Summary
This article covers both the Queries Report and how to manage queries.
Table of Contents
The Queries Report application is available to any user role with the appropriate permission. It is located within the Reports menu on both the web and mobile app.
The Queries Report lists all queries which have been deployed to the user viewing the report. This is a centralized place to manage all queries which have been deployed to the user role viewing the report.
Queries will not display if:
It was not deployed to the current user role
It exists on a field which is blinded to the current user role
It exists on a form which the current user role does not have View access for
Queries Report
Select the Queries Report option under the Queries Menu
Once open, you will see a page similar to the one shown below. Reference the annotations below the image.
Column descriptions for the highlighted columns above:
Subject ID where the query resides - This is a link to the subject’s casebook
Date/time the query was opened - This is also a link to open the record where the query resides.
Msg - Tap to open dialog window for posting message or closing (permission-dependent). The number indicates the number of messages currently posted on the query
Batch close - Permission-dependent checkbox to bulk close queries.
Filter descriptions:
Subject - Text field to search for a specific subject ID
Status - open or closed queries
Generated By - System (automatic) or Manual queries. Automatic queries are generated by the system based on edit checks or missing data.
Message Type - Open-ATTN: Site, Open-ATTN: Monitor Closed, or Re-opened. Queries to the ATTN of the site are those created either by an Admin level role or by the system (e.g. form error). Queries to the ATTN of the Monitor are those to which the site level user has posted a response.
Query Type - Field, Form, or Interval queries
Date range - Filters by the date of the most recent transaction on the query. For example, if a query was opened Jan 15th and closed Feb 20th, a filter for dates only in January would not display this query.
Role distribution - Select which roles to filter for, based on which roles the queries were distributed to. If a query was not distributed to your own role, it will not show as a result
Once open, choose between the different query types
The resulting list can be filtered further if needed via the filter icon at the upper right corner, or exported via the share link at the bottom right.
Tapping a row will open the record where that query exists. Tapping the dialog icon on the right will open the query dialog for posting a message or closing the query (permission dependent).
Queries Overview
The normal workflow of Queries are as follows:
Query created - either by the system due to data entry or manually by a user. These will be RED which means to the attention of the site.
The query is addressed either by a message being posted or by being closed:
Manual Queries - Another user posting a message will either change the status to GREEN if the message was posted by the site, or to RED if the message was posted by an Admin level role (normally a Monitor-type role). Those queries can be filtered and viewed in Queries Report.
Automatic Queries - The data gets corrected and the query automatically closes itself, or a user posts a message to the query.
Queries are only visible to you if one or more of the following is met:
You created the query
The query was deployed to your role, at the study site(s) you belong to.
You have special permissions to see all queries
Queries can exist and be viewed in the following three locations within a subject's records:
Location | Type |
Intervals | Manual |
Forms | Automatic or Manual |
Form Fields | Automatic or Manual |
Definitions of query types (listed in the table above):
Automatic - Queries generated automatically by the system based on form logic and edit checks that are in place.
Manual - Queries created manually by someone with the permissions to do so. Typically Data Managers or Monitors will have this permission.
Any query that is RED is to the attn of a site-level user. When opening these types of queries, you will notice the message type is "Attn: Site"
Any query that is GREEN is to the attn of an admin-level user. When opening these types of queries, you will notice the message type is "Attn: Monitor"
The images below display the locations listed in the table above.
Interval Query
Form Status displaying the presence of at least one form or field query (Open the form for details)
With the form open, the form query displays on the upper right of the form
Field Query - These are the most common
Selecting any query icon will open the query dialog window and display any details.Select here to view a list of any Interval or Form queries
Select here to view the field query
Posting Messages to Queries
Queries are the optimal way to handle contextual communications that pertain to study data, without the need for email or other external methods.
Query dialog windows can be opened by tapping the query icon on the eCRF or via the Queries Report.
User role Permissions may prevent the ability to post messages to existing queries. This is determined by the “Grant access to query management” permission.
Reference the image below for the following descriptions:
Select a query. If multiple are displayed, selecting any will open the same window displaying each of the queries in the list.
Select the query description link for the query you wish to perform an action on.
Type a message or close the query, and select the Post and Close button. This will post the message and close the window automatically.
Posting a comment to a query that someone else created - as is typical of a site-level role responding to a Monitor's query - will change the status from RED to GREEN (ATTN: MONITOR). Posting a comment back to a query that you created (assuming you have the permission to create manual queries) - as is typical when a Monitor replies back to the site on a query will return the status back to RED (ATTN: SITE).
Creating Manual Queries
The ability to create manual queries is permission granted in Role Security via the application Query Management.
Verify you have this permission by opening any subject record that has not yet been locked/reviewed and verifying the query icon next to every field on forms:
The icons shown above are only to create new manual queries when no other query already exists. If a query of any type exists on a field, the icon will appear red as shown below.
Selecting the query icon will open the query dialog window which allows you to either create new queries or access existing ones.
After opening the query dialog window by selecting a query icon, adding a new query is done by completing the form shown below. Follow the image annotations for steps to follow:
Select the query type choice. These are choices made available by the study designer here, based on the common known reasons for creating a manual query. "Verify Data" is the most common reason manual queries are created.
Specify the query via a description
Select which roles the query should be seen by. The default roles selected are set up by the study designer, so these roles should not need to be changed with every new query that is added. These may also be disabled if the role has been configured to prevent editing these for each new manual query.
Add the query
Notice in the example shown above, there is already an existing query on the field under the 'Existing Queries' section. Adding a new query will add to the list, from which users can toggle between the different queries to then post messages via the Query Post Form.
Closing Queries
The ability to close queries is a permission that must first be granted in role security via the Query Management application.
To see you have the right to close queries link creation verify the following highlighted in your add query dialogue box.
Queries can be closed from two places:
Directly from the record
My Queries Report
This article discusses how to close queries from the queries report.
In addition to the basics of query management, the following options may be available if the appropriate permissions have been granted to your role in the study. Reference the image below for the following descriptions.
Show All Queries - Check this box to display all queries regardless of the sites you belong to or the queries that were deployed to your role.
Messages - Displays the number of messages/posts made on each query. Select the number to open the query dialog window shown above. In this way, queries can be closed individually.
Bulk closing queries - Check these boxes to select multiple queries to close at once. The second image below shows how this is done.
Select the date link to open the record where each query resides. Queries can also be accessed in this way.
After selecting multiple queries (item 3 above), the bottom right side of the page will display the following options. Reference the image below for the following descriptions:
Select a reason for closing the queries. The reasons available are set up by the study builder here.
Select the first link to only close the queries that are selected. Alternatively, you can filter only for specific queries and close them all at once without being required to check the boxes in item 3 above.
Need more help?
Please visit the Datatrak Contact Information page.