Chapter 3. Metadata

Table of Contents

3.1. Queries
3.1.1. Add Query
3.1.2. Edit Query
3.1.3. Reply to Query
3.1.4. Delete Query
3.1.5. Multiple Queries Dialog
3.2. Add a Data Reason
3.3. Mark a Data Value as Missing
3.4. Resolving Queries
3.5. Managing Documents
3.5.1. Supported Document Types
3.5.2. Reviewing Documents
3.5.3. Adding Documents
3.5.4. Downloading Documents

3.1. Queries

Queries are used to request corrections or clarifications about the data. There are four query dialogs: Add Query, Edit Query, Reply to Query, and Delete Query. The following sections explain in detail how to use these dialogs.

For studies where multiple queries per field are enabled, there is an additional dialog where users can add a new query or choose an existing query to reply to, edit, or delete. Further details are provided in Multiple Queries Dialog.

3.1.1. Add Query

To add a query to a field, click Q. If there is no query on a field, the Add Query dialog opens. Select an appropriate category from the dropdown menu, and provide the query detail in the provided text field. Once complete, click Apply to add a query to the field.

3.1.2. Edit Query

To edit a query, click Q. If the query is resolved, the Edit Query dialog opens. Otherwise, the Reply to Query dialog opens. Click Edit, and the Edit Query dialog opens. Select an appropriate category and status from the dropdown menu, and provide the query detail in the provided text field. Once complete, click Apply to finish editing the query.

3.1.3. Reply to Query

If a query is already resolved, it cannot be replied to. Otherwise, to reply to an outstanding query on a field, click Q. The Reply to Query dialog opens, displaying the query detail. Enter the query reply content in the provided text field. Once complete, click Apply.

3.1.4. Delete Query

Queries are rarely deleted. Once a query is created, it should be resolved, perhaps as irrelevant.

If it is necessary to delete an existing query, click Q. If the query is outstanding or pending, the Reply to Query dialog opens. Click Edit, and the Edit Query dialog opens. Click Delete, the Delete Query dialog opens. In the Delete Query dialog, click Delete to confirm deletion of the query on the field. At each step please ensure that the query really should be deleted.

3.1.5. Multiple Queries Dialog

In a study with multiple queries per field enabled, click Q for a field with an existing query to see the multiple queries dialog:

The icons used in the multiple queries dialog are:

  • Reply

  • Edit

  • Delete

  • Add

In single query per field studies there are navigation buttons at the bottom of each dialog to navigate from one dialog to another. These are not present in studies that permit multiple queries per field. Instead, the multiple query-enabled study query dialogs have a back arrow at the left top corner. The back arrow returns you to the Multiple Queries dialog.

3.2. Add a Data Reason

Reasons are a way to provide additional information about existing data or to explain why data is changed. For each data field, the user can add a new reason or edit an existing reason using the Reason for Data Value dialog.

To add a reason to a field, click R next to the field. The Reason for Data Value dialog opens. Select an appropriate status from the dropdown menu and enter the reason detail in the provided text field. Click Apply to add the reason to the field.

In some cases, the Reason for Data Value dialog may open automatically when a data value is changed. In these cases, a reason is required before the data change is accepted. If the data change was made in error, click Revert to Old in the Add Reason dialog to discard the data change.

To edit an existing reason, click R to open the Reason for Data Value dialog. Change the reason status and/or detail and click Apply to finish editing and close the dialog.

To delete an existing reason, click R to open the Reason for Data Value dialog. Click Delete and then click Confirm Delete to confirm that the reason should be deleted.

3.3. Mark a Data Value as Missing

Missing value codes provide a way to mark a data value as missing. Users may select a missing value code for any data field that is not essential to indicate that the data value will not be entered.

To mark a data value as missing, click M next to the input field. The Missing Value dialog opens. Select an appropriate missing value code from the dropdown menu, and click Apply to finish.

After marking a data value as missing, the field value is set to the missing value code and the field is disabled. Disabled fields can still be tabbed to, however editing the field is not possible.

To enter data in a field that has previously been marked as missing, click M. In the Missing Value dialog, select the No code (reset) option from the dropdown menu, and click Apply to finish. This enables the field for data entry and resets the field value to blank.

3.4. Resolving Queries

Queries can also be resolved via Q.

Click Q, and then click Edit for the query that is to be resolved. Select an appropriate Status from the dropdown menu, and optionally supply Detail and Note information in the respective text areas. Once complete, click Apply to resolve the query.

3.5. Managing Documents

DFcollect allows users to attach documents to any record, accommodating the collection and storage of data and information in other formats. This can be useful for managing images, or other recordings, that are relevant to the data of the current record.

3.5.1. Supported Document Types

DFcollect is able to upload, view and download PDFs, images, audio, and video. Specifically for images, DFcollect supports JPEG (JPG), PNG, and BMP formats; for audio, DFcollect supports MP3, and WAV formats; for video, DFcollect supports MP4, and AVI formats.

3.5.2. Reviewing Documents

Click in the CRF Menu to open the Manage Documents view. The number with the red background is the current number of documents for this record.

The view includes a list of the available documents and a preview area. Each document in the list has several attributes:

  • Selected for download. Checked (circle with yellow checkmark) or unchecked (empty circle).

  • Status. One of "primary" or "secondary" and will generally be "secondary" indicating that this document is related to the data but not the primary source of the data.

  • Image ID. A unique identifier for this document.

  • Type. What is the document type? This is a file "extension" or acronym from a list of supported types.

  • Arrival. The arrival time of the document to the study - when was it originally received or added.

  • Sender. The "sender" of the document. This may include an email address, a username and identifier for another application, etc.

If there is at least one document, the first document is opened in the preview area. To view another document, select it from the list by clicking it. Documents may not be edited.

Many document types can be previewed directly, including PDF, JPEG (JPG), PNG, and MP4 format. Other formats can be downloaded to the local computer and viewed using appropriate 'helper' software.

3.5.3. Adding Documents

To add a document:

  1. Add it using the device operating system's file browser. In the dialog header, click to open the file browser and select one file. The Attach File confirmation dialog appears. Click Save to confirm and add the file, or Discard to cancel the action.

    [Note]Note

    For iOS® users, if Optimize Storage is enabled on the device, iCloud Photos automatically manages the size of the photo library on the device. Original photos and videos are stored in iCloud and space-saving versions are kept on the device. Turn on the Download and keep originals setting on the iOS® device to have the original photos and videos available for upload to DFcollect.

  2. Use the camera (if available) to take a photograph of the document. If the document contains multiple pages, each page must be photographed separately and becomes it's own document.

    In the dialog header, click to open the camera view. In camera view, the rear-facing camera is used as the default device to take photographs. The camera view automatically adjusts focus. Click in the bottom of the camera view to take the photo. After taking the photo, the camera view switches to the preview page. It is possible to retake the picture by clicking again. The photo is added as a document by clicking .

    [Note]Note

    In Android™, to cancel submitting a photo from the preview page, you must use Android™'s back key to close the photo preview page.

3.5.4. Downloading Documents

Documents can be downloaded from Manage Documents view to local storage on the device. Click the empty circle in the left-hand column to select a document to be downloaded. Select additional documents as needed.

Click to start downloading.

Example 3.1. One document selected for downloading


[Note]Note

The location of downloaded documents is different on iOS® and Android™. On iOS®, open the Files app and locate the named folder dfcollect. All downloaded documents are in this folder. On Android™, open the Files app and switch to Downloads. The downloaded documents are in the DFcollect folder.