Sensitive fields workflow

For reviewing sensitive fields updated from spreadsheets, see [Link for document 156922 is unavailable at this time].

Workflow overview

1. Anyone can create a suggested change. [In REDCap's Data Resolution Workflow, these are called "data queries", which is a very confusing name]
2. An administrator at the Admin Core reviews the change.
3. If rejected, the change is canceled with a comment.
4. If confirmed, the change goes to a second Admin Core administrator, who double checks it, makes the edit, and then closes the change.

Open suggested changes can be viewed here in REDCap. Resolved changes can be viewed here.

1. Creating a new suggested change

When on Tracking, click on Sensitive fields. [Unless you are in the Admin Core, you will see a set of read-only fields.]

Click the icon next to the field you would like to suggest a change for. You will see something like this:

Click "Open Query". You do not need to assign the query to a user or notify them; they will see the change in the "Resolve Issues" list, covered below under "Resolving suggested changes".

In the comment, enter the new information you have. The button at the bottom will have changed to "Open Query"; click that to submit the change. You will see the bubble icon next to the field change to , and administrators will see your change in the Resolve Issues page.

Attaching a file

Optionally, if you have a file with details (like an obituary) you can attach it to an open query by clicking on the . Choose "Other" and click "Upload file", then "Respond to query" at the bottom:

2. Reviewing suggested changes

Administrators can view the open queries in the left sidebar under "Applications", next to "Data Quality" there is a "Resolve Issues" view:

The issues page will show any unresolved changes in a list, like so:

There are three options here: rejecting the change, double confirmation, or single confirmation.

Rejecting the change

If the change is incorrect for some reason, the administrator should click on the "comment" button in the leftmost "Click button to view data query" column:

OR click on the icon on the record.

Then, choose the "Close the query" option, fill in a comment, and click the "Close the query" button.

Double confirmation step 1

The first administrator should click on the record ID. This will jump you to the field in question. Click the  icon to open the change. If a comment is helpful, add one by choosing "Reply with response: Other", fill out the comment saying "Yes, this looks like it should happen" or some such, and then click "Respond to query".

Then, click the again [if needed] to open the Data Resolution Workflow, and click the "Assign query to user" link on the "Open Record" line:

Assign to another admin who is not you. Email notification is optional, as they will see it in their Resolve Issues list.

Double confirmation step 2

Go back to Resolve Issues as above, and click the Record ID. This will jump you to the field; this time, actually change the field as suggested. (You can click the  to see the change details again if needed.)

When your change is made, click the huge "Save and then open Data Resolution Pop-up" button off to the right. This will open the screen to let you close and authenticate the change. You will see changes made to the field, by who, and the time. Now choose the "Close the query" green radio button, enter a comment if needed, and click the "Close the query" button at the bottom of the screen:

The change is now completed. The icon next to the field will change to a bubble with a green checkmark, which can be clicked to open future changes or see the past history.

HOORAY!

(The "H" button will display only the history of changes to the given field.)