Summary
This article covers the uses for the site visits manager.
Table of Contents
- Access Site Visits Manager
- Available Columns and Filter Types
- Actions
- Choose an Action – Press Go
- Configuring Dashboard Notifications
The Site Visits Manager is a tool to store, organize, and efficiently export site visit reports. With this high-level view, reports can be sorted by many criteria options including study, site, reporter, transition step, among others.
Access Site Visits Manager
From within the CTMS platform, click the expandable menu to the left of the screen (global menu) and select Site Visits.
Available Columns and Filter Types
The Site Visits Manager contains a table listing all site visit reports. Just as is the case with most managers, you can rearrange, filter, and sort most of your manager columns. Columns can be dragged and dropped between the manager table and the filters menu, based on your workspace preference. For more information on managers, see the article on CTMS Managers
The following table defines each column, the actions made available through the column value and the filters and sorts available.
| Name | Value | Action | Sortable | Filters |
| Study | The study associated with the report instance | Links to Study Menu | Yes | Choice |
| Site | The site name as it appears in the Sites Manager | Links to Site Record in the Sites Manager | Yes | Choice |
| Study Site | The site name as it appears in the Study Menu | Links to the Study Site Menu | Yes | Choice |
| Reporters | Displays the individual(s) selected as Reporter(s) on the Study Site Site Visits Form | (none) | No | Text |
| Transition Step | The approval transition step in which the report is currently | (none) | Yes | Choice |
| Visit Date | The date(s) of the site visit | (none) | Yes | Date |
| Visit Name | The name of the visit | (none) | Yes | Text |
| Visit Type | The type of visit completed | (none) | Yes | Choice |
| Site Visit Report Template | The name of the template utilized | (none) | Yes | Text |
| Projected Date | The projected visit date(s) when the visit is dependent on a baseline visit or study activity | (none) | Yes | Date |
| Scheduled Date | The scheduled visit date (visit not necessarily dependent upon a baseline visit or study activity) | (none) | Yes | Date |
| Submitted | The date the report was transitioned into the status defined in the approval workflow as the date of submission | (none) | Yes | Date |
| Finalized | The date the report was transitioned into the status defined in the approval workflow as the date of finalization | (none) | Yes | Date |
| Study Status | Displays study status. | (none) | Yes | Choice |
| Sponsor | Displays the Name of the Sponsor. | (none) | Yes | Choice |
| CRO | Displays the Name of the CRO. | (none) | Yes | Choice |
Actions
Exports
By clicking the options Excel or CSV, the system will provide an export of the data contained in the manager. Date range columns, such as Projected, Scheduled, and Visit Dates, will export ranges into 2 columns each for enhanced reporting options.
Choose an Action – Press Go
The Choose an Action – Press Go dropdown can be expanded by clicking and contains the following options:
Export by Template
Choosing this option will generate a folder containing an Excel export with the selected monitoring reports sorted into separate tabs by each monitoring report template type. This will allow you to compare responses to questions across visit reports of the same type.
Export to Excel
Choosing this option will generate a folder containing an Excel export of each selected monitoring report.
Export to PDF
Choosing this option will generate a folder containing PDF exports of each selected monitoring report. This option captures eSignature details applied during the approval process, if included in the chosen Monitoring Report Workflow.
Configuring Dashboard Notifications
The Save Search functionality found in every manager’s filter allows you to save the current search criteria (filters and sort selections) and name the search. Taking these steps creates a prepared search in the Checklist Widget found on the Dashboard. From the Checklist Widget users can view how many records appear in the search results as well as click the name of the search to link directly to the search results.
While most columns can be utilized in the Save Search functionality, one of the more helpful saved searches for the Sites Visits Manager is to quickly identify which reports require user attention in the approval process. Users involved in the approval process can sort by Transition Step and utilize the Save Search function to create a task in the Checklist Widget that appears on the Dashboard. Additional filters, such as Study or Study Site can be included to narrow down the search results. The checklist entry will reveal a count of reports currently in the chosen transition step. Clicking on the entry will take the user to the presorted Site Visits Manager table.
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