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How to introduce a new CRF version, replacing the old one, but allowing old version to be completed

Hi Reggie,
Yes, that's the method I have tried, and it works just fine. The problem is
the use of the CRF in 10 different Events on 15 sites, so I have to hide
the old version 150 times... it would be nice if a faster (and safer) way
exists for doing this? Perhaps a "Hide" button could be introduced on the
/ListCRF page, which would work as a "soft archive"...
Best regards,
Janus

"Reggie Kelley"
To
Sent by: "[email protected]"
[email protected]
nclinica.org cc

Subject
25-10-2012 23:59 Re: [Users] How to introduce a new
CRF version,replacing the old
one, but allowing old version to be
Please respond to completed?
[email protected]
.org




Hi Janus,
I'm sure someone will correct me if I'm wrong, but if you hide version 1 of
the CRF, then that CRF will not show up for Data Entry personnel, unless
data entry has already begun on version 1 for a particular subject.
Reggie
Reggie Kelley
Database Analyst
CCS Associates
1923 Landings Dr.
Mountain View, CA 94043
Voice: 650-963-8152
Fax: 650-691-4410
www.ccsainc.com
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-----Original Message-----
On Behalf Of Janus Engstrøm
Sent: Thursday, October 25, 2012 2:34 PM
To: [email protected]
Subject: [Users] How to introduce a new CRF version, replacing the old one,
but allowing old version to be completed?
Hi all,
Say I have a CRF named "Test" and it is versioned as "Version 1". The CRF
is included in 10 Events and has been taken into use for 50 study subjects.
The study consists of 15 sites.
Now, some changes were needed on the "Test" CRF, so I create and upload a
"Version 2" of the CRF. I would like to allow the "Test Version 1" CRF to
be completed for all of the 10 Events, but new Events being scheduled
containing the "Test" CRF should from now on only be allowed to use the
"Version 2" of the CRF.
If I choose to Archive the "Version 1", then OpenClinica won't allow data
entry on the already uncompleted instances of the CRF. If I choose to edit
a Site's access to which versions of the "Test" CRF (using the
/InitUpdateSubStudy?id=), I can obtain the above mentioned scenario. Only
problem with this approach, is that since the study has 15 sites and each
site has 10 Events using the "Test" CRF, I need to do editing in 150
places.
Is there a better way to allow continued data entry on already started CRFs
of some version, but disallow further instantations of this version?
Best regards,
Janus

Comments

  • Hi Janus,
    Have you tried the hide button on the event definition page? You would only have to hide it 10 times, once per event.
    Jeff Yearley
    -----Original Message-----
    Sent: Thursday, October 25, 2012 4:01 PM
    To: [email protected]
    Subject: Re: [Users] How to introduce a new CRF version, replacing the old one, but allowing old version to be completed?
    Hi Reggie,
    Yes, that's the method I have tried, and it works just fine. The problem is the use of the CRF in 10 different Events on 15 sites, so I have to hide the old version 150 times... it would be nice if a faster (and safer) way exists for doing this? Perhaps a "Hide" button could be introduced on the /ListCRF page, which would work as a "soft archive"...
    Best regards,
    Janus

    "Reggie Kelley"
    To
    Sent by: "[email protected]"
    [email protected]
    nclinica.org cc

    Subject
    25-10-2012 23:59 Re: [Users] How to introduce a new
    CRF version,replacing the old
    one, but allowing old version to be
    Please respond to completed?
    [email protected]
    .org




    Hi Janus,
    I'm sure someone will correct me if I'm wrong, but if you hide version 1 of the CRF, then that CRF will not show up for Data Entry personnel, unless data entry has already begun on version 1 for a particular subject.
    Reggie
  • JanusJanus Posts: 260
    Hi Maria,
    The method I described in my first mail regarding this works just fine: Hide the old version on each Study Event Definition for each site... it's just a bit cumbersome and time consuming with 10x use per site and with 15 sites.
    I'm guessing that the situation I described isn't that rare: A version of a CRF becomes outdated, but instead of just archiving it (and hereby disallowing further data entry on CRFs of the old version which are already started), let the CRFs be completed but disallow the CRF from future use?
    Best regards,
    Janus
    Maria Albelo
    Sent by: [email protected]
    26-10-2012 15:32
    Please respond to
    [email protected]

    To
    "'[email protected]'"
    cc

    Subject
    Re: [Users] How to introduce a new CRF version,replacing the old one, but allowing old version to be completed?

    Hi,

    What if you create two separate events and within each event just have the version of the “Test” eCRF you want to use.
    Or one event with both eCRFs within the event (you would have to rename one of them (v1, v2)). It’s the only way I see you being able to let several sites complete entry on the old version and still have the updated version still made available.

    Maria R. Albelo, MA
    Senior Data Management Associate
    Molecular NeuroImaging, LLC (MNI)
    Institute for Neurodegenerative Disorders (IND)
    P Please consider the environment before printing this email
    Sent: Friday, October 26, 2012 5:12 AM
    To: [email protected]
    Subject: Re: [Users] How to introduce a new CRF version, replacing the old one, but allowing old version to be completed?

    ...But if Versions were shown on this page, it would work, of course. Then you could hide a Version for the entire study... yes, that would be an excellent idea, then you wouldn't have to introduce a "Hide" / "soft archive" button of the CRFList.
    Best regards,
    Janus
    Janus Engstrøm
    Sent by: [email protected]
    26-10-2012 01:25
    Please respond to
    [email protected]

    To
    [email protected]
    cc

    Subject
    Re: [Users] How to introduce a new CRF version,replacing the old one, but allowing old version to be completed?


    Hi Jeff,
    That won't work, as this will hide the CRF itself, not just one of the
    versions that exists of that particular CRF.
    Best regards,
    Janus

    Jeff Yearley
    To
    Sent by: "[email protected]"
    [email protected]
    nclinica.org cc

    Subject
    26-10-2012 00:22 Re: [Users] How to introduce a new
    CRF version,replacing the old
    one, but allowing old version to be
    Please respond to completed?
    use[email protected]
    .org




    Hi Janus,
    Have you tried the hide button on the event definition page? You would
    only have to hide it 10 times, once per event.
    Jeff Yearley
    -----Original Message-----
    On Behalf Of Janus Engstrøm
    Sent: Thursday, October 25, 2012 4:01 PM
    To: [email protected]
    Subject: Re: [Users] How to introduce a new CRF version, replacing the old
    one, but allowing old version to be completed?
    Hi Reggie,
    Yes, that's the method I have tried, and it works just fine. The problem is
    the use of the CRF in 10 different Events on 15 sites, so I have to hide
    the old version 150 times... it would be nice if a faster (and safer) way
    exists for doing this? Perhaps a "Hide" button could be introduced on the
    /ListCRF page, which would work as a "soft archive"...
    Best regards,
    Janus
    "Reggie Kelley"
    To
    Sent by: "[email protected]"
    [email protected]
    nclinica.org cc
    Subject
    25-10-2012 23:59 Re: [Users] How to introduce a new
    CRF version,replacing the old
    one, but allowing old version to be
    Please respond to completed?
    [email protected]
    .org
    Hi Janus,
    I'm sure someone will correct me if I'm wrong, but if you hide version 1 of
    the CRF, then that CRF will not show up for Data Entry personnel, unless
    data entry has already begun on version 1 for a particular subject.
    Reggie
  • Hi Janus,

    Unfortunately, you are correct. You will need the sites to complete data entry on the old version of the CRF (make sure the mark it as complete, if they do not mark it as complete, once you hide this CRF, this will not appear on their data entry screen). Once the sites mark this as complete, you will need to hide the old version of this CRF in order to ensure that the old version of this CRF will not be used in the future. It is very cumbersome to do this but is the only way that I have found to deal with different versions of a CRF.

    Kind Regards,
    Alanna

    Alanna Slaeker
    Electronic Data Capture Specialist
    Clinical Research Assistant
    cid:[email protected]
    Nor Consult, LLC
    677 Strander Blvd. Building F, Suite E
    Seattle, WA 98188
    USA
    Ph: (206) 607-6861
    Fax: (206) 575-2002
    Email [email protected]
    WEB www.nor-consult.com
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    Sent: Friday, October 26, 2012 7:09 AM
    To: [email protected]
    Subject: Re: [Users] How to introduce a new CRF version, replacing the old one, but allowing old version to be completed?

    Hi Maria,
    The method I described in my first mail regarding this works just fine: Hide the old version on each Study Event Definition for each site... it's just a bit cumbersome and time consuming with 10x use per site and with 15 sites.
    I'm guessing that the situation I described isn't that rare: A version of a CRF becomes outdated, but instead of just archiving it (and hereby disallowing further data entry on CRFs of the old version which are already started), let the CRFs be completed but disallow the CRF from future use?
    Best regards,
    Janus
    Maria Albelo
    Sent by: [email protected]
    26-10-2012 15:32
    Please respond to
    [email protected]

    To

    "'[email protected]'"
    cc

    Subject

    Re: [Users] How to introduce a new CRF version,replacing the old one, but allowing old version to be completed?


    Hi,

    What if you create two separate events and within each event just have the version of the “Test” eCRF you want to use.
    Or one event with both eCRFs within the event (you would have to rename one of them (v1, v2)). It’s the only way I see you being able to let several sites complete entry on the old version and still have the updated version still made available.

    Maria R. Albelo, MA
    Senior Data Management Associate
    Molecular NeuroImaging, LLC (MNI)
    Institute for Neurodegenerative Disorders (IND)
    P Please consider the environment before printing this email
    Sent: Friday, October 26, 2012 5:12 AM
    To: [email protected]
    Subject: Re: [Users] How to introduce a new CRF version, replacing the old one, but allowing old version to be completed?

    ...But if Versions were shown on this page, it would work, of course. Then you could hide a Version for the entire study... yes, that would be an excellent idea, then you wouldn't have to introduce a "Hide" / "soft archive" button of the CRFList.
    Best regards,
    Janus

    Janus Engstrøm
    Sent by: [email protected]
    26-10-2012 01:25

    Please respond to
    [email protected]


    To

    [email protected]
    cc

    Subject

    Re: [Users] How to introduce a new CRF version,replacing the old one, but allowing old version to be completed?



    Hi Jeff,
    That won't work, as this will hide the CRF itself, not just one of the
    versions that exists of that particular CRF.
    Best regards,
    Janus

    Jeff Yearley
    To
    Sent by: "[email protected]"
    [email protected]
    nclinica.org cc

    Subject
    26-10-2012 00:22 Re: [Users] How to introduce a new
    CRF version,replacing the old
    one, but allowing old version to be
    Please respond to completed?
    [email protected]
    .org




    Hi Janus,
    Have you tried the hide button on the event definition page? You would
    only have to hide it 10 times, once per event.
    Jeff Yearley
    -----Original Message-----
    On Behalf Of Janus Engstrøm
    Sent: Thursday, October 25, 2012 4:01 PM
    To: [email protected]
    Subject: Re: [Users] How to introduce a new CRF version, replacing the old
    one, but allowing old version to be completed?
    Hi Reggie,
    Yes, that's the method I have tried, and it works just fine. The problem is
    the use of the CRF in 10 different Events on 15 sites, so I have to hide
    the old version 150 times... it would be nice if a faster (and safer) way
    exists for doing this? Perhaps a "Hide" button could be introduced on the
    /ListCRF page, which would work as a "soft archive"...
    Best regards,
    Janus
    "Reggie Kelley"
    To
    Sent by: "[email protected]"
    [email protected]
    nclinica.org cc
    Subject
    25-10-2012 23:59 Re: [Users] How to introduce a new
    CRF version,replacing the old
    one, but allowing old version to be
    Please respond to completed?
    [email protected]
    .org
    Hi Janus,
    I'm sure someone will correct me if I'm wrong, but if you hide version 1 of
    the CRF, then that CRF will not show up for Data Entry personnel, unless
    data entry has already begun on version 1 for a particular subject.
    Reggie
This discussion has been closed.