New Sample Form How To

First, request a REDCap service account, if needed.

1. If a consortium has not yet used the Tracker, a special REDCap service account must be created. The account is used by the Tracker to send shipment notes back into REDCap.

2. Each of these accounts is formatted consistently with the exception of the consortium name. Examples:

   1. svc.rc-specimentracker.cegir@rdcrn.org

   2. svc.rc-specimentracker.cpic@rdcrn.org

3. To request a new service account, use the RDCRN Helpdesk Portal to make your request. Select the option for the Biospecimen Tracking Tool and enter the information below for the request. Be sure to replace the sections in red with the correct information.

   1. Summary: REDCap Service account for ConsortiumName

   2. Description: Please create a new REDCap service account for ConsortiumName to be used with the Biospecimen Tracker.
      The account should be: svc.rc-specimentracker.consortiumname@rdcrn.org

4. Once created, add the new service account to the REDCap Project with the correct user rights:

   1. API Export and Import rights (an API token will need created by a REDCap administrator)

   2. Remove tagged identifiers Export Rights

   3. Remove all other access to the database including Data Entry Rights

Create a UAT version of the new sample collection form

1. Review the provided specifications for the REDCap Data Collection Forms. This document will show fields that are used in the Tracker and how they must be named.

2. Create a UAT (user acceptance testing) version of the sample collection form in Production REDCap. This will be used to test the passing of data between the new REDCap form and the test Tracker. Clearly name the project Consortium Name – Protocol Number ** SPECIMEN TRACKING UAT **, examples:

   1. CEGIR - 7801 ** SPECIMEN TRACKING UAT **

   2. CPIC - 1086 ** SPECIMEN TRACKING UAT**

Update the Biospecimen Tracking Configuration - ** UAT COPY ** project with values related to the new form(s)

1. Each consortium has its own settings in a separate Arm. Locate the correct Arm and add a new record using the protocol number. The records in this project are RDCRN protocols. It asks for information about the REDCap projects involved in specimen tracking for that protocol.

2. Protocol Information: This form is to facilitate management of the Configuration database. The consortium variable will autofill and use the Auto DAGs REDCap External module to assign the record to that consortium’s Data Access Group. The Study Title field can be used for more user-friendly identification of the protocol if desired.

3. Specify Identifier Form: This form is to configure the recordid variable of the protocol’s REDCap project(s). This form requires four pieces of information:

   1. The REDCap project ID. This can be found in the URL of the project. For example, https://devrc.rarediseasesnetwork.org/redcap_v9.5.29/ProjectSetup/index.php?pid=60.
      This is the static, unique identifier of the REDCap project.

   2. The REDCap project name. For example, Consortium Name – Protocol Number ** SPECIMEN TRACKING UAT **

   3. The project’s recordid variable name. The variable name, not the label, needs to be entered here, i.e. record_id, localid, subjid, etc.

   4. The form name of the REDCap instrument that the recordid variable is built in. This is the form name as found in the data dictionary or codebook, e.g. participant_identifiers instead of Participant Identifiers

   5. This is a repeating form. In the event that a protocol spans multiple REDCap projects, there should be one instance of the form per project.

4. Specify Collection Form: This form is to configure the sample collection form(s) for the protocol. It requires the REDCap project ID, project name, and form name of the instrument(s) following the same entry conventions as the Specify Identifier Form. This is also a repeating form. There should be one instance per specimen form.

5. Site List: List of all possible sites (origin sites and destination sites) that are part of a valid shipping route.

   1. Site names will appear in a dropdown in the Tracker when the user is indicating the Origin site for the shipment as well as checkboxes for the Destination site.

   2. One or more email addresses can be added to the Email Contacts for a site. These email addresses will receive alert emails from the Tracker when shipments are created, received, or updated. Email addresses are not required but can be useful for users. Contacts will only receive alerts for the sites they are listed under. Once email addresses are added, those users will receive emails (including in UAT) for any test orders you or others place.

6. Shipping Routes:

   1. For each Origin site, indicate all possible Destination sites. This information drives the logic in the Tracker for when the user must select a Destination site after indicating the Origin site.

   2. This is a repeating form. An instance should be completed for each Origin.