Instructions
Creating a table lookup for a study allows the system to check for a sequential customized subject ID to give to each subject that is added to the system. For example, a study may require that when a subject is added but fails certain criteria, they get a different formatted ID than the ones that are successfully enrolled and taking part in the study. At the same time, they need to be sequential regardless of the format. A common application of this scenario is with screening IDs versus subject study IDs, where every subject gets a screening ID of <SITEID-00X>, where X is a sequence, but subjects who are successful get a slightly different format of <SITEID-40500X>. The system is able to keep the total population sequential regardless of which of those formatted IDs is assigned.
Example 1:
Subject 1 is successful and gets 301-205001
Subject 2 is successful and gets 301-205002
Subject 3 has an issue but still gets a screening ID of 301-003 - sequenced off the previous two subjects that were successful.
Subject 4 is successful and gets 301-205004
Example 2:
Subject 1 is successful and gets 301-001-4001
Subject 2 is successful and gets 301-002-4002
Subject 3 has an issue but still gets a screening ID of 301-003 - sequenced off the previous two subjects that were successful, but does not get a study ID portion on the end.
Subject 4 is successful and gets 301-004-4003
There is virtually no limit to how the formatting can be specified. Keep in mind, this is different from randomization. It is merely a table lookup to provide a sequenced ID dependent on some sort of criteria. However, it can be used in parallel to randomization. Let's look at how the examples above can be set up.
When defining a table lookup, randomization will be defined - although it's not actual randomization.
The configuration will look like this:
The corresponding pre-defined CSV file uploaded might look something like this, as referenced in example 1 above:
The system will assign the ID 100-20XXX, where XXX is the ID sequence format set in the study configuration functionality.
Randomization confirmations will not go out when utilizing this capability, as the system is not actually randomizing into groups. Please read the other articles in this series on how to do that.
Study Administrators can always edit IDs and even clear an allocation from the lookup table if necessary.