Summary

This article describes the functionality of the form flow feature.

Table of Contents

Design | System

Form flow allows for the control of visibility and accessibility of forms. Forms participating in form flow will always have a special status assigned to them. These statuses determine the rights available to each Role in regards to read and write permissions.

Activation

Form Flow features must be activated before they can be used on an existing study. If Form Flow was configured for the study prior to deployment, skip this section.

The activation links must be configured by the Trial Designer before they will become available on the study homepage.

Activate Form Flow feature

  1. On the study homepage, hover the mouse over the ‘Actions’ button and select ‘Activate Form Flow.’
    • An ‘Activate Form Flow’ screen will display the results of the activation and report any errors.
  2. Click the ‘OK’ button to continue.

Activate Record Level Form Flow Transitions

If the study is configured to use record level form flow transitions, an activation link will be available on the study homepage.

  1. On the study homepage hover the mouse over the ‘Actions’ button and select ‘Activate Record Level Form Flow Transitions.’
    • An ‘Activate Record Level Form Flow’ screen will display the results of the activation and report any errors.
  2. Click the ‘OK’ button to continue.

Flow Bar

In a form with form flow, the flow bar appears under the Subject Information Bar. It displays the flow label, status label and the transitions available.



Change Flow Status

  1. Select the form with the status that you want to change.
  2. In the flow bar, click the button to transition to the next status.



Note: This button may be a ‘submit’ button, ‘open’ button or some other button depending on the transition labels configured for the study.



After clicking the button, the system will display a confirmation form.

  1. Complete the confirmation form.
    • Depending on the configuration of the study, the system may request a transition comment or a signature.
  2. Click the ‘Submit’ button to confirm the flow status change.
    • The system will return you to the form with the flow bar updated to display the new flow status. Some status changes may cause a metadata status change on the form.


View Changes in the Audit

  1. Select the ‘View Audit Trial’ icon on the form that you would like view.
    • A new table will appear above the form displaying information about the form.
  2. Click the ‘Filter Audit Trail’ button and assure that the ‘Form flows’ checkbox is selected.
    • All of the changes made to the form flow statuses are displayed here.
  3. Click the ‘X’ icon to close the table.

Forms Manager

View Form Flow Summaries

A summary of all the form flows can be found in the Forms Manager.

  1. Select ‘Forms’ from the navigation menu.


In the Forms Manager, Form Flow Value displays form flow information for forms that support form flow.

Note: The title of this column and the status names will be dependent on the configuration of the study.



Change Flow Status

  1. Check the check box that corresponds to the form that you want to change.
  2. In the Choose an Action drop down menu, select the appropriate action.
  3. Click the ‘Go’ button.
  4. Complete the confirmation form.
  5. Click the ‘Submit’ button to confirm the flow status change.
    • The system will return to the Forms Manager with the form flow information updated.

Filters

Filters related to time restrictions can be used in the Forms Manager and Subjects Manager when record level form flow transitions are active.

Use Filters in the Forms Manger

  1. In the Forms Manager, locate the filter related to form flow values.


Note: The name of the filter and its options will vary depending on the configuration for the study.


  1. Select one or more options to filter the forms.

Use Filters in the Subject Manager

For studies with record level form flow transitions enabled, an additional filter called ‘Contained Form Flow’ is available.

  1. In the Subject Manager locate the filter called ‘Contained Form Flow.’
  2. Select one or more options to filter the forms.


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