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select the Administrator filter.In this topic Hide
This help page outlines management options that are available for RME administrators to be able to manage eForms and eForm processes, including reviews, email templates, and committee meetings.
Also see: Manage reviews - eForm
To view administrative help pages, go to the Table of Contents in online
help on the left, click the filter icon
, and
select the Administrator filter.
Domains: HDRCM, HDR PR
Where to configure it: Page Views HDR009M and/or HDR003M with page action: Allow Create Application
Instructions: For steps to assign page actions, see: Page View Actions
You can set certain roles or users to be able to create HDR eForms on behalf of students. For example, supervisors could create new eForm applications on behalf of their students, or process owners could create and submit candidature variation applications. Users must also have access to the relevant eForm templates for the domain. When configured, users will be able to use the New button on main eForm listing pages to create an eForm application on behalf of students they can access in RME, based on their data access security. For example, a supervisor will only be able to create eForm applications for the students they supervise.
If using dashboards, you can also use the eForm Template widget, configured for each HDR domain, to allow administrators or supervisors to more easily create new HDR eForms. See: Dashboards - widget list
In addition, to allow these users to edit the eForm in workflow states after creation, you can use the Creator virtual group in RME Designer - Workflow to assign permissions to individual states within the workflow. For more, refer to the RME eForm Administrators Guide, Create HDR eForms on behalf of students; RME Workflow Designer User Guide, Virtual groups; and Configure State security permissions.
User Type |
Determined by ... |
Able to ... |
Student |
Current course enrolment |
Create a new HDR eForm application for themselves |
Student with other role |
• Current course enrolment • Supervisor or administrative role • (if Supervisor) Data access to core records for students they are supervising |
• Create a new HDR eForm application for themselves • Create a new HDR eForm application on behalf of other students based on their data access |
Supervisor (Primary or other) |
• Supervisor or administrative role • Data access to core records for students they are supervising |
Create a new HDR eForm application on behalf of current students they are supervising |
RME Administrator |
• Administrative role • Data access to core records for students for the module, or All Level User access |
Create a new HDR eForm application on behalf of other students listed for the domain |
Domain: Ethics
Where to configure it: Assign Page View ETH0015M Manage Committee Meetings to the user's role or record (no page action required; anyone with this Page View can assign an eForm to a meeting in this page)
If the Allow Copy page action is assigned, users can copy an existing meeting record and edit it for another use.
Instructions: See: Assign and manage eForm applications
Domain: All
Where to configure it: Page View for an eForm listing page with page action: Allow Bulk Navigation
Instructions: For steps to assign page actions, see: Page View Actions
To allow users to move through a group of eForms from the results of a search, you can assign this page action for an eForm listing Page View.
• The order is based on the search results or saved search list.
• Next eForm and Previous eForm buttons display on the Toolbar panel on the right side of the eForm. They are only enabled if there is more than one eForm in the search list.
• The first page of the next eForm is always displayed, regardless of the page the user viewed in the previous eForm.
• If the next eForm is one for which the user doesn't have access, a message will be displayed. They can click OK to continue to the eForm after that.
• If any eForm
has been updated since the initial search, it may be removed from the
search list when this is refreshed automatically. In this case, it may
not display, or may display with altered options.
For example, if you searched for eForm applications in a specific workflow
state, and the state of one eForm is changed, the eForm will no longer
be in the search list. If it was later in the original list, when you
click Next eForm, it will not display; the following eForm will be displayed.
If a previous eForm, if you click Previous eForm, it will display however
it will no longer be considered "in the list" so the Previous
eForm button will be disabled. Use Next eForm to return to the eForms
in the current search list.
• If the user has edit permissions, they can update an eForm and use one of the Previous eForm or Next eForm buttons to save changes and continue to the next eForm. Changes will be saved automatically. To verify the changes made, the user can go back to the eForm.
Domain: RPR, Ethics
Where to configure it: Page Views RPR005M and/or ETH003M with page action: Allow eForm Clone
Instructions: For steps to assign page actions, see: Page View Actions
This page action allows users to create a new eForm application based on an existing eForm. See: Copy an eForm
Domains: All
Where to configure it: Any eForm listing Page View with page action: Allow Delete Application
Instructions: For steps to assign page actions, see: Page View Actions
Deletion of an eForm, or more than one, may sometimes be required. A Delete button is displayed on the toolbar when the role or person is assigned the Allow Delete Applications in the relevant eForm listing Page View in addition to Allow Manage Applications (which allows them to search all eForms in the domain).
This is different to a Delete button you may see in an open eForm, in the Toolbar panel on the right. This is an activity configured in the workflow associated to the eForm. In this case, it deletes the open eForm only. As an example, a Delete activity may be configured for a Draft workflow stage so a researcher is able to delete an eForm while drafting, if they change their mind.
Once an eForm is deleted, it is removed from the database completely and therefore is no longer visible in eForm listing pages. It cannot be recovered.
The Delete button will be inactive and greyed out if the eForm cannot be deleted for one of the following reasons:
• It has a record, such as a project, linked to it.
• It has a system-delivered status category of Approved; this category item may be called something else in different modules, such as Accepted or Clearance Granted.
• It is linked to another eForm.
1. In the Advanced tab of the eForm listing page, search for the eForm/s you want to delete. Search results display in the Results grid.
2. Tick the checkbox to the left of each eForm you want to delete.
3. In the toolbar, select Delete.
4. A confirmation
popup displays. Confirm that you want to delete it by clicking OK,
or click Cancel to exit without
deleting.
Take care! Once it is deleted, it cannot be recovered.
Domains: All
Where to configure it: Any eForm listing Page View with page action: Allow Manage Application
Instructions: For steps to assign page actions, see: Page View Actions
Designed for RME administrators, this page action allows them to:
• Search for and view all eForms for the domain in the eForm listing page via the Advanced tab. Search results display automatically in the Results tab. Regular users will generally not see the Advanced and Results tabs.
• Edit eForms
• Export eForm listing page grid details (with an Export page action, see: Export details in a grid)
• Delete eForms (with the Allow Delete Application page action, see: Delete an eForm)
• View, create and edit committee meetings (Ethics only)
Domain: HDR PR
Where to configure it: Page View HDR003M with page action: Allow Update Overall Due Date
Instructions: For steps to assign page actions, see: Page View Actions
To coordinate the progress review process, you can use Significant Event related items in the RME HDR PR module together with the eForms and workflows, as follows:
Process stage |
Description |
Open a new progress review round (RME) |
To open a new progress review round for eligible students, create a Significant Event with the following settings and link it to the student record of all eligible students:
The Create Progress Review menu option in eForms will be available to these students. |
Notify all eligible students (RME) |
To notify students about the start of a progress review round, attach a scheduled email and batch the Progress Review Significant Event for the selected students. |
Change the due date |
An overall due date for a progress review is set outside the workflow, but you can update it through the Update Overall Due Date action. |
Close off a progress review round (eForm workflow) |
To close off a progress review round for a student, use the Mark Progress Review Complete workflow activity at the desired stage of the progress review. For details, refer to the RME Workflow Designer User Guide. Only one progress review can be created at a given time. If there is more than one active Progress Review Significant Event, the online progress review is linked to the earliest due progress review based on the estimated completion date. The Create Progress Review option will no longer available if there is an active online progress review. |
Record Progress Plan (eForm) |
In an HDR PR eForm, a progress plan created through the Progress Plan RIC in will be transferred to the Significant Events related items of an HDR student record. A history record for an event is created if it is moved from one progress review to another. The Progress Plan RIC can be configured to include only selected event types. For details, refer to the RME Workflow Designer User Guide. |
Domains: HDRCM and HDR PR
Where to configure it: Page View HDR009M or HDR003M with page action: Allow Reload Supervisors
Instructions: For steps to assign page actions, see: Page View Actions
To keep the supervisor list in an eForm up to date and reflect the latest data from the main database tables, you can reload supervisor data:
Display the HDRCM or Progress Review eForm listing page.
Search for and select the eForm/s you want to update.
In the toolbar, select Actions > Reload Supervisors. A popup displays with the eForm/s you selected in a grid.
Click the Start Action button. The eForm/s will be updated with the latest supervisor data, one by one. The Action Successful? column indicates if the reload was successful, or if there was a problem.
Domains: All
Where to configure it: Workflow Designer, Custom Participant Groups in the Manage Reviewers tab
Instructions: See: Manage eForm reviews and the RME Workflow Designer User Guide
You can assign one or more Participant Groups as reviewers in the workflow to dynamically add participants from that group as the eForm is processed.
Alternatively, you can configure a workflow to allow some users to assign reviewers to an eForm from the form itself. This method only assigns the reviewers to the specific eForm, not to all eForms based on the template. When this is configured, the user can assign new reviewers from the Review Group action in the Toolbar panel of the eForm, named after the custom group. They can send notifications to new reviewers from the Reviewer Assignment History option.
Domains: HDRCM and HDR PR
Permission required: Page View HDR009M or HDR003M with page action: Allow Sending Reminder Notification
Instructions: For steps to assign page actions, see: Page View Actions
When managing HDR eForms, administrators can send reminder emails using pre-configured email templates. These notifications can be used to remind users of any actions required to progress the eForm in the workflow, such as submission due.
To send reminder notifications to eForm users:
Display the HDRCM or Progress Review eForm listing page.
Search for and select the eForm/s for which you want to send an email reminder.
In the toolbar, select Actions > Reminder Notification. A popup displays with the eForm/s you selected in a grid.
In the Email Template dropdown below the grid, select the email template you want to use for the email you want to send to recipients of all selected eForms.
Click the Start Action button. Email notifications will be sent for each eForm, one by one. The Action Successful? column indicates if the reload was successful, or if there was a problem.
Domain: Ethics
Where to configure it: Page View ETH003M with page action: Allow Update Application IDWhen an ethics eForm application is created, it is given a system-generated unique identifier, Application ID. The Update Application ID action allows users to update this system-generated ID with your own protocol number to suit your business rules. The application ID can only be altered if the eCode Configuration for the Ethics record is not set to Auto Generate in RME Core. You can view this setting in RME > System > eCode Configuration.
Ideally, you should perform this action prior to the (first) Synchronised Data activity, although the application ID can be updated for an eForm application at any stage of the workflow process. It is not recommended that the ID is updated before the eForm data has been sent to the RME Ethics module (Synchronise Data). It this does not occur it is possible data is not the same in the two places.
To change an application ID of an eForm:
Display the Ethics eForm listing page.
Search for and select the eForm/s you want to update.
Go to the toolbar and select Actions > Update Application ID. A popup displays with the eForm/s you selected in a grid.
In the grid, go to the Application ID column and click in the row for each eForm listed. The field will become editable. Change the application ID. Each ID must be unique and no more than 50 characters.
Click the Start Action button. The eForm/s will be updated one by one. The Action Successful? column indicates if the update was successful, or if there was a problem.
Domain: HDR PR
Where to configure it: Page View HDR003M with page action: Allow Update Overall Due Date
Instructions: For steps to assign page actions, see: Page View Actions
When designing HDR eForm workflows, administrators can choose to set a due date for each workflow state of an eForm. This due date can be used to manage the progress of the eForm. However, sometimes the form user may need extra time to complete the activities required in that stage.
An overall due date for a progress review is set outside the workflow, but you can update it through the Update Overall Due Date action.
To update the overall due date:
Display the Progress Review eForms listing page.
Search for and select the eForm/s you want to update.
In the toolbar, select Actions > Update Due Date. A popup displays with the eForm/s you selected in a grid.
In the New overall due date field, enter the new date. It cannot be before today's date.
In the Comments field, add a note to explain why you are changing the date (mandatory).
If you want to send email notifications to notify eForm applicants about the new date, select an email template (optional). You can only select one email template for all selected eForms.
Click the Start Action button. The eForm/s will be updated one by one. The Action Successful? column indicates if the update was successfully processed, or if there was a problem.
Domains: HDRCM and HDR PR
Where to configure it: Page Views HDR009M or HDR003M with page action: Allow Update State Due Date
Instructions: For steps to assign page actions, see: Page View Actions
When designing eForm workflows, administrators can choose to set a due date for each workflow state of an eForm. This due date can be used to manage the progress of the eForm. However, sometimes the form user may need extra time to complete the activities required in that state. To extend the date dates, use the Update State Due Date function.
To update the state due date:
Display the HDRCM or Progress Review eForm listing page.
Search for and select the eForm/s you want to update. You can select more than one.
In the toolbar, select Actions > Update State Due Date. A popup displays with the eForm/s you selected in a grid.
In the New State Due Date field, enter the new date. It cannot be before today's date.
In the Comments field, add a note to explain why you are changing the date (mandatory).
Click the Start Action button. The eForm/s will be updated one by one. The Progress field indicates the number of eForms successfully processed, or if there was a problem. If a specific email template is defined in the workflow associated to the eForm for this action, an email will be sent automatically to eForm applicants.
Click the Close button to close the popup.
If you find a system error message that does not suit your needs and you cannot resolve it in the eForm design or via Global Label Preferences, contact the ResearchMaster Support team for assistance.
The ResearchMaster Support team can help to make changes in the database for you. We do not advise or recommended that you make any changes in the database directly.
Custom error messages are retained in upgrades unless an existing error message is changed by ResearchMaster for a release. This is quite rare. In this case, the custom error message will not be updated when upgrading to that release. It would need review and assistance if a further change is required.
Domains: All
Where to configure it: eForm listing Page Views with page actions: Allow Export: All Columns or Allow Export: Only Columns Visible in Grid (only one of these), along with the Allow Manage eForms to search for eForms.
Instructions: For steps to assign page actions, see: Page View Actions.
eForm listing pages listing display grids with eForm details. You can export the details shown in an eForm grid into .csv files via the Export button on the toolbar. The resulting export file can include up to a maximum of 10,000 records. This limit cannot be increased; it prevents large amounts of data being sent, which can affect application performance.
1. Search for the eForm details you want to export, or if you want to export all the records listed in the grid, go to step 2 (be aware of the size limitation above).
2. Click the Export button on the toolbar.
3. Depending on your browser, you may see a prompt asking what to do with the file. Generally, you can Open or Save it, or Cancel the request.
Result: depending on the page action assigned, a CSV file is generated that contains the grid details - either all columns visible in the grid, or all columns possible for the grid. The file will have the relevant page name and today's date as the file name. You can view and edit the output in MS Excel or similar.
• eForm access and permissions
ID: eForm_administration.htm