export and view data from surveys that have a suitable number of responses. For example, if only one response has been received (and the Participant List identifies thatjsmith@yahoo.com<mailto:jsmith@yahoo.com> has responded), you will know that this single response belongs to that subject.Only export the data associated with a closed survey (both single and multi-survey projects). Once data has been exported, no further responses should be received or allowed.Also note: Projects containing data entry forms and surveys cannot be considered anonymous. Manually entered data needs to be identified by the team to be properly associated and linked with survey responses.
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Q284: Is there any tool to deter spam bot access to public surveys?
A284: REDCap provides a reCAPTCHA tool that can deter spam bot access to public surveys in REDCap version 8.11.0 and aboveThis feature allows users to utilize the Google reCAPTCHA functionality to help protect public surveys from abuse from "bots", which are automated software programs that might enter trash data into surveys. This feature must first be enabled by an administrator for the entire server. If your administrator has enabled it for use on your REDCap, you can choose to enable the Google reCAPTCHA functionality on the Public Survey page in your project. Once this is done, the public survey will display the reCAPTCHA checkbox and "I'm not a robot" text on a survey page prior to allowing the participant to view the public survey. This feature is not employed on any private survey links because those are unique to a record and thus would never be made publicly available like a public survey link would.A survey participant will never have to pass the reCAPTCHA test more than once per day on a given device/computer.
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Q285: What is the Survey Invitation Log?
A285: This log list participants who (1) Have been scheduled to receive invitation Or (2) Have received invitation Or (3) Have responded to survey.You can filter to review your participants response statuses.
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Q286: If I'm using the Participant Contact List to email survey invites and our mail server fails, REDCap may still return success messages even when no emails have been sent.  Can the error reporting be improved when sending emails?
A286: In general, the error reporting for sending emails probably cannot be improved.  The email sending process is embedded in a chain of events that involves different systems.  The REDCap application is far removed from some of the other systems and therefore cannot always know if a system at the delivery end sent the email.
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Q287: Is there a limit to the time that a participant has to complete a survey once they have clicked on the survey link?
A287: There is a time limit of 24 hours per page. If a participant selects the "!Save&Return" option, their link is active until the project admin closes/de-activates the survey.
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Q288: What is the "Start Over" feature for survey participants invited via Participant List?
A288: The survey page allows participants invited via the Participant List to start over and re-take the entire survey if they return to the survey when they did not complete it fully, but the "Start Over" feature is only available if the Save & Return Later feature is disabled or if it is enabled and the participant did not click the Save & Return Later button. .
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Q289: I only get a public link when the first survey instrument is a survey. Where can I find public links for the other surveys in my project?
A289: A public link is only possible when the first instrument is a survey. Only that survey can have a public link.All later instruments are considered a continuation of the earlier one(s). Later surveys capture different data, but are completed by the same people. So the later instruments can only ever be distributed via Participant List.If different respondents will complete the other surveys, then a separate project should probably be used for each group of respondents.
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Q290: Can email distribution lists or group email accounts be added to the Participant List to send survey invitations?
A290: You should not use REDCap's Participant Email Contact list with group email addresses or distribution lists.  The emailed invitations send only 1 uniquesurvey link per email address; therefore, only the first person in the distribution group who clicks on the email link will be able to complete the survey.For group distribution lists, you can:Email the general "public" survey link provided at the top of the "Invite Participants" page directly from your email account, orAdd each individual email address from the distribution list to the Participant Contact list.  You can copy/paste the emails from a list (word or excel) into REDCap.The advantages of using REDCap's Participant Contact list and the individual emails is that REDCap will track responders and non-responders.You'll be able to email only non-responders if you want to send a reminder.  With the general distribution email, you won't be able to track responses and participants will have the potential to complete the survey more than once.
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Q291: How can I review or cancel a scheduled survey reminder?
A291: On the Survey Invitation Log page, there is a checkbox for displaying the reminders. Check that box and then click the button to apply the filters. Then you can use the red x to delete the reminders.
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Q292: Is there a way to prevent someone from accessing a survey after you've sent them their link?
A292: There is no way to withdraw a sent survey link or deactivate a survey on the record level.You could create field in the project, "Block" as a yes/no question, and apply branching logic to all questions in the survey to only display is [block]<> "1". If you need to prevent a participant from seeing the questions, you could then select "Yes" on the block question in their record. As long as this was done before they clicked on the link, they would not see the survey questions to answer.If the survey is for an already-existing record and the record is deleted before the participant clicks on the survey link, the participant will receive the message "Thank you for your interest, but you are not a participant for this survey."
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Q293: If you've already sent survey invitations, can you change the Designate Email Field?
A293: Yes, but it will only affect future invites. If you need to update the email field for already scheduled invites, you must delete the invites and reschedule.
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Q294: How can I remove survey participants or multiple scheduled surveys?
A294: Once a survey invitation is in the Survey Invitation Log, the only way to get rid of them through the UI is to click on the red X next to each one.The easiest way to simply stop future surveys from going out is to add a new field call "Do not send further survey" in a "Control Center" form, and add that to the ASI condition and click "Ensure logic is still true before sending invitation?" in the Survey Invitation pop up boxThis effectively depends on "Ensure logic is still true before sending invitation?" to get the ASI condition to be re-check (and evaluate to false) just before the survey invitation goes out. Whether changes in ASI and the checkbox will affect invitation already in the queue I don't know. Hence, please check before you use it in anger.
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Q295: How do I manage multiple surveys Participant Contact Lists?
A295: For for projects with multiple surveys, there will be one participant list per survey.  You'll be able to select the survey specific to survey name and event (longitudinal projects).Participant List may be used to:Send emails to many participants at onceSend individual survey invites directly from a data entry formThe Public Survey Link and Participant List have been separated onto different pages within Survey Distribution Tools because they each represent a different method for inviting survey participants.Note: To be able to add participants directly to the Participant Contact List, the first data collection instrument (DCI) must be enabled a survey. All participants of all surveys must be added to the first survey of the project.  If the first DCI is not a survey, you can add an email address to the first DCI and use the feature "Designate an Email" which will auto-populate the Participant Contact List.
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Q296: How do I send out my survey?
A296: The most common methods to send out a survey are the Public Link and the Participant List. These methods are on the "Survey Distribution Tools" page, which is accessed through the project menu's Data Collection section.Public Link:This is a single survey link for your project which all participants will click on.  This link can be copy and pasted into the body of an email message in your own email client. It can also be posted to web pages. This is the most common method for large, anonymous surveys where you do not need to follow-up with survey respondents.Participant List:This option allows you to send emails through REDCap and thereby track who responds to your survey. It is also possible to identify an individual's survey answers by providing an Identifier for each participant. This is the most common method when you need to know who has responded so far and who hasn't.Designate an Email Field:You can capture email addresses for sending invitations to your survey participants by designating a field in your project. If a field is designated for that purpose, then any records in your  project that have an email address captured for that particular field  will have that email address show up as the participant's email address in the Participant List (unless an email address has already been entered for that participant in the Participant List directly).Using the designated email address field can be especially valuable when your first data collection instrument is not enabled as a survey while one or more other instruments have been enabled as surveys. Since email addresses can only be entered into the Participant List directly for the first data collection instrument, the designated email field provides another opportunity to capture the email address of survey participants.NOTE:If the participant's email address has already been captured directly in the Participant List, then that email address will supersede the value of the email field here when survey invitations are sent to the participant.Compose Survey Invite:This option is available on the Participant List and on survey data entry pages for individual records. This allows you to create and send the actual survey invitations.
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Q297: Can I remove survey invites in batch?
A297: Yes, you can do this in the Survey Invitation Log. Navigate to the log to see all the pending survey invitations. You can select a batch individually by checking the boxes in the far right column, or you can select all by clicking the checkbox directly above that column. If you select all, you can individually deselect invitations as well. Once you have selected your batch, use the "Delete all selected" button.
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Q298: If you make changes to piping, logic, email invite text, etc., will it update already scheduled invites?
A298: No. You may have to delete scheduled invites and reschedule. And don't forget the reminders! They are not displayed by default.
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Q299: Can email addresses be removed from the participant list after the survey is completed?
A299: Email addresses cannot be removed from the participant list after the survey is completed. However, they can be edited to a placeholder email address if you need to remove the potential identifier.
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Q300: For a multi-arm survey, how can I have the public survey link for different arms point to different instruments?
A300: REDCap will only create public survey links for a single instrument.In a single arm project, the public survey link will be created for the first instrument.In a multiple-arm project, the public survey link will be created for the first instrument in the first arm, and for that same instrument in every other arm.If you want to have the public survey link for different arms point to different instruments, one workaround is to make the first instrument be nothing but a descriptive field with instructions and then use auto-continue to reach the actual survey that you want to be first for each arm.
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Q301: Can I pre-fill survey questions so that some questions already have values when the survey initially loads?
A301: Yes, this can be done by multiple different methods, described below.1.Use an Action Tag:'@DEFAULT' can be used to pre-fill (populate) a field on a survey. To use this Action Tag, go to design mode for the survey and refer to Action Tag help on @DEFAULT for available options.Note: The @DEFAULT tag will only pre-fill fields on surveys thatdo notyet contain any saved data.2.Append values to the survey link:The format for adding URL parameters is to add an ampersand (&) to the end of the survey link, followed by the REDCap variable name you wish to pre-fill, followed by an equals sign (=), then followed by the value you wish to pre-fill in that question.For example, if the survey URL ishttps://redcap.vumc.org/surveys/?s=dA78HMthen the URL below would pre-fill "Jon" for the first name question, "Doe" for last name, set the multiple choice field named "sex" to "Male" (whose raw/coded value is "1"), and it would check off options 2 and 3 for the "race" checkbox.https://redcap.vumc.org/surveys/?s=dA78HM&first_name=Jon&last_name=Doe&sex=1&race___2=1&race___3=1Note1:This method is more likely to be used for public survey links, as opposed to when participant- or record- specific survey links are used, such as when using the Participants List or an Automated Survey Invitation to send survey invitations.This is because there may be no opportunity to modify the survey links sent to participants via these methods.Note2: This option only works for thefirst page,if it is a multi-page survey.WARNING: This method is not considered secure for transmitting confidential or identifying information (e.g. SSN, name), even when using over SSL/HTTPS.If you wish to pre-fill such information, it is highly recommended to use method 3, below.3.(for programmers and web developers)Submit an HTML form to a REDCap survey from another webpage:This method is for pre-filling survey questions by posting the values from another webpage using an HTML form. This webpage can be *any* webpage on *any* server. See the example below. The form's "method" must be "post" and its "action" must be the survey link URL. The form's submit button must have the name "__prefill" (its value does not matter). Each question you wish to pre-fill will be represented as a field in the form, in which the field's "name" attribute is the REDCap variable name and its value is the question value you wish to pre-fill on the survey page. The form field may be an input, text area, or select field. (The example below shows them all as hidden input fields, which could presumably have been loaded dynamically, and thus do not need to display their value.) If submitted, the form below would pre-fill "Jon" for the first name question, "Doe" for last name, set the multiple choice field named "sex" to "Male" (whose raw/coded value is "1"), and it would check off options 2 and 3 for the "race" checkbox. In this example, the only thing that would be seen on the webpage is the "Pre-fill Survey" button.< form method="post" action="https://redcap.vumc.org/surveys/?s=dA78HM">< /form>
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Q302: Can I send survey invites via text message?
A302: REDCap has the capability to make voice calls and send SMS text messages to survey respondents by using third-party web services. The two third-party companies that can be enabled to work with REDCap are Twilio (www.twilio.com) and Mosio (www.mosio.com). When these features are enabled on a REDCap project, you could invite a participant to take a survey by sending them a SMS message (Mosio and Twilio) or by calling them on their phone (Twilio only). There are many different options available for how you can invite participants and how they can take your surveys, either as a voice call survey or as an SMS conversation.The use of Twilio and Mosio are at the discretion of your institution and may require legal agreements between your institution and the third party vendor.  If you do not see the option to enable "Twilio SMS and Voice Call services for surveys and alerts" or the option to enable "Mosio SMS services for surveys and alerts" on the "Project Setup" page under the "Enable optional modules and customizations" section, contact your local REDCap Administrator for more information.For those not using either Twilio or Mosio, there are many providers that may let you convert an email into an SMS. You have to register your email address with them for billing, then you construct your messages using a particular pattern, e.g.To: [recipient's mobile number]@provider.comBody: The message textThis mechanism would work fine from within REDCap - even for automated invitations - although the built-in text containing the survey link may not be particularly nice in an SMS. Contact your REDCap Administrator who may be willing to adjust the language file.
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Q303: What is the difference between the two MyCap apps?
A303: The version simply called "MyCap" (purple logo) is a new version of MyCap was released in September of 2023 as a full app re-write in the cross-platform Flutter framework. This new version offers many new functionalities including:Longitudinal project supportParity in active tasks for Android and iOSSupport of rich text in REDCap field labelsAbility to embed hyperlinks within field labelsParticipant dashboard of overdue, future, and completed tasksSupport of image and video capture, as well as upload from device's gallery from iOS and AndroidAbility for participants to switch devices and retain their place in project after rejoiningSupports multiple users on a single deviceView full list of new featureshere.Please note that the new MyCap App has a minimum version requirement of REDCap v13.10.0.The version called "MyCap Classic" (black logo) is the original MyCap app that was replaced by the new MyCap app. It continues to be available for participants that were already using it and institutions still on older versions of REDCap.
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Q304: How is MyCap Different from REDCap Mobile?
A304: MyCap is an application installed on a participant's mobile device so the participants can complete data collection instruments, surveys, and other tasks remotely and over a period of time.Alternatively, theREDCap Mobile Appis primarily used when an internet connection is unavailable or unstable. The REDCap Mobile App requires a REDCap login and is typically downloaded to the study team's mobile device and taken to the participants - it is not downloaded to a participant's device.
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Q305: How does MyCap work?
A305: MyCap is a standard feature of REDCap v13.0+. Data is collected from participants through the app via customizable surveys and the automated administration of active tasks (activities performed by participants using mobile device sensors). All data collected in the MyCap App is automatically sent back to the REDCap server as soon as internet connection is available (i.e., it can also be used for offline participant data collection). Frequent data collection is strongly encouraged for MyCap usage.MyCap also facilitates participant engagement and retention by providing quick access to project staff and secure two-way communication (e.g., messaging and announcements) within the App.For more information about MyCap, check out theMyCap website,publication,resources,videos, and a list ofMyCap use cases.
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Q306: What is MyCap?
A306: A tool for researchers-a customizable participant-facing mobile application freely available to capture patient reported outcomes based on a REDCap project.A tool for participants-a centralized study 'home' (app) for information and actions that facilitates continuous participant engagement and participant retention. It is available on iOS devices (iOS v11.0+) and Android (v5.0+) at no-cost.
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Q307: Does MyCap use any 3rd party services?
A307: The MyCap AppMyCap App uses Firebase Analytics, Crashlytics, and Cloud Messaging. Firebase generates its own identifiers that live on the participant's device. There is no way for Vanderbilt to link a MyCap participant code to a Firebase user identifier. Participant meta-data stored in Firebase cannot be linked to participants in your project.Messages sent to and from a participant are transmitted via the MyCap API, not Cloud Messaging. Cloud Messaging simply handles push notifications and the push notification message is always "You have a secure message waiting."
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Q308: Could you describe the security features of MyCap?
A308: Participant data is stored locally on the device in an AES-256+SHA2 encrypted database. Data remains on the device if an internet connection is not available. Applies to both iOS and Android devices.When an internet connection is available, data is transmitted directly to REDCap using a SSL (TLS v1.2) connection. A hash-based message authentication code (HMAC) is used to verify the integrity of the data and to authenticate the sender.Participant entered data (i.e. task responses) are not stored or sent anywhere else. Data exists on the participant's device or on your server.Data is wiped from the device after the MyCap app verifies that data has been successfully transmitted. Note that there is an optional MyCap feature that lets a participant see some of the data s/he has entered for an individual task/instrument/survey. By default, data is wiped.Participants create a 6-digit PIN that is used to open the App. A participant can disable the PIN feature.Also see security and architecture overviews below.Security PDFDownloadArchitecture PDFDownload
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Q309: Can MyCap support remote participant setup/enrollment?
A309: Yes. For fully remote trials, use Dynamic Links for onboarding participants as everything can be done from a single mobile device. You can review the table on Participant Onboarding Procedures in the question "How do I decide whether to onboard participants via Dynamic Links or QR Codes?"
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Q310: Can I automatically disseminate the MyCap Dynamic Link or QR Code to participants?
A310: Yes. MyCap provides text and/or HMTL that can be used to automatically trigger the dissemination of the Dynamic Link and/or QR Code for participants. After copying the text/HTML, it can be inserted as (a) Survey Completion Text that is displayed after a survey is completed or (2) REDCap Alerts and Notifications that are automatically triggered once logic is met (e.g., a record is created or saved).In REDCap, the text is provided under MyCap Participant Management > Participant List > Invite Participants.  This is the method you use if you see MyCap as one of the options in the first box on the Project Setup page.In the MyCap External Module, first set the trigger for when the QR code or Dynamic Link should be generated under MyCap External Module > Configure App > Setup. Once that is set, locate the HTML to use in Survey Completion Text and /or Alerts and Notifications under MyCap External Module > Participants > Participant Access Information. Check out ourGetting StartedQuick Guide for instructions on setting up the automated emails.
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Q311: What happens when participants scan a MyCap QR Code?
A311: Participant must scan the QR Code using the MyCap App, not their device's camera. After scanning the QR Code, the MyCap App immediately takes the participant through several setup screens, including the project's About Screen(s).
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Q312: What information is in the MyCap QR code?
A312: The QR code contains three data elements: the participant ID, REDCap project ID, and an institution ID. Researcher teams can view each participant's unique QR code in their MyCap online interface on each Participant's Profile.
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Q313: What happens when participants click on a MyCap Dynamic Link?
A313: If Participant hasn't installed the MyCap App:If participant has installed MyCap but hasn't joined any projects:If participant is using MyCap for other projects:Participant is redirected to Google Play or Apple Store to install the MyCap App. Once they have installed the app, they are redirected to the MyCap home page where they can click "Join project".MyCap is opened once they click the URL and participants press join project. Participant is redirect to Dynamic Link page and presses "join project".MyCap opens to an existing project. Participants navigate to their profile and click "Join another project". Participant is redirect to Dynamic Link page and presses "join project".
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Q314: How do I send a MyCap participant their Dynamic Link?
A314: Dynamic Links can be sent to participants via email, such as REDCap's Alerts & Notifications or text, if using a third-party service like Twilio (see ** under table above), or a Dynamic Link can be set to appear in the "Survey Completion Text" after a REDCap survey is completed.
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Q315: What is a MyCap Dynamic Link?
A315: MyCap leverages Google's Firebase Dynamic Links that allow participants to click on a URL to join a MyCap project, even if they do not yet have MyCap installed. This allows participants to join projects without requiring the use of QR Codes and helps decrease accessibility barriers to MyCap.
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Q316: How do I decide whether to onboard participants to MyCap via Dynamic Links or QR Codes?
A316: Participant Onboarding ProcedureRecommend Method for Joining MyCapDetailsIn-person screening completed on study team device (e.g., computer, tablet)QR Code displayed at the end of a survey*The participant can scan the QR Code displayed at the end of the survey and displayed on the study team's device. Participants can scan the QR Code using their personal mobile device.In-person screening using the participant's device (e.g., filling out online intake survey)Dynamic Link displayed at the end of a survey* or sent via email or text**If only the participant's personal mobile device is available for the intake, it is recommended that the Dynamic Link be displayed at the end of the survey so the participant can simply click to join the project.Note: Dynamic links will automatically point participants to MyCap Classic on projects < REDCap v13.0. If your project is on the newest MyCap app (purple logo), participants must join via QR code.Fully remoteDynamic Link displayed at the end of a survey* or sent via email or text**The participant may not have separate devices to complete the survey and scan a QR Code. If they are using their phone to complete an intake assessment, the Dynamic Link can appear after the survey is completed. Alternatively, it could be sent to the participant which they can pull up on their phone to join the project.*Enter HTML provided into Survey Settings> Survey Completion Text** REDCap has the capability to send SMS text messages for Alerts & Notifications by using a third-party web service named Twilio (www.twillio.com) or Mosio (www.mosio.com). To use this feature, you must have a paid Twilio/Mosio account as there is a cost for each phone call made and for each SMS message sent. Not all institutions all the user of Twilio and/or Mosio--reach out to your REDCap administrator with any questions on these services
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Q317: What information is included in the MyCap Dynamic Links and QR Codes?
A317: The Dynamic Links and QR Codes contain three data elements: the participant ID, REDCap project ID, and an institution ID. Researcher teams can view each participant's unique QR Code in their MyCap online interface on each Participant's Profile.
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Q318: How do participants join a MyCap project?
A318: Each participant using MyCap must have a record ID in the REDCap project before they can join the project in their MyCap App. After the participant's record is created, participant's access can be granted via a unique QR Code or Dynamic Link (i.e., hyperlink). Participant records can be created by having the participant complete an intake survey (recommended). Alternatively, research teams can add (or import) participants directly in REDCap or directly into MyCap.
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Q319: What is an active task in MyCap?
A319: MyCap supports active tasks in seven distinct categories. This includes activities related to motor skills, fitness, cognition, speech, hearing, hand dexterity, and vision. Please note that unlike the MyCap App released in September of 2023 (purple logo), MyCap Classic does not offer parity in Active Tasks.Click hereto view which tasks are available in iOS versus Android.
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Q320: Can participants send messages to the REDCap team via the MyCap app?
A320: Yes, participants can send messages via their MyCap App (both MyCap and MyCap Classic) to the REDCap users on a project. REDCap users are NOT currently notified when a participant sends a message.In REDCap 13.0+, REDCap admins and users with "MyCap Participant Management" rights can view messages from any participant/record. When a message is received, a badge displays beside "MyCap Participant Management" to indicate if there are unread messages.From MyCap Participant Management --> Messages, REDCap users can view Messags received from participants. REDCap users can indicate whether the message has been reviewed by clicking the "Action Needed" toggle.
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Q321: Can I message participants via the MyCap app?
A321: Yes, MyCap provides in-app messaging between REDCap users and participants. When messages are sent to a participant in the MyCap app released in September of 2023 (purple logo), they receive a push notification on their device that says, "New Message: Secure message is waiting for you" (assuming the participant allows MyCap to deliver push notifications). When messages are sent to a participant in MyCap Classic, they receive a push notification on their device that says, "You have a secure message waiting" assuming the participant allows MyCap to deliver push notifications).The participant may read the message after opening the MyCap App. If the participant does not allow push notifications, he or she will still be able to read the message but will not see the notice indicating a new message is available.Additionally, project-wide Announcements can be used to send a message to all participants in a project. All announcements are visible to participants even if they join the project after the announcement is sent. The announcement date is included.
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Q322: Can I schedule notifications regarding tasks or overdue tasks in MyCap?
A322: No. MyCap cannot yet send reminder notifications for incomplete tasks. MyCap currently sends notifications for tasks at 8 AM on the day the task is schedule to occur. However, the MyCap App released in September of 2023 (purple logo) displays "Overdue" tasks in a distinct tab.
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Q323: When do push notifications go out in MyCap, and can I change it?
A323: There are two types of notifications for mobile apps, local notifications and push notifications. A local notification is scheduled by the device and will be seen when a participant is online or offline. A push notification is sent from a server to the device and can only be received when a participant is online. Push notifications sent when a participant is offline will be saved until the participant is online.MyCap uses local notifications for scheduling tasks. Participants will receive a local notification at 8AM with the message "You have an activity to complete today." Currently the 8AM notification time cannot be changed, but adding flexibility is very high on our list of priorities.MyCap uses push notification when a researcher sends an ad hoc message to a single participant or an announcement to all participants. These can be sent anytime but they cannot be scheduled to send at a scheduled time in the future.
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Q324: Is MyCap available at all institutions?
A324: MyCap is a built in part of REDCap since REDCap version 13.0+. However, individual institutions can choose whether or not to enable MyCap on their systems. If you do not see MyCap on your system, you will need to reach out to your institution's REDCap administrator to learn more about the local policies and procedures regarding MyCap.
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Q325: What versions of iOS and Android are compatible with MyCap?
A325: MyCap is compatible with iOS versions ≥ 11.0 and Android versions ≥ 5.0.
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Q326: Can I enable MyCap on an existing project?
A326: Yes. MyCap can be enabled on all new or existing REDCap projects as long as you are operating on REDCap v13.0+. Additional configuration will be needed to enable Instruments for MyCap.If you do not see the option to enable MyCap, reach out to your local REDCap administrator.
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Q327: Who can create projects compatible with MyCap?
A327: MyCap can be enabled on all new or existing REDCap projects as long as operating on REDCap v13.0+. Additional configuration will be needed to enable Instruments for MyCap.If you do not see the option to use MyCap, reach out to your local REDCap administrator.
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Q328: How do I get started with MyCap?
A328: Set up your REDCap project.Under Settings --> Project Setup press "Enable" next to, "Use the MyCap Participant-Facing Mobile App?". You may need to wait for administrator approval to enable MyCap. Once MyCap has been enabled on your project, you will see a "MyCap Participant Management" section in the left-hand menu in REDCap.For guidance on how to configure your project for MyCap, you can access a detailed Help document from the Project Setup page by clicking on "Learn More about MyCap" or review brief instructions in the Design and Configure the MyCap App section under [View MyCap Initial Instructions].If you do not see an option for MyCap, reach out to your local REDCap administrator.
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Q329: Are MyCap app users able to change the app's language?
A329: Yes, MyCap Classic offers application-wide language rendering options for English, Spanish, Brazilian, Portuguese, and French. The MyCap App released in September 2023 (purple logo) does not have any language translations, but they will be available soon.
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Q330: Can you put HTML in field labels in MyCap?
A330: This is not available in MyCap Classic but is available on the new MyCap App. Field labels will appear as formatted using the RichText editor.
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Q331: Is piping supported in MyCap?
A331: Piping is not currently supported in MyCap.
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Q332: Can I use action tags and smart variables with MyCap?
A332: MyCap is not compatible with REDCap's smart variables, piping,  special functions, and most action tags. MyCap does honor the @HIDDEN action tag and does have a number of unique action tags specific to MyCap. For example, the @MC-FIELD-FILE-IMAGECAPTURE action tag applied to a REDCap File Upload field would allow a participant to capture a photo using their device's camera. View the list of MyCap action tags in the REDCap action tag help text (if using REDCap 13.0 on a project) or from the MyCap Participant Management> Help > Annotations.
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Q333: Is branching logic supported in MyCap?
A333: Yes, branching logic within a single instrument is supported. Single-statement ([foo] = 1) branching logic has always been supported. Complex branching logic ([foo] = 1 AND ([bar] > 2 OR [baz] = 'Hello')) is available since MyCap Android v1.5.1 and iOS v2.5.0. However, mathematical functions "([foo] > ROUND(2.5)" are not supported. Branching logic between instruments is not yet supported.
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Q334: What happened to the MyCap External Module?
A334: The MyCap External Module, the original operational format of MyCap, was retired on June 30, 2023. This was done in light of the release of MyCap as a standard feature in REDCap in December of 2022. Utilizing MyCap as a feature of REDCap rather than as an External Module provides several advantages including:Streamlined features and a more intuitive setup process in a single interfaceIntuitive indicators in REDCap when participants send messages to project teamsSimplified processes for generating participants' QR codes/dynamic linksEmbedded MyCap resources that help REDCap users configure their projects independentlyFunctionality that honors Data Access Groups in MyCap messaging and participant listsEnhanced user rights that allow for limiting a user's ability to a) configure tasks and the app design and/or b) communicate with participants via MyCap messages and announcementsThe External Module is still operational but no longer receives feature updates or bug fixes. Watch thisvideoto learn how to migrate your project from the External Module to MyCap in REDCap.
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Q335: What are the plans for the former MyCap App (MyCap Classic)?
A335: MyCap Classic (black logo) will be retired in August of 2024. Up until that point, the MyCap team will only provide app support in the form of major bug fixes (e.g., participants are unable to join a project or data is not syncing). After the app retires, however, they will not provide any support for the app. The app will remain on the Google Play and Apple App Stores and study teams can choose to continue using it, but must know that it will begin to depreciate overtime. Use of MyCap Classic after its retirement is therefore strongly discouraged. All projects are encouraged to migrate to the new MyCap App (purple logo) by August 2024.
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Q336: Which version of the MyCap App should I use?
A336: All projects that will capture data after August 2024 should direct participants to use the new MyCap App instead of MyCap Classic. However, the app that your project points to depends on your institution's REDCap version and when the project was created:Projects enabling MyCap prior to September 2023 directs participants to the MyCap Classic App by default.Usethis guideto transition your project and existing participants to the new MyCap App.If your institutional REDCap instance is 13.10 or greater:All studies created after September 2023 will automatically direct participants to join the new MyCap App (purple logo).If your project was created prior to September 2023, you can transition your project and participants to the new app usingthis guide.
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Q337: How do I delete a project from new MyCap app (Android)?
A337: To delete a project first select your profile then swipe left on the project you want to delete from the list. Projects can only be deleted before a project has been selected, while you are on the screen right after entering your PIN.
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Q338: Can you designate a phone number for sending text messages or making voice calls to invite participants to complete a survey that overrides the project-level email invitation or text message/voice call settings?
A338: REDCap allows you to set asurvey-specific email invitation fieldinSurvey settingsto override a project-level email invitation field. But there is no comparable feature in Survey settings to designate a phone number to override a project-level email invitation or text message/voice call settings.As an alternative, you can use an Alert to invite a participant to complete a specific survey (or surveys) in your project via SMS text message or voice call. Click onAlerts & Notificationson the left margin of the page after opening your REDCap project. Then click on the button labeled+Add New Alert. Complete Step 1 (Triggering the Alert) and Step 2 (Set the Alert Schedule). In Step 3 (Message Settings), you can set the Alert Type as an email, SMS text message or voice call.
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Q339: Can you designate a project-level phone number for sending text messages or making voice calls to invite participants to complete surveys?
A339: REDCap has the capability to make voice calls and send SMS text messages for surveys and for Alerts & Notifications by using a third-party web service named Twilio (www.twilio.com). In this way, you can invite a participant to take a survey by sending them an SMS message or by calling them on their phone, in which the data will be collected in REDCap directly from their phone without having to use a webpage.To use this feature, you must1) set up your own Twilio accountatwww.twilio.com. Once your Twilio account has been created, you must2) fund your account with some money(using the Billing page in Twilio) and then3) purchase a phone numberto be used for your REDCap project (see the Numbers page in Twilio).Once a phone number has been purchased for the account, you'll have to register it for A2P 10DLC--work with your REDCap administrator on your institution's process. Then, obtain theAccount SIDandAuth Tokenfor your account (see the API Credentials section on the main Account Settings page). Only a REDCap administrator can enable Twilio services for your project. The administrator will need the Account SID, the Auth Token, and the phone number to enable Twilio for your project.Once your REDCap project is connected to your Twilio account, you can then configure how you want to use Twilio in your project. In general, not much is different between administering a survey normally in REDCap and using Twilio SMS/voice calls, except that you additionally choose how your survey invitations are delivered. The following choices are available: 1) Initiate survey as voice call, 2) Initiate survey as SMS conversation, 3) Send survey invitation with survey link via SMS, 4) Send survey invitation via SMS to take survey as voice call (respondent makes call), and 5) Send survey invitation via SMS to take survey as voice call (respondent receives call when replying via SMS). Any or all of these invitation delivery methods can be utilized within a single project. The choice of delivery method completely depends upon how you want to collect data from your participants.
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Q340: Is there any way to organize files in the file repository, such as a folder tree or section headers?
A340: Yes, those with user rights to the File Repository may use the "Create folder" button to create additional folders. The table headers are clickable and will adjust the sorted order (e.g., clicking "Name" will sort folder/file names alphabetically). To navigate to a folder, select the name of the folder. To navigate back, select "All Files".
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Q341: What are the User Rights that can be granted/restricted?
A341: Basic PrivilegesExpiration Date:Automatically terminates project access for the user on date selected. If left blank, no expiration will be enforced on user account.Highest level privileges:Project Design and Setup:Grants user access to the project setup page allowing users to change/delete instruments within the project as well as modify project settings including project features and modules. This should be allocated only to trained study members and should be limited to a very few users per study. At least one team member per study should have this right.User Rights:Grants user access to change the rights and privileges of all users on a particular project, including themselves. Also allows users to add new users to the project.WARNING: Granting User Rights privileges gives the user the ability to control other users' project access. This user should be very trusted and knowledgeable about the project and REDCap. Giving user rights to team members should be a carefully thought-out decision. The consequences of poor user rights assignments could be damaging to both the security and integrity of your project. For instance, giving record deletion or project design rights to an unqualified person could result in data loss or database integrity issues.Potential to access PHI: YES. User can change own User Rights and grant access to any module where PHI can be viewed or downloaded to a device.Data Access Groups:Grants user access to create and add users to DAGs. DAGs are often used for multisite studies, allowing the ability to place barriers between sites' data (i.e. group A cannot see, export, or edit group B's data). Users can be assigned to multiple DAGs at the same time.WARNING: Assigning yourself to a DAG will result in losing the ability to access and update other users to DAGs. Therefore, user with this privilege should be able to see all project data regardless of group.Other privileges:Manage MyCap Participants:Grants user access to the MyCap Participant Management page including the ability to invite/add participants, message participants, message history, and various other MyCap related functionality.NOTE: This user right will only appear if MyCap is enabled on the project. MyCap may not be available at all REDCap institutions. Please contact your REDCap administrator if you have additional questions.Potential to access PHI:YES. Messages with participants may contain PHI.Survey Distribution Tools:Grants user access to manage the public survey URLs, participant contact lists, and survey invitation log.NOTE: This user right will only appear if surveys are enabled on the project.Potential to access PHI:YES. Email addresses and phone numbers (PHI) may be listed for the participant contact lists and invitation logs. Emails can be downloaded to a device.Alerts & Notifications:Grants users the ability to accessthe Alerts & Notifications page including adding/editing Alerts and viewing the Notification Log of past and future alerts.Potential to access PHI:YES. Email addresses and phone numbers (PHI) may be listed for the Notification log. Alert logs can be downloaded to a device.Calendar:Grants user access to view project calendar and add, view, and update participants schedules.Potential to access PHI: YES. PHI can be entered and viewed in the "notes" field. Data entered can be printed to PDF and downloaded to a device.Add/Edit/Organize Reports:Grants user access to build reports within the project.NOTE: If user does not have access to a data collection instrument that the report is pulling data from, those fields will not appear in the report.Potential to access PHI: YES. Depending on Data Viewing Rights, PHI can be viewed.Stats & Charts:Grants user access to view simple statistics on each field in the project in real time.NOTE: If user does not have access to a data collection instrument, that instrument will not be listed on the page.Potential to access PHI: YES. Depending on Data Viewing Rights, PHI can be viewed.Data Import Tool:Grants user access to download and modify import templates for uploading data directly into the project bypassing data entry forms.WARNING:This will give the user the capability to overwrite existing data in bulk.Data Comparison Tool:Grants user access to see two selected records side by side for comparison.Potential to access PHI: YES. PHI can be viewed. Data can be printed and downloaded to a device. ALL data discrepancies for all fields in project are displayed and can be downloaded to user with access to this module " NOT linked to Data Viewing Rights or Data Export RightsLogging:Grants user access to view the audit trail for a project. This log records all occurrences of changes for the project including page views.Potential to access PHI: YES. ALL data entered, modified, and deleted is listed in module. Can be viewed and downloaded to a device.File Repository:Grants user access to upload, view, and retrieve project files and documents (ex: protocols, instructions, announcements). In addition, it stores all data and syntax files when data is exported using the Data Export Tool.WARNING: While users with restricted data export rights will not be able to access saved identified exports, they will be able to view any other sensitive information stored in the file repository such as photos or scanned documents.Potential to access PHI: YES. Depending on Data Export Rights, PHI can be downloaded to a device.Randomization " Setup:Grants users the ability to access the Randomization Setup page which allows users to define the randomization model and download/upload randomization allocation tables.Note: This user right will only appear if Randomization is enabled on the project.Randomization " Dashboard:Grants users the ability to access the Randomization Dashboard page which gives an overview of used/not used randomization allocations for the project.Note: This user right will only appear if Randomization is enabled on the project.WARNING: Access to this module will show which records were assigned to each randomization group and result in unblinding.Randomization " Randomize:Grants users the ability to randomize records for the project.Note: This user right will only appear if Randomization is enabled on the project.WARNING: This right gives the user the ability to view and modify existing data already collected for the randomization strata fields (if stratification is used) when they are performing the randomization, even if they do not specifically have form-level rights to view the form on which a strata field exists.Potential to access PHI: YES, if PHI (such as location) is used in stratification, the user may be able to see it regardless of form-level rights.Data Quality " Create & edit rules:Grants user access to create and edit custom data quality rules.Data Quality " Execute rules:Grants users the ability to execute or run data quality rules. These rules could be either the default data quality rules or already saved custom data quality rules.NOTE: If user does not have access to a data collection instrument that the query is referencing, access will be denied for query results.Potential to access PHI: YES. Depending on Data Viewing Rights, PHI can be viewed.API " API Export:Grants users with API tokens the ability to use the API interface to extract data from the project.NOTE: Data Export Rights for the user will still apply to all data exported using the API.API " API Import/Update:Grants users with API tokens the ability to use the API interface to create and/or modify data for the project.NOTE: Data Viewing Rights for the user will still apply to all data modified.Settings pertaining to the REDCap Mobile App:REDCap Mobile App " Allows users to collect data offline in the mobile app:Allows users to initialize a project and collect data on a device using the Mobile app.NOTE: Mobile app has password restrictions to access project. This user right will only appear if the REDCap Mobile app is enabled at your institution. Please contact your REDCap administrator if you have additional questions.REDCap Mobile App " Allow users to download data for all records to the app:Allows users to download data from REDCap to a device using the Mobile app.NOTE: Data Viewing Rights for the user will still apply. Mobile app has password restrictions to access project. This user right will only appear if the REDCap Mobile app is enabled at your institution. Please contact your REDCap administrator if you have additional questions.Potential to access PHI: YES. Users may be able to view PHI on Mobile device depending on data viewing rights.Settings pertaining to project records:Create Records:Grants user access to add record and data to database.Rename Records:Grants user access to change key id of record.WARNING: Should only be given to trained staff - can cause problems in data integrity.Delete Records:Grants user access to remove an entire record.WARNING:Records deleted will be permanently deleted. Should only be given to trained staff.Settings pertaining to record locking and E-signatures:Record Locking Customization:Grants user access to "Customize & Manage Locking/E-signatures" module.NOTE: Will only be applicable to users with Lock/Unlock rights. Sometimes used for regulatory projects to provide "meaning" to the locking action.Lock/Unlock Records (instrument level):Grants user access to lock/unlock individual instruments based on 3 levels of privileges.Disabled:User CANNOT lock/unlock instruments.Locking/Unlocking:User can lock/unlock instruments.Locking/Unlocking with E-signature authority:User can lock/unlock an instrument with the ability to apply an e-signature to forms.Lock/Unlock *Entire* Records (record level):Grants user access to lock/unlock an entire record from editing. Users without this right will not be able to edit any form on a locked record.Privileges for Viewing and Exporting DataData Viewing Rights:Grants user access toview data in REDCapon an instrument-by-instrument basis based on 4 levels of privileges.No Access:Instrument and data hidden from view.Read Only:user may see instrument and data but will not be able to edit.View & Edit:user may view and make edits to instrument and data.Edit Survey Responses:user may edit instrument and data even if the instrument was filled out as a survey.WARNING:The data viewing rights only pertain to a user's ability to view or edit data on the web page. It has NO effect on what data is included in data exports or downloaded to a device.Potential to access PHI: YES. If access to a form with PHI is "Read Only" or "View & Edit", user will be able to view PHI.Data Export Rights:Grants user access to export data from REDCap on an instrument-by-instrument basis based on 4 levels of privileges.Data may be exported to one of the 5 default programs in REDCap (SAS, SPSS, R, Stata, Excel).No Access:user is unable to export any data from instrument, along with all tagged identifiers.De-identified:Allows exporting of data with shifted dates even if they are not marked as identifiers. Non-validated text fields and note fields (free text) are automatically removed from export.Remove All tagged Identifier Fields:ONLY removes fields marked as identifiers and does NOT automatically remove non-validated text fields or field notes and does NOT date shift. In reports and API data exports, any fields that have been tagged as "Identifier" fields will be removed from the export file. In the PDF exports, it will include the Identifier field, but it will be indicated with [*DATA REMOVED*].Full Data Set:All data may be exported for that instrument including all identifiers and free form text fields.WARNING: The "de-identified" and "remove all tagged identifier field" options are contingent upon correctly flagging identifiers in each field. It is advised to mark all PHI fields as identifiers and restrict export access to "de-identified".NOTE: REDCap is a web-based system. Once data is downloaded from REDCap to a device (ex: computer, laptop, mobile device), the user is responsible for that data. If the data being downloaded is protected health information (PHI), the user must be trained and knowledgeable as to which devices are secure and in compliance with your institution's standards (ex: HIPAA) for securing PHI.Potential to access PHI: YES. PHI can be exported and downloaded to a device. Exporting data is NOT linked to Data Viewing Rights. User with Full Export Rights can export ALL data from all data collection instruments. Please see "Data Exports, Reports, and Stats" FAQ for additional info.
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Q342: When I increase the font size on my data collection instruments using HTML tags it is not reflected when I print a pdf. Is there any way to increase the font size in the pdf?
A342: No. The pdf prints in standard format and does not print the formats created with the HTML tags.
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Q343: How can I export the graphs and charts to use in presentations?
A343: You can "Print page" link at the top of the page and print to Adobe (tested with Adobe Acrobat Pro). Once you have an Adobe file, right click on the graphs and "save image as". You can then paste into MS Word and Power Point.You can also "Print Screen" (Alt-Print Screen in Windows or Ctl+Cmd+Shift+4 in Mac) to copy to the clipboard and paste in MS Word and Power Point. The graphs can be manipulated as images.
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Q344: Is there a way to specify variable lengths for different variable types for example when reading in the csv file into the SAS editor?
A344: When exporting data, the format statements in REDCap's SAS editor specify that text fields have a length of 500 and numeric fields are set to BEST32.  However once you read the data set into SAS you can run a macro that will specify the "best" length for character variables and numeric variables.
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Q345: Can I export all my data as PDFs or do I have to download each subject's PDF individually?
A345: You may export data for all records in a project into a single PDF file.  This option is on the Data Export Tool page.  The file will contain the actual page format as you would see it on the data entry page or survey and includes all data for all records for all data collection instruments.
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Q346: Can I export data in Development to practice this function?
A346: Yes. It is recommended that you export your test data for review prior to moving your project into Production. In development, all the applications function like they would in Production; however changes in Production cannot be made in real time. So it's best to make sure your database is tested thoroughly, including the data export.
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Q347: What are the dark gray sections of my report?
A347: When viewing reports in longitudinal projects, any fields displayed in the report that are not designated for that particular event (i.e., row in the report) will be grayed out to show that the field is not designated. This makes it easier for users to discern if a field's value is not applicable or if it is missing.
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Q348: Can I copy my report over to another project?
A348: Not if the project already exists. You can copy all reports into a copy of your project as an optional setting during the copying process.
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Q349: Can I include the survey identifier field and survey time stamp fields in my report?
A349: Yes. Time stamps and survey id are not included in reports by default. You can enable it in step 2 "Additional fields" of the "Create New Report" tab.
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Q350: Why can I order the results three times (e.g. First order by last name, then first name, finally middle name)?
A350: This is useful when you are ordering the report with a field that can contain duplicates (last name, date of birth, etcetera). The second and third order layer will allow you to fine-tune your report more.
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Q351: Can I give access for a report to an user that's not part of my project?
A351: No, people that can access reports need to be part of the project. You can add users in the user rights menu.
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Q352: How can I use the reports to find "blank", "null", or "missing" data?
A352: If you want to find instances in your data where a field's value is blank/null, you can use the report "Filter".  Include the variable and leave the value text box blank. Conversely, to find instances where the field has a value (i.e., is non-blank), set the operator as 'not =' with a blank text box.
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Q353: Can I add entire instruments to my report, instead of individual variables?
A353: Yes, "Create New Report" tab under Step 2, look to the top right corner for a dropdown menu. Selecting any form from the drop down will add all variables in that form to the report.
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Q354: When exporting data from redcap into SPSS, will the variable codes that you've defined be automatically imported into SPSS (for ex 1, Female  2, Male)?
A354: Yes. REDCap uses the metadata you have defined in your data dictionary to create syntax files for SPSS, SAS, R, and Stata. The Data Export tool includes instructions for linking the exported syntax and data files. Note that SPSS has several variable naming conventions:The name MUST begin with a letter.  The remaining characters may be any later, digit, a period or the symbols #, @, _, or $Variable names cannot end with a periodThe length of the name cannot exceed 64 bytes (64 characters)Spaces and special characters other than the symbols above cannot be usedNo duplicate names are acceptable; each character must be uniqueReserved keywords cannot be used as variable names (ALL, AND, BY, EQ, GE, GT, LE, LT, NE, NOT, OR, TO, and WITH)
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Q355: How do I create a custom report?
A355: Go to the "Data Exports, Reports, and Stats" application and hit the "Create New Report" button.Then take the following actionsProvide a proper name for the reportSet the User AccessSelect which fields you want to include in your reportSet up filters to select the appropriate recordsSet up the proper order for your reportHit "Save Report"You will have successfully create a new report and saved it to the project.
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Q356: How can I pull the data enterer's username into reports?
A356: To do this, you'll want to create a username field on any data forms you need to know about for the report. Use the action tags @USERNAME and @READONLY to capture the username of the first person saving data on the form, and then include your username field on the report.If you need more detailed information about every user who may have entered data on the form, you will have to refer to the log and won't be able to pull it into a REDCap report.
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Q357: What algorithm/method is used to calculate the percentiles of numerical fields on the Stats & Charts?
A357: The method used for calculating the percentile values is the same algorithm utilized by both R (its default method - type 7) and Microsoft Excel.
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Q358: How can I ensure that the leading zeros of numbers entered into text fields are retained when the data is exported?
A358: Excel will discard the leading zeros if you open your export file in Excel.  The leading zeros will be retained if you open the file in Notepad.  Rather than opening the file directly in Excel you should open the data into Excel and specify that the column with the leading zeros is a text column.
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Q359: How do I export non-English/non-Latin characters to .csv files and allow characters to render correctly?
A359: If you're using MS Excel, it does not render all languages and characters unless multi-language updates are purchased. The use ofOpenOffice.orgCALC (free download) application enables you to build the data dictionary, save as .csv and upload to REDCap. CALC will ask you for a character set every time you open a .csv file. Choose "unicode (utf-8)" from the options listed. REDCap does not render UTF8 characters to the PDFs.
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Q360: How do I export my entire data set?
A360: Go to the "Data Exports, Reports, and Stats" application and hit the "Export Data" button in the very first report (A: All data (all records & fields)). Then follow the prompts.
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Q361: Can I restrict access to a custom report?
A361: Yes. You can choose who sees the report on their sidebar by selecting "All users" or "Custom user access". You can customize access based on individual users and data access groups. All users with "Add / Edit Reports" user rights will see all reports listed if they go to the "Data Exports, Reports, and Stats" page.
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Q362: What is a project dashboard?
A362: A project dashboard is essentially a single webpage you can design in your project. They are pages with dynamic content that can be added to a project. Each dashboard has a title and body, and user access can be set uniquely to each dashboard in a project. They can utilize special Smart Variables calledSmart Functions, Smart Tables, and Smart Chartsthat can perform aggregate mathematical functions, display tables of descriptive statistics, and render various types of charts, respectively.
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Q363: What user rights are necessary for dashboards?
A363: Users must have "Project Design" privileges in a project to create and edit dashboards themselves.
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Q364: Are dashboards private or public?
A364: Access to each dashboard in a project is set individually. You can select to make it available to all users or customize user access, similar to reports. Some institutions may allow for public dashboards, where anyone with the link can visit the dashboard even if they are not logged into the REDCap project. The link is not discoverable-you cannot search for it and find it on Google. But anyone with the link can access the a public Dashboard. Contact your REDCap administrator for more information about your institution's policies.
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Q365: Can you use dashboards for things other than smart charts and graphs?
A365: Yes, you can. A dashboard is essentially a single webpage in your project. You can use it a space to outline procedures for team members, for taking and recording notes, or (for public dashboards) as a welcome page for participants with information about your study as a few examples.
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Q366: When should I use a dashboard instead of using a statistical tool outside of REDCap?
A366: The dashboard is best for displaying simple analyses. It is inside of REDCap, so it pulls information directly from the data without any exports/imports required, and it is standing page team members can view at any time.More complex statistical analysis should be done outside of REDCap with a tool specifically designed for statistical analysis. You may also need to use an outside statistical tool if you need to share the analysis with people outside of REDCap.
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Q367: Where can I find more information about project dashboards?
A367: You can find more information by clicking on the "Project Dashboards" link in your REDCap project under Applications on the sidebar, as long as you have "Project Design" rights in the project.Vanderbilt has provided a write up on what Project Dashboards are at the top of the page, and on the top right there is an informational video showing you how to use Project Dashboards.
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Q368: What is the project dashboard wizard?
A368: The Project Dashboard Wizard is a tool to help you build aggregate fields to display analyses on a Project Dashboard. You can find it on the "Edit Dashboard" page. It will have you choose a smart variable to create, tell it what field(s) to use, and set the filters to build the smart variable for you to copy and paste onto your Project Dashboard.
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Q369: Will REDCap change what you see on project dashboards depending on user rights?
A369: You need the "Project Design & Setup" right to see the ability to create and edit dashboards on the sidebar.You will only see individual dashboards if the creator chose to give you access to them.If you are logged in as a REDCap user, you will see all the items on the dashboard. If it is a public dashboard, aggregate variables will have to have a certain number of data points before they will display to prevent the identification of data. Contact your REDCap administrator to find out what your institution's policy is.
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Q370: Will REDCap show information on project dashboards even when there are very few records and the information may make it possible to identify participants?
A370: The minimum number of records that must have data in a variable will change by institution; contact your REDCap administrator to find your institution's policy.
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Q371: How do I import data from another source?
A371: Data from another source can be imported using the Data Import tool or the API (Application Programming Interface).The Data Import Tool requires that data to be imported is in CSV (comma separated variables) format. The order of the fields or the number of fields being imported does not matter, except that the record identifier (e.g. Subject ID) must be the first field.
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Q372: Can REDCap auto-number records when you are importing new records?
A372: REDCap can auto-number records during the data import process. To do this, set "Name the imported records automatically" to "Yes". You will also need to provide a placeholder value as the record ID in the import file. Each individual record will need a unique placeholder value for the import to be successful.
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Q373: How do I import form status (Incomplete, Unverified, Complete)?
A373: Form status can be imported into variables named form_name_complete.  The data import template, available on the Data Import Tool page, will contain the appropriate form status variable name for your project forms.  Form status is imported as dropdown field type coded as0 Incomplete1  Unverified2  Complete
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Q374: How do I import data for calculated fields?
A374: Data cannot be directly imported into calculated fields. If you are importing data to a field you have set up to calculate a value, follow these steps:Temporarily change the field type to textImport dataChange the field type back to a calculated field
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Q375: How do I import longitudinal data?
A375: The Data Import Tool requires you to use the "redcap_event_name" column when importing data. You must specify the event name in the file using the unique "redcap_event_name".  You can upload multiple event data per subject.The unique "redcap_event_name"s are listed on each project's Define My Events page.You can insert this field after the unique identifier as the second column or you can add it to the end of your import spreadsheet (last column).
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Q376: Why am I getting "IMPORT ERROR" when I do a data import?
A376: Check the encoding of the import CSV file - it should be UTF-8. If you are on Windows, Notepad++ is a useful tool to check or change the encoding of a text file.
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Q377: Why does REDCap display an out of memory message and ask me to break up my file into smaller pieces when I try to upload a 700 KB file using the Import Tool?  Will it help to increase the server's memory limit?
A377: Memory will always be a limit for the Data Import Tool.  A lot depends on how much data resides in the uploaded CSV file because the Data Import Tool does the validation checking and data processing in memory.  So a 500KB CSV file may be too big to process even though the server memory limit for REDCap might be 256 MB.  A csv file can be pretty small and yet cause a lot of memory to be used if you keep the columns (or rows) for all of the variables, but are only providing data for a few of the variables.  So you'll still have to follow the solution that REDCap gives you.
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Q378: Can I import a large data import file into REDCap?
A378: Very large data files may time out in a data import. You can break them into multiple files to help prevent this.REDCap also has a "background data import" feature for large files. This will import the data using an asynchronous background process that is better for large data files that may take longer to import. The background process will email you after the data has been fully imported. If there are any errors during the import process, you will be able to view all the errors with the option to re-download the data that failed to import, allowing you to fix the data and import it again.To use the background data import, look for the "Choose an import option" in the green box on the Data Import page. Select the option "Import as a background process" from the dropdown menu.
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Q379: What is the File Repository?
A379: The File Repository can be used for storing and retrieving project files and documents (ex: protocols, instructions, announcements).  In addition, it stores all data and syntax files when data is export using the Data Export Tool.
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Q380: Are transfers to and from the file repository secure and done using SSL?
A380: As long as the REDCap server and the connection to the file storage server (if not the same as the REDCap server) uses SSL/TLS or another type of secure tunneling behind-the-firewall type method, then the transfers will be secure.
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Q381: How can I give someone access to my project?
A381: If you have rights to the User Rights application, add a new user by entering their user name in the "New User name" text box and hit the Tab key. Assign permissions and save changes.
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Q382: Can I restrict a user from viewing certain fields?
A382: To restrict a user from viewing sensitive fields, you must group all of the sensitive fields on one form and set the user's data entry rights to "None" for that form. This will prevent the user from viewing the entire form. You cannot selectively prevent a user from viewing certain fields within a form.
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Q383: If I remove a user from my project, will that user also be purged from the log files?
A383: No. The log files will stay intact when a user is removed from the project or suspended. Even if the user is completed removed from the entire REDCap installation (which requires a REDCap Administrator), the log file will still reflect the actions performed by that user.
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Q384: Can I lock a record's event in a longitudinal project?
A384: No, you can not lock an event. You can lock a record's form and you can lock all forms  across all events (the entire record).
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Q385: Who can unlock a record?
A385: Any user with Locking/Unlocking privileges can unlock a record, regardless of who originally locked the record.
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Q386: How can I differentiate between the Data Access Groups  and User Rights applications since both control the user's access to data?
A386: The User Rights page can be used to determine the roles that a user can play within a REDCap database.  The Data Access group on the other hand determines the data visibility of a user within a REDCap database.The following example will illustrate the distinction that was made above.  Let's say that users 1 and 2 have identical data entry roles.  In this situation the Create and Edit Record rights would be assigned to both users.  However a particular project may require that they should have the ability to perform data entries on the same set of forms without seeing each other's entries.  This can be done by assigning User1 into the access group1 and User2 to the access group2.
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Q387: Is there a way of separating data collected by various users so that a normal user can see only the records that he or she has completed?
A387: You can use Data Access Groups and assign each user to a specific group.  This will isolate recordsto specific groups.  Anyone not assigned to a group can see all records.
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Q388: What are Data Access Groups?
A388: Data Access Groups restrict viewing of data within a database. A typical use of Data Access Groups is a multi-site study where users at each site should only be able to view data from their site but not any other sites. Users at each site are assigned to a group, and will only be able to see records created by users within their group.
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Q389: How do you assign specific subjects to a Data Access group?
A389: If you have User Rights to the Data Access Group (DAG) tool, then for every record at the top of the forms, you should see a drop down list that says "Assign this record to a Data Access Group". Here you can add the record to a DAG.You can assign/re-assign records to Data Access Groups via the Data Import Tool or API data import. For projects containing Data Access Groups, the Data Import Tool and API data import allow users who are *not* in a DAG to assign or re-assign records to DAGs using a field named "redcap_data_access_group" in their import data. For this field, one must specify the unique group name for a given record in order to assign/re-assign that record.The unique group names for DAGs are listed on each project's Data Access Groups page and API page.
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Q390: Can a person be in more than one Data Access Group (DAG)?
A390: Yes, one person can be assigned to more than one Data Access Group. At the bottom of the “Data Access Groups” page there is a blue grid that will list all users and DAGs. For each user, check the DAGs you want to assign them to.
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Q391: How do you switch between different Data Access Groups?
A391: If a user is assigned to multiple Data Access Groups, they will see a blue text box at the very top of the page. This box will tell them what DAG they are currently in and provide a button allowing them to switch to a new DAG.The DAG switcher is disabled while viewing a record on a data entry form or a Record Home Page because the record in question belongs to a specific DAG and cannot be edited by a different DAG.
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Q392: Why can't I switch between Data Access Groups when I'm editing a record?
A392: The DAG switcher is disabled while viewing a record on a data entry form or a Record Home Page because the record in question belongs to a specific DAG and cannot be edited by a different DAG.
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Q393: Can I export a list of all subjects and their assigned Data Access group?
A393: Yes, you can export Data Access Group names. For projects containing Data Access Groups, both the Data Export Tool and API data export now automatically export the unique group name in the CSV Raw data file, and they export the Data Access Group label in the CSV Labels data file. The unique group names for DAGs are listed on each project's Data Access Groups page and API page.NOTE: The DAG name will only be exported if the current user is *not* in a DAG. And as it was previously, if the user is in a DAG, it is still true that it will export *only* the records that belong to that user's DAG.
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Q394: What's the difference between running a Data Quality Rule and the real time execution of a Data Quality rule?
A394: A Data Quality rule run manually in the Data Quality module will evaluate all the records in the project and show you the number of records that match the criteria of the rule. A Data Quality rule that is run through real time execution will only look at the record that the user is currently working on and is run automatically when the user saves the form.
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Q395: How does the real time execution work?
A395: When real time execution has been enabled, the rule will be run every time a REDCap user saves a form. If the rule finds a discrepancy, it will generate a popup, notifying the user. The user can then take the appropriate action.
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Q396: Does real time execution work for survey participants?
A396: No, real time execution is not enabled for surveys. Real time execution is only available in data entry forms.
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Q397: Can I use the same syntax for a custom Data Quality rule as I would use when constructing branching logic?
A397: Yes, you can use the same syntax as you would use for branching logic.
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Q398: How do I set-up real time execution of a Data Quality rule?
A398: Each custom Data Quality rule has a checkbox in the column labeled "Real Time Execution". Checking this box will enable the real time execution of the rule in this project for all forms.
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Q399: I ran my custom Data Quality rule and it came up with zero results. What did I do wrong?
A399: This means that none of your records match the criteria of your custom rule. This usually means that you have no data integrity issues, but may also mean that the criteria you've entered are logically impossible. (e.g. Having multiple options of a radio button variable be true). If the latter is the case, you will have to rework your criteria.
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Q400: What functions can be used in Data Quality custom rules?
A400: The Data Quality module can perform many advanced functions for custom rules that users create. For a complete list with explanations and examples for each, see List of functions for logic in Report filtering, Survey Queue, Data Quality Module, and Automated Survey Invitations.
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Q401: What mathematical operations can be used in the logic for Data Quality rules?
A401: +        Add-        Subtract*        Multiply/        Divide
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Q402: What is the Data Quality Module?
A402: The Data Quality module allows you to find discrepancies in your project data. You can create your own custom rules that REDCap will execute to determine if a specific data value is discrepant or not. Your custom rules can include mathematical operations and also advanced functions (listed below) to provide you with a great amount of power for validating your project data. You can also activate the real time execution of your custom rules to continually ensure the data integrity of your project.Note: Although setting up a Data Quality custom rule may at times be very similar to constructing an equation for a calculated field, calc fields will ALWAYS have to result in a number, whereas the Data Quality custom rule must ALWAYS result with a TRUE or FALSE condition and NEVER a value.
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Q403: List of functions that can be used in Branching Logic, Calculations, Report filtering, Data Quality Module, Automated Survey Invitations, etc.
A403: REDCap logic can be used in a variety of places, such as Branching Logic, Calculations, Report filtering, Data Quality Module, Automated Survey Invitations, and more. Special functions can be used in the logic, if desired. A complete list of ALL available functions is listed below.FunctionName/Type of FunctionNotes / Examplesif (CONDITION, VALUE if condition is TRUE, VALUE if condition is FALSE)If/Then/Else conditional logicReturn a value based upon a condition. If CONDITION evaluates as a true statement, then it returns the first VALUE, and if false, it returns the second VALUE. E.g. if([weight] > 100, 44, 11) will return 44 if "weight" is greater than 100, otherwise it will return 11.datediff ([date1], [date2], "units", returnSignedValue)DatediffCalculate the difference between two dates or datetimes. Options for 'units': 'y' (years, 1 year = 365.2425 days), 'M' (months, 1 month = 30.44 days), 'd' (days), 'h' (hours), 'm' (minutes), 's' (seconds). The parameter 'returnSignedValue' must be eithertrueorfalseand denotes whether you want the returned result to be either signed (have a minus in front if negative) or unsigned (absolute value), in which the default value isfalse, which returns the absolute value of the difference. For example, if [date1] is larger than [date2], then the result will be negative if returnSignedValue is set totrue. If returnSignedValue is not set or is set tofalse, then the result will ALWAYS be a positive number. If returnSignedValue is set tofalseor not set, then the order of the dates in the equation does not matter because the resulting value will always be positive (although the sign is not displayed but implied).isblankormissingcode (value)Is a field's value blank/null or is it a Missing Data Code?Returns a boolean (true or false) if the field value is blank/null/'' or if the value is a Missing Data Code, in which Missing Data Codes have been explicitly defined in the project on the Project Setup page under Additional Customizations. E.g. isblankormissingcode([age]), in which if 'age' has a value of 'UNK' (which might be a Missing Data Code in a project), then it will return TRUE. And if the field has any non-blank/non-null value that is also not a Missing Data Code, it will return FALSE.Functions to use with Numbersround (number, decimal places)RoundIf the "decimal places" parameter is not provided, it defaults to 0. E.g. To round 14.384 to one decimal place: round(14.384,1) will yield 14.4roundup (number,decimal places)Round UpIf the "decimal places" parameter is not provided, it defaults to 0. E.g. To round up 14.384 to one decimal place: roundup(14.384,1) will yield 14.4rounddown (number,decimal places)Round DownIf the "decimal places" parameter is not provided, it defaults to 0. E.g. To round down 14.384 to one decimal place: rounddown(14.384,1) will yield 14.3sqrt (number)Square RootE.g. sqrt([height]) or sqrt(([value1]*34)/98.3)(number)^(exponent)ExponentsUse caret ^ character and place both the number and its exponent inside parentheses. NOTE: The surrounding parentheses are VERY important, as it wil not function correctly without them. For example, (4)^(3) or ([weight] 43)^(2)abs (number)Absolute ValueReturns the absolute value (i.e. the magnitude of a real number without regard to its sign). E.g. abs(-7.1) will return 7.1 and abs(45) will return 45.exponential (number)Exponential of eReturns "e" (Euler's Number) raised to the power of a number: e^x. Note: The value of the exponent x must be a number. E.g. exponential(1) will return 2.718281828459045.min (number,number,...)MinimumReturns the minimum value of a set of values in the format min([num1],[num2],[num3],...). NOTE: All blank values will be ignored and thus will only return the lowest numerical value. There is no limit to the amount of numbers used in this function.max (number,number,...)MaximumReturns the maximum value of a set of values in the format max([num1],[num2],[num3],...). NOTE: All blank values will be ignored and thus will only return the highest numerical value. There is no limit to the amount of numbers used in this function.mean (number,number,...)MeanReturns the mean (i.e. average) value of a set of values in the format mean([num1],[num2],[num3],...). NOTE: All blank values will be ignored and thus will only return the mean value computed from all numerical, non-blank values. There is no limit to the amount of numbers used in this function.median (number,number,...)MedianReturns the median value of a set of values in the format median([num1],[num2],[num3],...). NOTE: All blank values will be ignored and thus will only return the median value computed from all numerical, non-blank values. There is no limit to the amount of numbers used in this function.mod (dividend,divisor)ModuloReturns the remainder of the (integer) division (modulo)dividend/divisor. Both values must be integers. E.g. mod(10,4) will result in 2 because 2 is the remainder of 10 divided by 4.sum (number,number,...)SumReturns the sum total of a set of values in the format sum([num1],[num2],[num3],...). NOTE: All blank values will be ignored and thus will only return the sum total computed from all numerical, non-blank values. There is no limit to the amount of numbers used in this function.stdev (number,number,...)Standard DeviationReturns the standard deviation of a set of values in the format stdev([num1],[num2],[num3],...). NOTE: All blank values will be ignored and thus will only return the standard deviation computed from all numerical, non-blank values. There is no limit to the amount of numbers used in this function.log (number, base)LogarithmReturns the logarithm of the number provided for a specified base (e.g. base 10, base "e"). If base is not provided or is not numeric, it defaults to base "e" (natural log).isnumber (value)Is value a number?Returns a boolean (true or false) for if the value is an integer OR floating point decimal number.isinteger (value)Is value an integer?Returns a boolean (true or false) for if the value is an integer (whole number without decimals).Functions to use with Dates or Datetime valuesyear (date value)Returns the yearReturns the year component of a date/datetime field - e.g., year([dob]).month (date value)Returns the monthReturns the month component of a date/datetime field - e.g., month([visit_datetime]).day (date value)Returns the dayReturns the day component of a date/datetime field - e.g., day([visit_date]).Functions to use with Text valuesSpecial note: If you wish to use any of the text string functions below in branching logic or calculated fields, keep in mind that these functions should NOT be used on date or datetime fields that have MDY or DMY date formatting. They are okay to use with YMD-formatted dates/datetimes, and they are okay to use with any date formatting outside of branching logic or calc fields (e.g., data quality rules, report filter logic, ASI conditional logic).If you wish to use these functions with date/datetime fields in branching and calcs, make sure the field has YMD date format.contains (haystack, needle)Does text CONTAIN another text string?Returns a boolean (true or false) for if "needle" exists inside (is a substring of) the text string "haystack". Is case insensitive. E.g. contains("Rob Taylor", "TAYLOR") will return as TRUE and contains("Rob Taylor", "paul") returns FALSE. NOTE: This function will *not* work for calculated fields but *will* work in all other places (Data Quality, report filters, Survey Queue, etc.).not_contain (haystack, needle)Does text NOT CONTAIN another text string?The opposite of contains(). Returns a boolean (true or false) for if "needle" DOES NOT exist inside (is a substring of) the text string "haystack". Is case insensitive. E.g. not_contain("Rob Taylor", "TAYLOR") will return as FALSE and not_contain("Rob Taylor", "paul") returns TRUE. NOTE: This function will *not* work for calculated fields but *will* work in all other places (Data Quality, report filters, Survey Queue, etc.).starts_with (haystack, needle)Does text START WITH another text string?Returns a boolean (true or false) if the text string "haystack" begins with the text string "needle". Is case insensitive. E.g. starts_with("Rob Taylor", "rob") will return as TRUE and starts_with("Rob Taylor", "Tay") returns FALSE. NOTE: This function will *not* work for calculated fields but *will* work in all other places (Data Quality, report filters, Survey Queue, etc.).ends_with (haystack, needle)Does text END WITH another text string?Returns a boolean (true or false) if the text string "haystack" ends with the text string "needle". Is case insensitive. E.g. ends_with("Rob Taylor", "Lor") will return as TRUE and ends_with("Rob Taylor", "Tay") returns FALSE. NOTE: This function will *not* work for calculated fields but *will* work in all other places (Data Quality, report filters, Survey Queue, etc.).left (text, number of characters)Returns the leftmost charactersReturns the leftmost characters from a text value. For example, left([last_name], 3) would return 'Tay' if the value of [last_name] is 'Taylor'.right (text, number of characters)Returns the rightmost charactersReturns the rightmost characters from a text value. For example, right([last_name], 4) would return 'ylor' if the value of [last_name] is 'Taylor'.length (text)Returns the number of charactersReturns the number of characters in a text string. For example, length([last_name]) would return '6' if the value of [last_name] is 'Taylor'.find (needle, haystack)Finds one text value within anotherFinds one text value within another. Is case insensitive. The "needle" may be one or more characters long. For example, find('y', [last_name']) would return '3' if the value of [last_name] is 'Taylor'. The value '0' will be returned if "needle" is not found within "haystack".replace_text (haystack, search, replace)Replaces parts of a text value with a specified replacement text valueFinds text ("search") inside another text ("haystack") and replaces all found occurrences with the given text ("replace"). For example, assuming [field1] has a value of "Paul Taylor, Rob Taylor", replace_text([field1], "Taylor", "Harris") would result in "Paul Harris, Rob Harris". Note: This function performs a case-sensitive replacement. Additionally, you can search for line breaks (e.g. in Notes fields) with "\n".mid (text, start position, number of characters)Returns characters from a text string starting at a positionReturns a specific number of characters from a text string starting at the position you specify. The second parameter denotes the starting position, in which the beginning of the text value would be '1'. The third parameter represents how many characters to return. For example, mid([last_name], 2, 3) would return 'AYL' if the value of [last_name] is 'TAYLOR'.concat (text,text,...)Combines the text from multiple text stringsCombines/concatenates the text from multiple text strings into a single text value. For example, concat([first_name], ' ', [last_name]) would return something like 'Rob Taylor'. Each item inside the function must be separated by commas. Each item might be static text (wrapped in single quotes or double quotes), a field variable, or a Smart Variable.concat_ws (separator, text, text, ...)Joins the text from multiple text strings with a separatorThis works exactly like concat but inserts the separator in between each concatenated item. For example, concat_ws(" and ", [veggie1], [veggie2], "Tomatoes") might result in "Peas and Carrots and Tomatoes".upper (text)Converts text to uppercaseConverts text to uppercase. For example, upper('John Doe') will return 'JOHN DOE'.lower (text)Converts text to lowercaseConverts text to lowercase. For example, lower('John Doe') will return 'john doe'.trim (text)Removes spaces from the beginning and end of textRemoves any spaces from both the beginning and end of a text value. For example, trim(' Sentence with spaces on end. ') will return 'Sentence with spaces on end.'.
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Q404: Can I use conditional IF statements in the logic?
A404: Yes. You may use IF statements (i.e. IF/THEN/ELSE statements) by using the functionif (CONDITION, value if condition is TRUE, value if condition is FALSE)This construction is similar to IF statements in Microsoft Excel. Provide the condition first (e.g. [weight]=4), then give the resulting value if it is true, and lastly give the resulting value if the condition is false. For example:if([weight] > 100, 44, 11) < [other_field]In this example, if the value of the field 'weight' is greater than 100, then it will give a value of 44, but if 'weight' is less than or equal to 100, it will give 11 as the result.IF statements may be used inside other IF statements ("nested"). For example, if you wanted to look for values above ten if the chosen color was blue, but look for values below 20 if any other color was chosen, you could use:if([chosen_color] = "blue", if([given_value] > 10, 1, 0), if([given_value] < 20, 1, 0))NOTE: The example above would not work in a calculation, because calculations can only use numbers, not a text string like "blue".Other advanced functions (described above) may also be used inside IF statements.Datediff examples:datediff([dob], [date_enrolled], "d")Yields the number of days between the dates for the date_enrolled and dob fieldsdatediff([dob], "today", "d")Yields the number of days between today's date and the dob fielddatediff([dob], [date_enrolled], "h", true)Yields the number of hours between the dates for the date_enrolled and dob fields. Because returnSignedValue is set to true, the value will be negative if the dob field value is more recent than date_enrolled.
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Q405: Do the two date fields used in the datediff function both have to be in the same date format (YMD, MDY, DMY)?
A405: No, they do not. Thus, an MDY-formatted date field can be used inside a datediff function with a YMD-formatted date field, and so on. (NOTE: Branching logic and calc fields do specifically require that the two values be in the same date format.)
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Q406: Can I base my datediff function off of today's date?
A406: Yes, for example, you can indicate "age" as: rounddown(datediff("today",[dob],"y")).Note1: The "today" variable CAN be used with date, datetime, and datetime_seconds fields, but NOT with time fields. (This is the same as in Calculated Fields.)Note2: For additional information about using datediff in Calculated Fields, please see this same question in the 'Calculations' section.
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Q407: Can a date field be used in the datediff function with a datetime or datetime_seconds field?
A407: Yes. If a date field is used with a datetime or datetime_seconds field, it will calculate the difference by assuming that the time for the date field is 00:00 or 00:00:00, respectively. Consequently, this also means that, for example, an MDY-formatted DATE field can be used inside a datediff function with a YMD-formatted DATETIME field.
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Q408: How do I make changes after I have moved my project to Production?
A408: To make changes after you have moved your project to Production, first download the current Data Dictionary so that you can revert to the current version, if necessary, if something goes wrong with making changes. Then, select "Enter Draft Mode" on the Online Designer or Data Dictionary page. After making your changes, you can review them by clicking on "view a detailed summary of all drafted changes" hyperlink at the top of the page.REDCap will flag any changes that may negatively impact your data with the following critical warnings in red:*Possible label mismatch*Possible data loss*Data WILL be lostAfter making and reviewing changes, you can click "Submit Changes for Review." The REDCap Administrator will review your changes to make sure there is nothing that could negatively impact data you've already collected. If anything is questionable or flagged as critical, you may receive an email from the Administrator with this information to confirm that you really want to make the change.Certain changes to the structure of the database, such as deleting events in a longitudinal project can only be done by the REDCap Administrator.
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Q409: What are the risks of modifying a database that is already in Production?
A409: Altering a database that is in Production can cause data loss and challenges to your data analysis.If a Production database must be modified, follow these rules to protect your data:Do not change existing variable names, or data stored for those variables will be lost. To restore data that has been lost in this way, revert to previous variable name(s).Do not change existing form names via a data dictionary upload, or form completeness data will be lost. Form names may be changed within the Online Designer without data loss.Do not modify the codes and response options for existing dropdown, radio, or checkbox variables; or existing data will be lost or confused.It is acceptable to add choices to a dropdown, radio, or checkbox field; however adding an option or even an entire field may present other analytical challenges. For example, if a response option is added, it is added to all instruments for all records. For records and/or study participants who have already completed the instrument, that option was not present at the time and not available for selection. Their results may not accurately reflect their situation given the updated version of the instrument/survey. One must either consider their results in light of the instrument contents at the time of data capture or one must be careful to avoid making conclusions which would be affected by the change to the instrument.Versioning your instruments and tracking changes over time is recommended. Use the Project Revision History to confirm changes and revisions.
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Q410: Does the project go offline until the changes are approved? Can new surveys and records still be added to the project?
A410: The project does not go offline during the change request process.  All the functionality remains the same so you can continue adding and updating records as needed while the changes are pending.
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Q411: For radiobutton, checkbox and dropdown fields, can I add response options without impacting my data?
A411: Yes. Adding new choices has no data impact to data entered. New choices will be added and display on all records.NOTE: Adding new response choices to a question does make it a slightly different  question and, for that reason alone, could impact the integrity and analysis of your  data. It is a new "version" of the question.
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Q412: For radiobutton, checkbox and dropdown fields, can I delete response options?
A412: Deleting radiobutton or dropdown choices does not change the data saved to the database, but it deletes the ability to select that option.Deleting a checkbox option deletes the data saved for that option (0=unchecked, 1=checked), and it deletes the ability to select that option.REDCap will flag this as: *Data WILL be lost
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Q413: For radiobutton, checkbox and dropdown fields, can I modify / re-order my response options?
A413: Modifying / recoding field choices does not change the data saved to the database, it only updates the labels. This will change the meaning of the data already entered and you will have to re-enter responses for those records to ensure accuracy. REDCap will flag this as:*Possible label mismatchThe best thing to do when making field choice changes for radiobuttons, checkboxes or dropdowns is to leave the current response choices as is and start with the next available code. The coded choices do not have to be in order, so you can insert/list choices as you want them displayed.For example, if your current codes are:1, red | 2, yellow | 3, blueand you want to add "green", "orange" and re-order alphabetically,DO NOTupdate to:1, blue | 2, green | 3, orange | 4, red | 5, yellowIf you re-code like this, after the changes are committed any options selected for "1, red" will change to "1, blue"; "2, yellow" to "2, green"; "3, blue" to "3, orange".That will completely change the meaning of the data entered. Instead you will want to update to:3, blue | 4, green | 5, orange | 1, red | 2, yellow
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Q414: Are the numbers of the remaining events reordered if I delete some of the events in an ongoing longitudinal project?
A414: The original numbering is retained for the remaining events.
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Q415: What happens to the data in an ongoing longitudinal project if I delete some of the events?
A415: The data which was tied to the deleted events will not be erased.  It remains in the system but in "orphaned" form.
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Q416: If I delete events from an ongoing longitudinal project is the data that is unconnected with these events affected in any way?
A416: In general you can assume that only the data that is tied to the deleted events is affected and that there will be no adverse impact on the data that has been entered for the remaining events.  However there could be an impact on this data if you are using branching logic or calculations across events.
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Q417: How to activate Modules and Services
A417: These modules and services must be enabled system-wide for your REDCap instance.  If you do not have access to these modules or services, contact your local REDCap Administrator.
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Q418: Can I create projects and forms in languages other than English?
A418: The most efficient and effective way to use a language other than English in your REDCap project, either as the entirety of the project or as one of multiple options, is the Multi-Language Management feature. The link to Multi-Language Management is located under applications on the left hand menu of your project. This feature does not translate text for you, but it does provide the ability to utilize multiple languages within the same project and allows the user or participant to customize the language they view your project or survey in. You can provide translations for both the field labels in your project and the static text that is part of the interface. You may program any number of languages as long as you provide the translations to your REDCap project. The language can be customized in surveys, data entry forms, alerts, and survey invitations using this method. If a translation is not provided REDCap will fall back on the default or base language of what the data dictionary has available.If you want your project to be in a single, non-English language, there is also the option of simply creating your label text in your preferred language. The static instructional text in REDCap in a different language may be supported in REDCap at your local institution using an .ini file that is loaded onto the REDCap instance. If you wish to utilize the Language Modules, contact your local REDCap Administrator about which languages are available. They can switch a REDCap project over so that it will display the new language text instead of the default language of the REDCap instance. The translations in the .ini may not be complete
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Q419: What is MLM (Multi-Language Management)?
A419: Multi-Language Management (MLM) is a module that, when enabled, allows users to input multiple language translations and present the REDCap project interface (data entry pages, surveys, ASIs, Alerts and Notifications, PDFs, etc.) in different languages. The language is determined by the REDCap users and/or participants interacting with the page either at will by selecting a different available language or forced based on a language variable built into the project.
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Q420: How do I get access to the MLM?
A420: If you need to use the MLM for your project and you have project design rights but do not see Multi-Language Management in the left-hand menu, contact your REDCap administrator to request they enable it for your project.
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Q421: Does MLM create language translations
A421: The Multi-Language Management feature does not provide translation services or create language translations. Your institution or project will need to get all documents translated, then use the MLM module to input the translations for REDCap to reference. Multiple languages can be added into the same project with the MLM feature, all languages must have translations provided.
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Q422: Which languages does MLM (Multi-Language Management) support?
A422: Multi-Language Management (MLM) supports many different languages!A list of available languages can be viewed on the Multi-Language Management (MLM) Translations RepositoryhereWithin the repository you will be able to download the ini language files for REDCap user interface translations that can be used with MLM.What is MLM?! view thathere
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Q423: How do I upload language translations to MLM?
A423: REDCap System LanguagesIf you have questions about system languages, contact your REDCap administrator.Uploading Language Translations to a REDCap ProjectProject-specific translations and user interface translations can be directly added to a project.Utilize the "from a file (JSON, CSV, or INI)" method. This can be done while adding a new language or after the language has been added to the project.To Upload a Translation File to an Existing Language:Go to the "Languages" tab located under the MLM instructions in the horizontal tab menu.Click the "Update Language" icon (next to the "Pencil" icon) for the language you wish to update.Select the "by importing a file (JSON, CSV, or INI)" option.Choose and upload the desired translation file.Clearly indicate whether the file contains user interface or project-specific translations.Modify "Import options" according to your project's needs.Click "Update" to finalize the translation upload.Note:Ensure that your translation file is correctly formatted and includes the appropriate language codes for successful integration with your REDCap project.Hints for Proper File Formatting: Using the Export Language FeatureTo ensure correct formatting, export a language file using the "Export Language" option.Select items to include in the export and choose your preferred format (JSON and CSV available).In the exported file, add your translations in the "translation" object (JSON) or the corresponding row (CSV).Avoid modifying the "hash" object or row, as this is essential for identifying translation items.
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Q424: What are the differences between the different ways to add a language in MLM?
A424: There are three methods to add a language on a REDCap project.Using Available System Languages:If you have questions about system languages, contact your REDCap administrator.Importing from a File (JSON, CSV, or INI):Import individual translation files in JSON, CSV, or INI formats.These translations apply only to the specific project to which they're added.They can include translations for both user interface items and project-specific items.Creating a Language from Scratch:Use this option if no translation files exist for your desired language.Provide a unique Language ID and Language Display Name to create a new language entry.This method adds the language to your project but does not include any translations.Note:After adding a language using any of these methods, translations can be manually added or updated through the REDCap UI, or new translations can be imported from a file.
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Q425: Where to translate default yes/no and true/false answers using MLM?
A425: The default field type metadata translations such as yes/no and true/false answer choices is in a particular section of the MLM feature. To translate the default field type metadata:Navigate to the "Multi-Language Management" link located under "Applications" in the left-hand menu of your project. If you do not see Multi-Language Management in the list of applications, this could be due to permission issues. A user must have "Project Design and Setup" user rights to modify MLM settings. If you are still unable to see Multi-Language Management on the left-hand menu, the MLM feature may not be enabled at your institution. Contact your REDCap administrator with questions.Select the "User Interface" tab from the horizontal tab menu located under the MLM instructions.Select "Field Types" from the secondary tab list located further down the page.Select a language to translate from the list of already created languages for the project. The language selected will appear in a blue button on the page.Scroll down to translate the field type(s) desired.
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Q426: Will the Multi-Language Management tool automatically save my changes?
A426: No. When you make changes in the Multi-Language Management tool, the yellow "Save Changes" button will appear, and a yellow bar will appear on the left side of the screen. Your changes are not saved until you click the "Save Changes" button and the yellow bar goes away.If you try to navigate away from the page with unsaved changes, a popup will alert you.
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Q427: What are the base and fallback languages, and how do I set them?
A427: The base language is the language that matches the project language-the language used for user interface element and during project design.The fallback language is used when a translation is not available in the language that should be displayed. For example, if your project has Spanish and French translations and Spanish is set as "Fallback," items will be displayed in Spanish if no French translation is provided. If both languages are missing translations, the base language will display.You can set the base and fallback languages in the Multi-Language Management tool on the "Languages" tab, next to the language name and ID.
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Q428: How do browser cookies define the default language?
A428: When a survey respondent accesses a survey that is using the MLM feature, they can select which language they want to be displayed in the survey. This choice is stored locally in the respondent's web browser as a cookie. If the respondent returns to a survey from the same REDCap installation, the cookie is used to set the language to the respondent's last chosen language (if it is available).If the respondent has cleared their browser cookies, or uses a different browser than the one storing the cookie, their language preference will not automatically be selected.If the "__lang" parameter is included in the survey URL it will overwrite the preference stored in the respondent's cookie and will set the display language to the one specified in the URL parameter (assuming the parameter is set to a valid and active language id).
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Q429: Does MLM work with the Mobile App?
A429: MLMdoes notcurrently work on the Mobile App.
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Q430: Does MLM work with MyCap?
A430: The Multi-Language Management tool does not work with MyCap.
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Q431: Where in the MLM do I enable my language so you can see my translations?
A431: First, you need to add your languages on the Languages tab in the MLM. Make sure all the languages you want to use are set to "Active" with the toggle switch.On the Forms/Surveys tab, you will select your language at the top of the tab and then select which forms and surveys should be available in that language from the list. You need to do this for each of the languages in your project.On the Alerts tab, you will select your language at the top of the tab and then choose if any alerts should be excluded from the list. You will also select which language source to use for each alert.On the Misc and User Interface tabs you do not need to enable your languages. You just need to enter the translations for each language individually.
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Q432: Can the survey buttons at the bottom of the page: 'Next Page', 'Submit' and the other descriptors: '*these fields are required', 'reset value', etc. appear in a different language (ex: Chinese) in a project with non-English language survey questions?
A432: Using the Multi-language Management feature in REDCap will allow you to update elements of REDCap into multiple languages as long as you provide the translations. Within Multi-Language Management you will navigate to the "User Interface" tab and select "survey". This will allow you to provide the translations to all common elements used for surveys including page navigation.
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Q433: When using the Multi-Language Management tool, how do I download instrument PDFs in the correct language?
A433: You can download the PDF on the Multi-Language Management page. Next to each language, there is a grey icon on the far right with a piece of paper and the word PDF. Click on that to download the instrument(s) in the appropriate language.
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Q434: What is the REDCap API (Application Programming Interface)?
A434: The REDCap API is an interface that allows external applications to connect to REDCap remotely, and is used for programmatically retrieving or modifying data or settings within REDCap, such as performing automated data imports/exports from a specified REDCap project.  More information about the API can be found on the Project Setup > Other Functionality page.  For more information on the API, contact your REDCap Administrator.
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Q435: How do I get started with the API?
A435: The first step in accessing the API for any project is to check if you have the appropriate user rights in the project in order to use the API.Secondly, you will need to request an API token. This API token will be linked to your user ID and to that specific project & and your respective user rights for that project.  Please note: you will need to request a different API token for each project.You will need that API token in each API call, because REDCap uses that token to authenticate each API call.While you wait for your API token to be approved, we recommend that you check out the API documentation page in your REDCap installation. The link to the API documentation page can be found in the API application in each project.Once you have your API token, you can utilize another tool called the API playground to learn how to use the REDCap API.The playground will allow you to "test drive" each API method and tweak the various options for each API method. You can run the method in your browser to see what type of response you'll get.The API playground will also supply you with the code (including your API token & server URL) for that specific API method in the following languages:PHPPerlPythonRubyJavaRcURLYou can copy and paste your chosen language code into your preferred scripting tool and run it there.We recommend the R program for demo purposes: it's free, light weight and will run on both Windows and Mac environments.Another nice tool to "test" the API from your local computer is POSTMAN - a Chrome add-in which allows you to test and save API queries from your local computer.
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Q436: What is the Data Entry Trigger?
A436: The Data Entry Trigger is an advanced feature. It provides a way for REDCap to trigger a call to a remote web address (URL), in which it will send a HTTP Post request to the specified URL whenever *any* record or survey response has been created or modified on *any* data collection instrument or survey in this project (it is *not* triggered by data imports but only by normal data entry on surveys and data entry forms). Its main purpose is for notifying other remote systems outside REDCap at the very moment a record/response is created or modified, whose purpose may be to trigger some kind of action by the remote website, such as making a call to the REDCap API.For example, if you wish to log the activity of records being modified over time by a remote system outside REDCap, you can use this to do so. Another use case might be if you're using the API data export to keep another system's data in sync with data in a REDCap project, in which the Data Entry Trigger would allow you to keep them exactly in sync by notifying your triggered script to pull any new data from at the moment it is saved in REDCap (this might be more optimal and accurate than running a cron job to pull the data every so often from REDCap).DETAILS: In the HTTP Post request, the following parameters will be sent by REDCap in order to provide a context for the record that has just been created/modified:project_id - The unique ID number of the REDCap project (i.e. the 'pid' value found in the URL when accessing the project in REDCap).instrument - The unique name of the current data collection instrument (all your project's unique instrument names can be found in column B in the data dictionary).record - The name of the record being created or modified, which is the record's value for the project's first field.redcap_event_name - The unique event name of the event for which the record was modified (for longitudinal projects only).redcap_data_access_group - The unique group name of the Data Access Group to which the record belongs (if the record belongs to a group).[instrument]_complete - The status of the record for this particular data collection instrument, in which the value will be 0, 1, or 2. For data entry forms, 0=Incomplete, 1=Unverified, 2=Complete. For surveys, 0=partial survey response and 2=completed survey response. This parameter's name will be the variable name of this particular instrument's status field, which is the name of the instrument + '_complete'.redcap_repeat_instance - The repeat instance number of the current instance of a repeating event OR repeating instrument. Note: This parameter is only sent in the request if the project contains repeating events/instruments *and* is currently saving a repeating event/instrument.redcap_repeat_instrument - The unique instrument name of the current repeating instrument being saved. Note: This parameter is only sent in the request if the project contains repeating instruments *and* is currently saving a repeating instrument. Also, this parameter will not be sent for repeating events (as opposed to repeating instruments).redcap_url - The base web address to REDCap (URL of REDCap's home page). i.e.,https://redcap.vumc.orgproject_url - The base web address to the current REDCap project (URL of its Project Home page). i.e.,https://redcap.vanderbilt.ecu/redcap.vXX.X.X/index.php?pid=XXXXNOTE: If the names of your records (i.e. the values of your first field) are considered identifiers (e.g. SSN, MRN, name), for security reasons, it is highly recommended that you use an encrypted connection (i.e. SSL/HTTPS) for the URL you provide for the Data Entry Trigger.
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Q437: Where do I set up a Data Entry Trigger (DET) in my project?
A437: To set up a Data Entry Trigger, go to the Project Setup Pages. In the "Enable optional modules and customizations" box, click the "Additional Customizations" button and scroll down towards the bottom. It is label "Data Entry Trigger."
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Q438: What are the situations that trigger DET (Data Entry Trigger), ASI (Automated Survey Invitations) and server side calculations?
A438: The situations that trigger DET, ASI and server side calculations are shown below in table format:FunctionalityTriggered by conditions listed belowDETForm SaveSurvey Submit (next page, prev page, missing required fields, and complete)Essentially any time a save button is clicked on a survey or formASIForm SaveSurvey Submit (next page, prev page, Missing required fields, and complete)API Import (records import and file import)Data Import Tool12-hour cron job (But only for ASIs that have datediff() with "today" in their conditional logic)Plugin/hook calling REDCap::saveData()Re-evaluate Auto Invitations button on Online DesignerServer side calculationForm save--only if calculated field that is triggered exists on another instrument or eventSurvey submit (next page, prev page, missing required fields, and complete--only if calculated field that is triggered exists on another instrument or eventAPI Import (records import and file import)Data Import ToolPlugin/hook calling REDCap::saveData()Data Quality Rule H
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Q439: What is the REDCap Mobile App?
A439: The REDCap Mobile App is an app that is installed on a tablet or mobile device so that data can be collected offline on that device. Data collected offline is later synced (i.e. uploaded) back to an online REDCap project.Once a user is given 'REDCap Mobile App' privileges in a project, they can navigate to the Mobile App page on the left-hand menu and set up the project inside the app on their device. Once the project is set up on the device, the user can collect data (which is stored locally on the device). Users can later sync (i.e. upload) that data back to their project when they have a reliable internet connection.The app is therefore most useful when data collection will be performed where there is unreliable or no internet service (e.g., no WiFi or cellular service).Additional Documentation:Download iOS app:https://itunes.apple.com/us/app/redcap-mobile-app/id972760478Download Android app:https://play.google.com/store/apps/details?id=edu.vanderbilt.redcapAbout the REDCap Mobile App (PDF):https://projectredcap.org/wp-content/resources/about.pdfSecurity in the REDCap Mobile App (PDF):https://projectredcap.org/wp-content/resources/security.pdf
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Q440: Where can I learn about the Mobile App?
A440: Yes, there are several great places to learn.The about section in the app itself.https://projectredcap.org/wp-content/resources/about.pdfThe FAQ in the app itself.The documentation which is stored somewhere in this AnswerHub. (Search for Mobile App documentation.) These are from partners in the consortium to help each other.Trial and error. I find software is best learned, at least at the initial stages, by trying it out. Download a project onto the app and see what it does!
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Q441: How can I access the Mobile App?
A441: Before users can use the mobile app for a project, they must first be given "Mobile App" User Right. This module must be enabled system-wide for your REDCap instance.  If you do not have access to the module in the "User Rights" module, contact your local REDCap Administrator. Once you have rights you'll be able to see the "REDCap Mobile App" link on the project's left-hand menu and then be able to access that page, which will provide links to download the Android and iOS app and instructions for initializing that project in the app on their mobile device. Note: When a user creates a new project, they will automatically be given "Mobile App" privileges by default.
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Q442: What is the best design practice for the REDCap Mobile App?
A442: There are several factors to consider when designing a project which  will use the REDCap Mobile App, including but not limited to:Who will install and initialize the REDCap App on the mobile devicesWho will initialize the user account(s) and create and manage user tokens for the accountsWill each device be tied to a single user or will multiple users access a given device.What data (if any) can be downloaded to the device.Who is responsible for ensuring that the project metadata is kept up to date on the deviceWho is responsible for ensuring that project data is uploaded (downloaded) at appropriate intervalsWhat PIN management techniques will be specified and used.
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Q443: What security documentation is available for the Mobile App?
A443: https://projectredcap.org/wp-content/resources/security.pdf
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Q444: How does data sync between the app and the REDCap server?
A444: When the user has collected some data in the app and wishes to send the data back to the server, they will go to the "Send data to server" page in the app.First, the metadata/data dictionary is checked for any  project changes (e.g., deleted field names, modified labels, multiple choice options, etc.)If there are major changes, the user will be prompted that the upload will not proceed.If there are no changes or minor changes, the process will proceed.Next, records are sent, one at a time.For new records:If new record id's are needed, they are assigned values for auto-numbered projects.For existing records:Modifications to existing records are adjudicated, one record at a time. They can be reassigned to a new record id or merged with an existing record.There are three categories: overlooked values (values on the device are the same), device-only modifications (in yellow), and device-and-server-modified values (in pink/red). The user is allowed to inspect them at the record- and field-level, and then send to the server after review.For instance, if the project uses record auto-numbering, and a record already exists on the server with the same record name, then it will let the user know that it will rename the record accordingly during the sync process in order to prevent any overwriting of the record already on the server.If there are any possible issues that might arise when sending the data  to the server, the app will prompt the user to make a decision before sending the data. There are many different scenarios that can occur in which a user might be prompted to make a decision, and the app is fully capable of providing the user with just the right amount of guidance so that they feel confident sending their data to the server with no issues.
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Q445: What devices run the REDCap Mobile App?
A445: Apple (iOS), Android, and (probably) coming soon, the Kindle Fire.It is available via the Apple App Store, the Google Play store, and possibly a custom REDCap store.
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Q446: Where can I find REDCap Mobile App's Release Notes for new versions?
A446: You can find the release notes at:https://projectredcap.org/wp-content/resources/change-log.txt
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Q447: What do I do if I'm having trouble with the Mobile App?
A447: Login as your usual app user, except add a 00 to the end of your PIN. This will make the 6-digit PIN 8 digits long.Go to the page that has the error. Reproduce the error.Tap "Send Diagnostic Info" at the bottom of the screen. This will send an email to the redcap app folks.Send a plain-text, narrative description of your error toredcapapp@vumc.org. You can use the Report a Bug feature on the main menu to do this via the app, or you can use normal email if you want as well.
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Q448: Can this app be used to collect data directly from participants?
A448: The Mobile App is for REDCap users to access an offline version of their projects and enter data in areas of low/no internet connection. A REDCap login is required to use the app.  The app therefore cannot be downloaded by participants, to their own personal devices.However, REDCap users can secure instruments on their own devices and let a participant use it temporarily, for direct data collection. In this way, participants only have the option to enter data to that instrument (and not use the rest of the app).
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Q449: Why can't I create new projects on the app?
A449: New project creation is not possible in the REDCap Mobile App itself. The app's purpose is to collect data offline that will later be added to an existing project on the "online" web based REDCap application. The project's data collection instruments must be created and managed within the "online" instance.
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Q450: Can we share one device and have multiple users access the app?
A450: Yes, you can add multiple users to the app installed on a single device in the Add & Manage Users section. Each user will have a unique PIN for access.  However, each app user maintains unique project copies on the device (not shared). An app user will collect data separately from anyone else even if on same device, same project. Data is consolidated when it is synced to the online server.
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Q451: What is the remote lockout feature?
A451: Remote lockout: If a user sets up a REDCap project on the mobile app, and then another user revokes their "REDCap Mobile App" user privileges on the User Rights page in that project, then it will prevent them from accessing it on their mobile device by locking them out of that particular project. In this way, you may perform "remote lockout" to further protect data stored on mobile devices. Additionally, a user can revoke/delete their API token for the project, which will also cause a remote lockout, although the lockout will be permanent and will cause all data currently stored in the app to be lost.
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Q452: What is the User Right: "Allow user to download data for all records to the app?" ?
A452: There is an additional user privilege "Allow user to download data for all records to the app?" that specifically governs whether or not the user is allowed to download records from the server to the app. This may be done to prevent users from unwittingly (or wittingly) downloading lots of sensitive data to their mobile device. If a user is given this privilege, then when they initialize the project in the app and the project contains at least one record, then the app will prompt the user to choose if they wish to download all the records to the app or not.
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Q453: What should I do if I can't find anywhere nearby in my rural setting to sync the mobile app?
A453: 1. Get online.2. Contacthttp://opensignal.com/3. Download their app.4. Next time you struggle, check out the maps in their app.
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Q454: Can I use the randomization module with the mobile app?
A454: The Mobile App does not support the Randomization Module and will not display the "randomize" button on a project instrument. The Mobile App is used for "offline" data collection, so it cannot assume access to REDCap's 'online' server where the project's randomization table is stored and accessed in real-time to make assignments.
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Q455: How should a mobile app user report a bug?
A455: Go to the main menu on the app.Tap Report a Bug.Fill out the Bug Report.Await a response within 1-2 business days.
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Q456: What is randomization?
A456: Randomization is a process that assigns participants/subjects by chance (rather than choice) into specific groups, typically for clinical research and clinical trials. The REDCap randomization module uses stratification you set and randomization tables you create to determine which randomization group each record should belong to. It allows for manual or automatically triggered randomization and open or concealed (blinded) randomization.REDCap does not design your randomization setup or randomization tables for you; it will only implement the plan you input. Consider partnering with a biostatistician to develop your randomization model.
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Q457: Will REDCap create my randomization tables?
A457: No. Once you've entered your randomization model, REDCap will generate some template randomization tables for you to work with, but these are only templates and should not be used for randomization in a production project.
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Q458: What user rights are associated with randomization?
A458: There are three user rights involved with randomization, and a user may have one, two, or all three. They can be granted in any combination.Setupallows the user to see the Setup tab on the Randomization page and the Setup column on the Summary page. This user can define the randomization model and all of its parameters, as well as upload the custom allocation table(s). This user is usually a statistician or data analyst.Dashboardallows the user to see the (Allocation) Dashboard tab on the Randomization page and the Dashboard column on the Summary page. The Dashboard shows the overall allocation progress and assignments for subjects that have been randomized. This user is usually the PI or project manager.Randomizeallows the user to view the randomization button on a data collection form or survey that contains the randomization field, allowing the user to perform the randomization. This user is usually a researcher or study coordinator.
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Q459: Can REDCap do stratified and site-based randomization?
A459: Yes. You can stratify on any multiple choice field in the project, and you can stratify on up to 14 variables in one randomization model. For multi-site projects, you can use data access groups or a specific multiple choice field to stratify by site.
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Q460: Can REDCap do blinded randomization?
A460: Yes, REDCap can do blinded randomizations. To do a blinded randomization, you will specify an unvalidated text field as your randomization field. This field will display an integer when the record is randomized. The key or crosswalk for defining this integer will be kept outside of the randomization module, such as a document in the file repository or with an honest broker.
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Q461: Does REDCap support dynamic (automatically triggered) randomization in the randomization module?
A461: Yes. In Step 4 of the randomization setup, you can choose from three randomization options:Manual only, for users with Randomize permissions only: A user with randomize rights will need to go into each record and manually randomize the participant/subject. This is the default setting.Trigger logic, for users with Randomize permissions only: The person setting up the randomization will create specific trigger logic for when randomization to occur. The record will randomize when a user with randomize permissions saves the record and the trigger logic is true. Randomization will only occur once-the record will not re-randomize when saved again.Trigger logic, for all users (including survey respondents): The person setting up the randomization will create specific trigger logic for when randomization to occur. The record will randomize when ANYONE, including a survey respondent, saves the record and the trigger logic is true. While all randomization should be tested thoroughly before data collection begins, this method should be vetted with extra rigor.
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Q462: Can I do multiple randomizations in a project?
A462: Yes. There is currently no limit to the number of randomization models you can create in a project.
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Q463: Is it possible to allow the randomization field to display on a form utilized in both (multiple) arms of a longitudinal project? It appears as though you can only choose 1 arm for which the randomization field displays.
A463: It is designed so that the randomization field is enabled for randomization on *only* one event for a record (that includes all arms).  A work around (depending on your project's use case) could be:Create one "arm" that is for pre-randomization.  The arm could include the eligibility, demographics forms, etc. up to the form on which the participant should be randomized.  After randomization, the participant can be added into one of the actual study arms.You can add a record to multiple arms, but you can only schedule events in one arm.  This design may be a limitation if you are using the scheduling module.
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Q464: Can calculated fields be used with the randomization module?
A464: The short answer: No, calculated fields can not be used to stratify randomization. REDCap requires one or more multiple choice fields (drop downs & radio buttons, yes/no & true/false questions) for stratification.However, a work-around would be to have a relevant multiple choice field underneath a calculated field and then manually fill out that field based on the value in the calculated field. You could then use the multiple choice field to stratify your randomization.
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Q465: If a randomized record is deleted, does the randomization module know to "re-use" the cell of the allocation table that had been used for that deleted record, or is that cell gone forever?
A465: If a randomized record is deleted (regardless of whether it was the first, last, or some other record to be randomized), then its allocation will be freed up and available for another record in the future.
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Q466: I made a mistake! Can I undo a randomization?
A466: Your REDCap administrator has the ability to unrandomized a participant, but institutional policies on doing this may vary. Reach out to your administrator for more help.
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Q467: My randomization model changed. Can I edit the model?
A467: Once a randomization model is saved, it cannot be edited, so test thoroughly before beginning data collection.
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Q468: Can I change my randomization table once the project is in production?
A468: Once your project is in production status, the allocation tables will become locked and unmodifiable.  They can be appended by a superuser but this will only add additional rows to the allocation table.  It will not change any of the rows already in the table.
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Q469: Before I add my instrument to the library, do you have suggestions for good formatting/good practices?
A469: First, your instrument will need to be in production before you can add it to the library. If you have the opportunity to adjust formatting, however, you may check it using the criteria used for development of the majority of instruments in the library. It is not required, but is considered good practice by our REDLOC committee -https://redcap.vumc.org/consortium/resources/docs/redcap_library_coding_guidelines.pdf. Again, these are guidelines and are not a requirement. Minimally, instruments should not have grammatical or spelling errors and definitely NO PHI! Be careful with contact information and other institution specific information that is probably not useful and may cause confusion for the entire consortium of users around the globe. If you only want to share instruments with your institution, make sure you indicate that option when you are submitting your instrument for limited review. Also, think about whether or not another user, or even yourself, will find the instrument useful. Instruments with only a couple of questions are likely not worth sharing through the library. It will be more useful to you or your team as a zip file stored in your own personal or shared team folder.
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Q470: I would like to test adding an instrument from the library to my project.  Is there an instrument designed for testing?
A470: Yes!  The first instrument listed in the library called the ‘Nacho Craving Index Survey’ is perfect for testing and demonstrating functionality.
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Q471: Once uploaded, is an instrument immediately available for download either for the consortium or the institution depending on the sharing selection or is it reviewed by REDLOC before being available?
A471: An initial review is done and a confirmation obtained from the submitter that they do want to share the instrument in the library.  A REDCap Administrator then approves the submission prior to its being added to the library.  The instrument is taken to REDLOC for review only if there are issues that the committee needs to discuss.
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Q472: How are updates to the instruments that have been shared handled?  Is there any versioning?
A472: New versions will not replace old versions, but if more than one version is submitted it will be annotated.
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Q473: I would like to add my own instrument to the library.  I don't see any buttons or tabs to help with that process. How is that done?
A473: You can definitely add your own instruments to the library.  It is required, however, that the instruments exist in a production project since that will reduce the number of revisions that potentially would be made in a development project.  If you do not see a ‘Share instrument in the Library’ button on an existing record’s data entry form or on the Online Designer page, you are still in development mode and should move to production mode first. If you do see the ‘Share an instrument in the Library’ button, you must sign the sharing agreement and provide some general reference information.
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Q474: I want to share my own instrument, but I only want people to download it who have contacted me for permission first.  How can you assure that this permission has been obtained before the user adds it to their project?
A474: We cannot administratively support this type of requirement.  You may certainly request that users contact you for permission, but if it is truly required, we will have to reject its inclusion in the collection.
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Q475: I would like to have a PDF copy of an instrument in the library.  Is that possible?
A475: It is possible to obtain a PDF copy of any static instrument in the library.  However, because we are sharing a copy of the instrument, you must sign the user agreement first.  The steps are similar to adding an instrument to your project.1.     Go to the Online Designer.2.     Choose ‘Import a new instrument from the official REDCap Shared Library’.3.     Do a Keyword search for the subject or instrument title.4.     Choose Import into my REDCap project.5.     Read and agree to the license agreement.6.     Click ‘View as PDF’.
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Q476: I am the author of a validated, published instrument. Can I add it to the library?
A476: Yes, but you will need to request that it go through the curation process (top down)request survey(https://redcap.vumc.org/surveys/?s=9MHM3RDYN7) rather than the locally shared process (bottom up).
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Q477: I already have a validated instrument created in REDCap format.  Can't I just upload that into the library?
A477: Users can share their own unpublished instruments but cannot add instruments into the library for which they are not the copyright holders.  Users can share their data dictionaries of validated instruments with the REDCap Library Oversight Committee to help with the development process.  However, the committee must investigate first to make sure that the copyright holders approve our sharing the recommended instruments through the library tool.  Some copyright holders will approve usage for individual researchers on a case by case basis or through distribution on their own designated websites but will not give us permission to share through the library.
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Q478: The author of the instrument that I am using for my project gave me permission to do so. Can't you just go ahead and add it into the library now?
A478: Authors and other copyright holders who allow individual researchers to use their instruments may not allow us to distribute instruments through the library.  This may be due to licensing or fee requirements or because they simply want to track all usage in detail through their own websites. The only stats that we can provide are: number of downloads, use in production projects, and institution names that have downloaded. We do not have specific details on usage.
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Q479: I have an instrument that I have permission to use because I have paid a licensing fee and/or signed a license agreement.  Can you add this instrument to the library for me?
A479: Generally speaking, we cannot add instruments that require special license agreements or fees.  You should plan to develop this instrument on your own if permitted by the copyright holder.  Always ask the copyright holder for permission to do so if you are unsure since the change to REDCap format may affect validity.
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Q480: Can I submit my own questions to the REDCap Library?
A480: Yes, you can.1. Make sure the project is in Production2. Click on the instrument you want to share in any record3. Look for the "Share Instrument in the Library" button at the top of the screen4. Read the ENTIRE yellow text to make sure you understand what sharing your instrument in the library means5. Read and accept the Shared Content Agreement6. Complete the required fields. Provide a detailed enough description that someone completely unfamiliar with it would understand its purpose6a. Information added to the 'Acknowledgement' section appears at the bottom of the instrument any time it is added to a project. This may or may not be desirable6b. Terms of use for locally shared submissions are not encouraged. You may add them, but please understand that we have no way of enforcing any required actions7. Choose the instrument's language and fill in your contact information8. Choose if you want to share your instrument only within your organization or if you want to share it with any institution in the Consortium9. An initial review will be done on your instrument and confirmation may or may not be required. A library administrator will either approve the submission or provide a reason for rejection
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Q481: I submitted a request for an instrument last week.  When will it be ready?
A481: With an enormous amount of requests and a small volunteer group and support staff to develop instruments, development time may take several months up to a year to be developed.  If you have a request that you feel is critical for sharing with the consortium, please emailredcap@vumc.orgconcerning the request. Otherwise, you should feel free to work with the copyright holder about permissions for developing the instrument for your project yourself.  You may then actually share the data dictionary and information with the committee for adding to potentially save steps for the library committee if they find that they instrument can be included.
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Q482: If one of our users uploads an instrument and accidentally shares it with the consortium, instead of just their institution, how can the instrument be updated to only be shared within the institution?
A482: The submitter can choose Share the instrument again and will be given an option to delete the instrument or resubmit.  The submitter can then resubmit/share again and choose the correct option.
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Q483: How do I add an instrument from the Shared Library into my project?
A483: 1.  Go to the Online Designer.2.  Choose ‘Import a new instrument from the official REDCap Shared Library’.3.  Do a Keyword search for the subject or instrument title.4.  Choose Import into my REDCap project.5.  Read and agree to the license agreement.6.  Click Add the imported instrument with the name “Instrument”.7.  Choose Return to previous page and the instrument will be at the bottom of your instrument list.
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Q484: I am copying a project which contains an instrument imported from the library.  Is it okay to copy the project and consequently the instrument?
A484: If you are copying a project that contains library instruments, after creating the new project, please delete any library instruments and then re-import them into the new project to make sure that you are 1) agreeing to the most current requirements and 2) to make sure that the functionality for adaptive/auto-scoring/battery type instruments works properly.
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Q485: I only want a few questions from an instrument that I downloaded and want to remove the citation at the bottom of the instrument.  How do I do that?
A485: You cannot remove a citation.  We highly recommend that you investigate the permission agreements offered by copyright holders.  If you have approval to make changes, you can develop the modified version on your own.
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Q486: There are different types of instruments in the library.  I can see some instruments when I am not logged into REDCap and some instruments only when I am logged into REDCap.  Can you please explain the differences?
A486: There are 3 types of instruments available through the Shared Library.  Two types are curated (a.k.a. ‘top down’) meaning they are recommended by end users and put through a review and development process by our REDCap Library Oversight Committee.  Criteria for these instruments include evaluation of:Terms of use (Are instruments in the public domain? Are they free to researchers? Are there copyright issues, fees or license agreements required?)Demand for instrument (Is it cited frequently and highly used? Are their related domains in the library?)Size and format of instrument (Higher priority is sometimes given to smaller instruments that are easily adaptable in REDCap format.)Evidence of validation (Instruments will be rejected as part of the normal committee review process without evidence of validation. If you want to discuss a particular instrument’s validity with the committee, please emailredcap@vumc.org.)Instruments are recommended by completing asurvey. Instruments that are accepted, approved and developed by REDLOC, meeting all criteria, reflect a red star icon. The exception is HealthMeasures instruments which are developed by their team. A limited number of instruments with limited information on validation, but that otherwise demonstrate usability and consistency, may be added by the committee noted with a yellow star icon.Locally created, non-published instruments (a.k.a. ‘Bottom up) do not show in the public collection with curated instruments, but do show when logging into REDCap.  Instruments that are listed but indicate that you do not have access to them have been restricted by the author to only share with their own institutions. Authors share these instruments because they want to easily download for reuse themselves, or they hope the instruments will be useful to others.
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Q487: I went to the library page and located the name of the instrument that I want to use, but it says in the note beside it that I must log in from REDCap to view the instrument or download it as a PDF.  Why is that?
A487: Before adding an instrument into the library, all permissions are cleared with the copyright holder.  Some copyright holders allow us to share their instruments with REDCap users because they understand that they will be used for research.  They sometimes have additional terms that must be signed by users as well.  This can only be done within REDCap.  If you want a copy of the instrument that is not in REDCap format, please look for it on other websites or contact the copyright holder/author.
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Q488: I see some unusual variable/field names in the library instrument that I imported into my project (e.g. sex_12h%jk).  Why doesn't it just say sex, for example?
A488: Unless you download the instrument multiple times, you will probably not see something like this from the curated instruments because the committee includes the instrument name as part of the naming convention, thus creating unique variable names.  For some curated instruments the normal format isn’t followed because of copyright holder requirements.  Most non-curated instruments shared by end users are formatted in a way that is best for their particular projects unless they purposely followed REDLOC guidelines.  Since REDCap variables must be unique, rather than REDCap removing what it sees as a duplicate variable name when importing the instrument, it adds a tag in a similar manner that it does when copying a field in the Online Designer. After adding a library instrument to your project, it is always good practice to check the codebook or data dictionary for similar fields that you might not want to duplicate.
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Q489: When I attempt to download forms from the REDCap shared library I get the following error message. What is the problem?
A489: ERROR: Could not find XML document.This likely occurred from an error communicating with the REDCap Shared Library server athttps://redcap.vumc.org/consortium/library/The import of the instrument from the REDCap Shared Library did not complete successfully.Some institutions are not allowed to utilize the library, or there may be a connection issue.  Check with your REDCap Administrator and IT staff to verify that the connection between your REDCap server and the Vanderbilt server is working.  It could be purposely or accidently blocked by a firewall or problems with proxy settings in the REDCap Control Panel.
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Q490: When I look at the data dictionary for PROMIS and other adaptive, battery and auto-scored instruments, the coding looks incorrect because some answer choices have the same code value.  Why are the coding rules different here?
A490: PROMIS, Neuro-QOL, TBI and other instruments developed by the HealthMeasures team are unique in nature in that they work with an API service to generate questions and scores. They are created, tested and verified by their team, not the REDCap Shared Library Committee, for accuracy and proper functionality. If you notice in the data dictionary that the same code is used for multiple similar responses, it is normal. If you find there is an issue in functionality, please do let us know (redcap@vumc.org).
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Q491: I am using a PROMIS, NIH Toolbox, Neuro-QOL, or other HealthMeasures tool that I was able to locate on their website, but I can't find it in REDCap.  Where is it?
A491: We receive software updates twice per year from the HealthMeasures team.  This tends to happen in late spring or early summer and in late fall or early winter.  We cannot update the collection more often, however, the HealthMeasures team does take recommendations from our users about what to prioritize for the next scheduled update.  Use the same survey link on the library page called ‘Suggest a validated instrument for inclusion in the library’ and we will pass along the request to the HealthMeasures team.
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Q492: Guide for Simple and Complex Calculations in REDCap
A492: Guide for Simple and Complex Calculations in REDCap
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Q493: Multi-Language Management Manual - End User's Guide
A493: A guide for using the Multi-Language Management tool in REDCapMLM Manual - End User's Guide.pptx
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Q494: Introduction to Action Tags
A494: Introduction to Action Tags
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Q495: REDCap Syntax Guide
A495: REDCap Syntax Guide
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Q496: An interactive tutorial for exploring REDCap Field Types
A496: An interactive tutorial for exploring REDCap Field Types
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