Microsoft PowerPoint - REDCap - Advanced Features

Advanced REDCap Features

Taryn Stoffs, MS (UF)

Jennifer Holmes, CCRP (UVM)

April 28, 2022

Learning Objectives

 Introduce advanced REDCap terminology, settings, and functions

 Describe best practices for customizing a REDCap project

 Demonstrate advanced features in REDCap to manage study data

You Can Learn to Use REDCap!

REDCap Terminology

•StudyinREDCap

Project

• SubjectinREDCap

Record

 CaptureeachDataPoint(Name,DOB,Glucose)

Fields

 MultipleFieldsmakeupanInstrument(Form:SourceorCRFs)

 CanbeenabledasaSurvey(Questionnaire)

Instruments

 EachspecificTimepoint(StudyVisit)

Event

REDCap Terminology

 UniquenameassignedtoeachField

Variable

 Automaticallyinjectalreadycollecteddatainto

anotherinstrument[Name,Pronouns,DOB]

[Piping]

•Placesafieldinanotherspotonthesame

Instrument{Makesthemlookbetter!}

{Embedding}

 AutomaticSurveyInvitations(REDCapsendsurveysfor

you)

 Twillio (Voice/TextServiceforsendingSurveys)

ASI

REDCap Terminology

 Streamlines Instruments(Onlyshows

applicableFields)

BranchingLogic

 CustomizedFieldAnnotation(We’llgetintoit)

@ActionTags

• [Like‐Piping‐and‐Action‐Tags‐but‐Different]

[Smart‐

Variables]

REDCap Terminology

 ConditionalLogic(If/Then,AND/OR)

 DateDiff (Calculatedifferencebtwn 2Dates)

 Sum,Mean,SD,Min/Max,Rounding

Special

Functions

 REDCapcanAutomaticallyAlertStudy

Team/Subjects/Others

Alerts&

Notifications

• KeepyourCurrentIRBApprovedDocumentsin

REDCap

FileRepository

REDCap Terminology

 AllowsformultipleEvents(Visits)andARMs

Longitudinal

DataCollection

 TimingofeachEvent(Visit)2weeks(+/‐ 5days)

 TracksubjectEvents(Visits)

Scheduling

•CalendarviewofallSubjects’Events(Visits)

•CanbeusedtotrackStudyTeamMeetings

•DSMBMeetings

Calendar

REDCap - Preparation

Theseareyour

instruments

(forms/surveys).

Somemaybe

combinedinto

oneinstrument

Theseareyour

events(visits).

Piping

Copying and Moving Fields

Piping

Event Name

[general_forms_arm_1][first_dem]

Variable Name

Dear [general_forms_arm_1][first_dem],

Dear John,

Piping

Scoring Surveys

Matrix Fields

Field Embedding

Repeating

Instruments

and

Events

Repeating

Instruments

and

Events

Repeating

Instruments

and

Events

Repeating

Instruments

and

Events

Repeating

Instruments

and

Events

Repeating

Instruments

and

Events

Repeating Instruments and Events

Scheduling

Calendar

Multi-Language Management

Multi-Center Study – Data Access Groups (DAGs)

ASIs are used to have invitations sent to your survey participants, but rather than scheduling them manually,

the invitations can be scheduled to be sent automatically by REDCap 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.

Automated Survey Invitations (ASIs)

Automated Survey Invitations (ASIs) Setup

CustomizeASIemailswithpipingorsmartvariables

Automated Survey Invitations (ASIs) Using Twilio (SMS)

REDCap has the capability to make voice calls and send SMS text messages for surveys by using a third-

party web service named Twilio (www.twilio.com).

Automated Survey Invitations (ASIs) Using Twilio (SMS)

Action Tags

ActionTagsareawaytocustomize thedataentryexperienceforsurveysanddataentryforms.

ActionTagsarespecialtermsthatbeginwiththe'@'signthatcanbeplacedinsideafield's Field

AnnotationboxwhenworkingintheOnlineDesigner.

@TODAY– fillsinthedateofwhenthesurveywas

accessed.

@READONLY‐SURVEY–thevaluecannotbechanged

bythesurveytaker,itcanonlybeviewed.

@DEFAULT

@DEFAULT=“[first_name][last_name]”

Formultiplechoicefields:

@DEFAULT=“[field_name:value]”

@DEAFULT=“[race:value]”

@HIDECHOICE

@CALCDATE

@MAXCHECKED=3

@NONEOFTHEABOVE=98

Smart Variables

SmartVariablesaresimilartoActiontags,excepttheyallowyoutoref erenceinformation

otherthandatafields(akametadata).

Smartvariablescanbereferencedinbranchinglogic,Alerts&Notifications,indescriptive

textfields,insideofdatafields,andconditionallogicforASIs.

SmartVariablescanbeusedinconjunctionwithActionTags.

SmartVariablesareeasilydistinguishablefromfieldvariablenamesbecauseSmartVariables

willhavedashes (‐)andcolons (:) whereasvariablenamescannot.

Most Popular Smart Variables

BranchingLogic

Alerts&Notifications

Repeatingformsorevents

[user‐name]=“tls”

[user‐role‐label]=“Admin”

[record‐dag‐name]=“UF”

[event‐name]=“baseline_arm_1”

[previous‐instance][height]

[previous‐event‐name][heart_rate]

[form‐url:instrument]

[form‐link:instrument:Custom Text]

[form‐url:health_questionnaire]

HealthQuestionnaire

[form‐link:demographics:Click here

toviewtheDemographicsform]

ClickheretoviewtheDemographicsform

@DEFAULT=”[previous‐instance][height]”

@DEFAULT =“[user‐name]”

[smart-variables] + @ACTION TAGS

Alerts & Notifications

The Alerts & Notifications feature allows you to construct alerts and send customized emails (or text

messages) to study participants or members of the study team. These notifications may be

sent to one or more recipients and can be triggered or scheduled when a form/survey is saved

and/or based on conditional logic whenever data is saved or imported.

Notifications can include separate attachments and/or include attachments from File Upload fields

from a record.

Alerts & Notifications

Alerts & Notifications - example alert to study team

member

Piping

[form‐url:instrument]

Pipingsubject’sname,

phone#andemailinto

thebody

Alerts & Notifications – example alert

Longitudinal Studies

Longitudinal studies collect data on a subject over multiple time points/visits. Many times, the

same data collection forms/surveys are used at multiple time points.

DataCollected Timepoints

Baseline 1month 6months 1year 2years

Demographics x

InformedConset x

Labs x xxx

Imagingdatax x xxx

Medicationsx x xxx

Surveymeasuresx xxx

StudyProtocol

RecordHomepage

DataCollected Timepoints

Baseline 1month 6months 1year 2years

Demographics x

Informed

Consent x

Labs x xxx

Imagingdatax x xxx

Medicationsx x xxx

Surveymeasuresx xxx

Multiple Arms

For longitudinal studies, you may want to create multiple arms if the study has two (or more) different types of

participants, such as a treatment and a control group, where the two groups will have different study time

points or different data collection forms that need to be filled out.

Each arm can have as many events as you wish.

eConsent Framework

Versioncontrol

Automatic storageofPDFcopyofthecompletedsurveyintheFileRepository

Canbeusedforany survey

Additional REDCap Resources

Videos on the REDCap Consortium site: https://projectredcap.org/resources/videos/

Feature-specific videos can be found throughout REDCap, i.e., a video on how to create a report is

found on the Report Builder page and a video on how to create Project Dashboards is on the Project

Dashboard page.

YouTube (search for “REDCap” or a specific REDCap topic like “REDCap Double Data Entry”)

REDCapU: https://www.gotostage.com/channel/redcapu

User guides and videos publicly posted on other institutions’ websites (Google is your friend!)

“Data Management for Clinical Research” – online, free Coursera course, offered by Vanderbilt

University (https://www.coursera.org/learn/clinical-data-management?)

Ask your REDCap Admin to search the Training Materials Repository on the REDCap Consortium site

for guides and videos, which only they have access to.

Other Helpful Tips

Reach out to your REDCap Admin!

*Be

very specific

with your questions/needs

*Have the project built/configured as much as

possible beforehand

*Provide screenshots of error messages!

Make a copy of your project for testing major post-

production form changes or modifying survey conditions

(triggers)

Have a test record in your production project to test small

changes such as adding branching logic or calculations.

Test your surveys as surveys, not as data entry forms.

Survey flows and data entry flows are not the same

University of Vermont ~ REDCap Resources

Obtain a UVM REDCap Account UVM REDCap LOGIN

REDCap Administrator: [email protected]

Research Navigator: [email protected]

Commons Page - REDCap Resources

University of Florida ~ REDCap Resources

Introduction to REDCap class (GatorLink account required to access video):

https://mediasite.video.ufl.edu/Mediasite/Play/ee8877f9d00e441d84f80fee824ac7851d

REDCap User Guides: https://www.ctsi.ufl.edu/research/study-design-and-analysis/redcap/redcap-user-

guides/

UF REDCap Help Desk: https://redcap.ctsi.ufl.edu/redcap/surveys/?s=DUPrXGmx3L

UF CTSI Data Management Team (informatics): [email protected]

UF CTSI Research Design and Data Coordinating Center (study design & statistical analysis):

https://www.ctsi.ufl.edu/research/research-design-and-data-coordinating-center/

Boston University ~ REDCap Resources

Access: https://www.bu.edu/ctsi/tools/

REDCap Support: [email protected]

Medical University of SC~ REDCap Resources

Request a REDCap consult via SPARCRequest: https://sparc.musc.edu