Queries Report and Managing Queries

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Last updated: May 31, 2022
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This article covers both the Queries Report and how to manage queries. Please see the applicable sections below.

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 that is blinded to the current user role

  • It exists on a form in which the current user role does not have View access for

Queries Report

On the web:

Select the Queries Report option under the Reports 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 on Jan 15th and closed on 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

Exporting the report

By exporting to Excel, all details can be referenced in a single view and filtered further as needed. The following columns are exported:

  • Query ID

  • Participant ID

  • Event Date

  • Query Age

  • Type

  • Status

  • Dialog

  • Visit

  • Form

  • Field

  • Table

  • Table Row

  • Site

  • Created by (author)

  • Trans_ID

  • Created by user role

  • Closed by

  • Closed by user role

  • Closed date

 

For viewing query metrics by site and status, take a look at the query summary report.

 

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 is as follows:

  1. Query created - either by the system due to data entry or manually by a user. These will be RED = to the Attention of the site.

  2. The query is addressed either by a message being posted or by being closed:

    1. 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.

    2. 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:

  1. You created the query

  2. The query was deployed to your role, at the study site(s) you belong to.

  3. You have special permissions to see all queries (My Queries Report)

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 are generated automatically by the system based on form logic and edit checks that are in place. 

Manual - Queries are created manually by someone with permission 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.

 

 

 

  1. Interval Query

  2. Form Status displaying the presence of at least one form or field query (Open the form for details)

  3. With the form open, the form query displays on the upper right of the form

  4. Field Query - These are the most common

Selecting any query icon will open the query dialog window and display any details. 

  1. Select here to view a list of any Interval or Form queries

  2. Select here to view the field query

 

After selecting the desired query, read here about how to post query responses.

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:

  1. Select a query. If multiple are displayed, selecting any will open the same window displaying each of the queries in the list.

  2. Select the query description link for the query you wish to perform an action on.

  3. 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).

 

Select a query icon. This example is a field query.

 

If multiple queries exist, select the appropriate one.

 

Type a message or close the query and tap the Add Query Dialog button at the bottom

All the above can also be done directly from the Queries Report and Managing Queries, without the need to navigate queries directly on each form.

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:

  1. Select the query type choice. These are choices made available by the study designer, based on the common known reasons for creating a manual query. "Verify Data" is the most common reason manual queries are created.

  2.  Specify the query via a description

  3. 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.

  4. Add the query

Notice in the example shown above, that 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 if you have the right to close queries, verify the following highlighted in your add query dialogue box.

Queries can be closed from two places:

  1. Directly from the record

  2. My Queries Report

Batch Closing Queries

To close groups of queries, use the Queries Report. If the user has proper permission for this function, checkboxes will display along the right side of the queries report listing as shown in the beginning of this article.

Redeploying A Query

By default, all queries will be distributed to the roles defined within the study configuration. Roles not included in the distribution will not see the query on the eCRF or in the Queries Report.

Queries can be individually re-distributed, or redeployed, to different roles if the user has the corresponding permission. To redeploy a query, open the query window, select the desired query, select the roles needed and then tap the redeploy button.

 

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