Florence eBinders: General Electronic Log (eLog) Functionality UW User Guide

• Do not use log duplication functionality
• Importing rows
• Viewing log templates
• Creating new logs
• Log signature and signer management
• Log up-versioning
• Log row up-versioning
• Log deletion and log row strikethrough

Do not use log duplication functionality

• Limited audit trail - the first audit trail entry of the duplicated log is limited to displaying the location of the original log; it does not include actions or responsible personnel previously captured in the audit trail of the original log
• Log Details copy over without notification to user - information like OnCore/IRB/Sponsor study numbers and Principal Investigator and Sponsor Names are study-specific and users are not warned that these details are to be updated with duplication
• Log row entry data copies over, even if inaccurate for duplicate log - for example, if you duplicate the DOA log from one study for another, data like start dates copy over regardless of accuracy for new study
• Log data correction updates take more time and effort than using the alternative method of importing rows or entering data on a newly created log using the appropriate template

• The Importing rows functionality allows you to save time by populating certain data into a log using a spreadsheet.
• Example: If you create a lot of delegation of authority (DOA) logs, you can maintain a single spreadsheet with the list of study team members, roles, and duties. For each new study, you can easily update things like duties (to align with the legend) and start dates (copy and paste) in the spreadsheet before upload.
• For more information refer to the Importing rows section.

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Importing rows

• For written instructions and a video on how to use Importing rows, refer to the Florence Support import rows in bulk article (sign-in required)
• Note(s) about the spreadsheet:
  • • Changing column headers will cause errors upon upload
    • Dates must be formatted as either DD/Mmm/YYYY (e.g., 01/Jan/2022) or DD-Mmm-YYYY (e.g., 01-Jan-2022)
    • Signature columns must be left blank
• Note(s) about usage:
  • Do not use the import feature to update rows, as the system does not recognize repeat entries and will make additional rows instead of editing existing entries. 
  • If you erroneously add an entry, you can strikethrough the row and provide a reason for doing so for the audit trail. It is not possible to DELETE a log row. If you see the word DELETE in a warning pop-up window prior to completing the deletion, this is referring to the deletion of the ENTIRE LOG. For more information, refer to the Log deletion and log row strikethrough section.

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Viewing log templates

Users with the Regulatory Staff and Study Coordinator eBinders roles are able to view log templates.

To view available log templates in the eBinders application:

• Select the settings/gear icon in the upper right corner
• From the settings dropdown, select Log Templates
• Select from the Active logs to view the applicable template

Refer to the Florence eBinders: Electronic Log (eLog) Template Management UW User Guide for information on requesting new or updates to existing log templates.

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Creating new logs

As mentioned above, due to risks associated with the log duplication functionality, it is not to be used, and our site will not provide support for its use.

Users with the Regulatory Staff and Study Coordinator eBinders roles are able to create logs. The following resources are available to help with log creation:

• How to create a log - Florence help desk article (sign-in required)
• Importing rows 

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Log signature and signer management

• Florence eBinders: How to Sign a Document UW User Guide
• How to cancel signature requests on an eLog - Florence help desk article (sign-in required)

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Log up-versioning

This section pertains to the up-versioning of the entire log. For information on the up-versioning of log rows, refer to the Log row up-versioning section.

Log or log-level version changes are:

• Prompted by legend, log details, or log information edits, and log finalization (through log-level signature)
• Initiated through the MANAGE dropdown

  

• Shown/available in the VERSION dropdown

  

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Log row up-versioning

This section pertains to the up-versioning of log rows. For information on the up-versioning of the entire log, refer to the Log up-versioning section.

Log row up-versioning in eBinders has been modified by the vendor (Florence) through several upgrades, which means you may see different behaviors for different rows in the same log. Refer to this Florence compliance clarification memo (PDF) for details. This memo may also be filed with affected logs as needed.

Row or row-level version changes are:

• Prompted by editing existing field data or entering previously blank field data if the log-level version has changed
• Initiated through the ACTIONS dropdown

  

• Shown/available in the row Version column

  

• Going to clear row signatures (up-versioned row will show Unrequested, while signature remains in previous version(s))

  

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Log deletion and log row strikethrough

It is not possible to DELETE a log row. If you see the word DELETE in a warning message pop-up window prior to completing the deletion, this is referring to the deletion of the ENTIRE LOG. This action is permanent and cannot be undone by anyone, including users, the Research Applications Support Team, or the Florence Support Team. Below is a screenshot of the warning message that appears if you attempt to delete a log.

Although it is not possible to DELETE a log row, it is possible to strikethrough it. This action is permanent and cannot be undone by anyone, including users, the Research Applications Support Team, or the Florence Support Team. Below is a screenshot of the warning message that appears if you attempt to strikethrough a row.

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