The Participants Page displays all participants in the population in table format. The table can hold up to 50 rows of participants before it will begin paging. The columns displayed on this page may differ from that pictured below because they are configurable by the Population Administrator in the Configure area. From here, users can create, view and edit participant information in a number of ways.
To reach this page, navigate to the Manage area and select the Participants item from the primary navigation.
Use the Search feature to find specific participants by name by navigating to the Manage area and selecting the Participants item from the primary navigation.
Participants are entered and updated in the system either in bulk or individually. The Add Participant feature allows for individual creation of a new participant, by filling in fields of information about the participant. To use this feature navigate to the Manage area and select the Participants item from the primary navigation and follow the steps below.
Participants are entered and updated in the system either in bulk or individually. The import participants features provides the ability to bulk upload a flat file of participants into the system to be used for participant creation or for participant update. To use this feature navigate to the Manage area and select the Participants item from the primary navigation and follow the steps below.
Once the Upload button has been clicked the Import Participants modal will remain open until all files included for the import have been processed. At that point each file will be listed in the modal with either a Done status or an Upload Failed status. In the event of a failed upload it is recommended that the Field Definitions file be downloaded and the import file be checked for the following common issues that arise with import files:
The participant profile page provides the ability to view and edit participant information, and to view, edit and add workflows to the participant. To view a participant profile, navigate to the Manage area, select the Participants page, and from there click on the participant of interest from the participant table on the page.
On the left side of the screen is a sidebar view of all participant fields configured for the population organized into tabs running down the left sidebar that represent groups of participant fields. On the right side of the screen is a display of the participant’s Campaigns tab which shows all of the workflows the participant has been enrolled in for a selected campaign. By default, all workflows listed on the page will be in a collapsed, condensed state and the first alphabetically ordered campaign will be selected.
The Campaign drop down menu at the top of the page will display all campaigns that the participant is enrolled in. Selecting a different campaign from the drop down will reload the content on the right side of the page to display the workflows from the selected campaign.
To the right of the Campaign drop down is an additional filter for Workflows. By default, the All Workflows option will be selected. Each workflow that the participant is enrolled in will be listed in the drop down and a single workflow can be selected from it to filter out irrelevant workflows and display only the selected workflow on the page. When a specific workflow is selected from this list, all instances of the workflow the participant has been a part of will be displayed on the page. Further to the right of the Filter drop down is a standard search box where text may be entered to filter the workflows listed down to only those whose names match the text entered into the search box.
Below the search and filter options is a list of all workflows in the currently selected Campaign that the participant has been enrolled in. Immediately visible is the name of the workflow, the workflow description, the status of the workflow (e.g. “Not Started” with its’ associated icon), the percent of steps complete in the workflow, and when the workflow was opened/closed; note: the closed date is only shown if the workflow has been closed.
To see an expanded view of a workflow the participant is enrolled in, click the + icon to the left of the workflow name. In addition to the initially shown information, the page now displays a list of the steps the participant has been through and their associated status icons. The participant’s current step will be selected by default and show additional information about the step such as the status of the step (e.g. “Not Started” with its’ associated icon), the percent of tasks complete in the step, and when the step was opened as well as all of the required and optional tasks, and their associated task statuses.
Clicking the Details link next to any task opens a page displaying detailed information about the task, including the Campaign Name, Task Description, Assigned To, Workflow Name, Due Date, Step Name, and Activity URL (for activity tasks).
Individual participant information can be edited by users with permissions to do so.
Workflows can be configured to not automatically enroll participants into them even when they meet the entrance criteria. These kinds of workflows will require that users manually add the workflow to the participant. Workflows can be added to participants by users with the appropriate permissions in two locations: from the Participant Profile of a single participant or from the Participants page in bulk.
There are a few things to note about changing the status of a workflow:
There are a few things to note about changing the status of a step:
The task details page contains the following information: