Participants

Create and edit participants, and manage their progress through workflows.

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  1. Participants Page
  2. Search Participants
  3. Add Participant
  4. Import Participants
  5. Participant Profile Page
  6. Edit Participant
  7. Enable/Disable Participant
  8. Add Workflows
  9. View Details of a Workflow
  10. Edit Status of Workflow
  11. View Step Details
  12. Edit Status of Step
  13. View Task Details
  14. Edit Task Details

1.Participants Page

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.

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The columns of the Participants table are sortable in order to help users find participants more easily. To sort the columns of the table:

  1. Click on the column header to sort that column in Ascending order.
  1. To reverse the sort, click on the column header again.

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2.Search Participants

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.

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  1. Enter text into the Search field.
  1. Press the Enter key.
  1. The search compares participant first names and last names to what is typed into the search box and returns all participants whose names start with the text in the search box.
  1. To clear the search and return to a full list of participants, clear the entry in the search bar and press Enter.

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3.Add Participant

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.

  1. Click the “+ Add Participant” button.

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  1. The New Participant page opens which displays all of the participant fields that have been configured for the Population.

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  1. The fields will be displayed in the groups that they have been configured and in the order that they have been configured.
  1. The last group will be the Internal group where a small amount of internal, but editable fields are listed.

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  1. Any fields that require entry will have a red asterisk (*).
  1. Click Create.
  1. When the Participant is added, the entrance criteria of all published workflows that are configured to automatically add to eligible participants are evaluated.  If the added participant meets the entrance criteria, the workflows will be added.

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4.Import Participants

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.

  1. Click the “Import” button.

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  1. The Import Participant modal opens.  This modal allows for file import by dragging and dropping the file onto the page or clicking the Browse button to search for the file. The file MUST be a tab delimited file with a column for each field being populated by the import.

importparticipantsmodal

  1. Clicking the “Download Template” button will cause a .txt file to be downloaded with all existing participant fields listed in the first row.  This file serves as a participant import template, to ensure the file being imported contains all the potential fields and is of the correct format.
  1. The “Download Field Definitions” button will cause a .txt file to be downloaded containing a row for each participant field and a column for each of the participant field attributes: Label, Data Type, Required, Unique, Min Value, Max Value, Options.  This file serves as a reference and helps ensure that the participant data included in the import file contains appropriate data given the structure of the configured participant fields.
  1. Select at least one file to use in the import process and select either:
  • Create New Participants:  This option will add the participants contained in the file as new participants in the population.
  • Update Existing Participants:  The import process will compare the unique field being used in the import with the values already being stored for that field in existing participant records. When a match is found that row of the import file will overwrite the fields specified in the participant’s profile with the values that are specified in the import file.
  1. After checking a box for Create New Participants or Update Existing Participants, select whether cells left blank in the import file should be ignored or if they should overwrite the known field values with blank values.
  1. At this point, the Upload button may be clicked to upload the file.  Do not click Upload until a selection has been made for Create New Participants or Update Existing Participants.

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  1. Click Cancel if the important participants process should be terminated.

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:

  • One or more required participant fields were not included in the first row of the file.
  • One or more of the data points included in the file do not match the data type of the field the value was specified for.
  • One or more of the data points included in the file are the same as another data point either in the file or already on the system for a unique field.
  • One or more of the data points included in the file falls outside of the minimum or maximum value configured for the specified field.
  • One or more of the options included in the file does not exist for the specified field.
  • A matching participant could not be found within the population (when updating existing participants)

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5.Participant Profile Page

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.

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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.

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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.

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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.

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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.

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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.

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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).

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6.Edit Participant

Individual participant information can be edited by users with permissions to do so.

  1. Navigate to the Manage area, Participants page.
  1. From the Participants table, click on the participant requiring edit.

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  1. The participant’s profile page will open where all the participant fields and their current values will be displayed along the left pane.
  1. Click the edit icon at the top of the left pane to open the Edit Participant page.

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  1. The fields will be displayed in the groups that they have been configured and in the order that they have been configured populated with the information specified for the selected participant.

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  1. Change the values of the desired fields and click Save to apply the changes to the participant profile.

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  1. To return to the Participant’s Profile page without saving any edits, click Cancel.

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7.Enable/Disable Participant

A participant who was added to a population but should be removed from that population can be disabled.  To disable a participant:

  1. Navigate to the Participants page
  1. Click on the participant record that is to be disabled. This will open the participant’s profile page.

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  1. Click the edit icon at the top of the left pane in order to view the enabled/disabled toggle in the upper right-hand corner of the screen.

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  1. Click on the toggle to switch from enabled to disabled, and vice versa.

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  1. When toggling to disabled, a confirmation modal will appear.

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When a participant is disabled, there will be a disabled indicator on the top of the participant’s profile. There will also be a disabled column on the participants’ table on the Participants page that will allow users to easily see which participants are disabled prior to viewing their profiles.

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Disabled participants are in a “soft deleted” state, meaning that their data remain in the system, but they are no longer permitted to participate in the campaigns configured on the system. Given this, disabled participants are prevented from interacting with their workflows and their applications, which includes:

  • Logging into their patient portal
  • Logging into their reports
  • Logging into activities
  • Enrolling in new workflows
  • Receiving emails or SMS messages from workflows

When a participant is disabled, all of their current workflows, steps, and tasks are given the Incomplete status. Re-enabling a participant will not automatically reopen these workflow items. Opening the Incomplete workflow items will need to be done manually by the user enabling the participant.

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8.Add Workflows

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.

From the Participant Profile

  1. Navigate to the Manage area, Participants page.
  1. From the Participants table, click on a participant.

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  1. Click the + Workflows button. This will open the

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  1. Select a campaign from the sidebar and then select one or more workflows. Note: Multiple workflows may be selected across different campaigns.
  1. Click Choose to add the selected workflows to the participant.  Note: Adding workflows to the participant will only be successful if the participant meets entrance criteria for the selected workflows. 

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  1. A Results modal will appear, showing the workflows that were successfully added and those that failed. A workflow would fail to be added if the participant does not meet the specified conditions to be added to that workflow.
  1. Click Done and refresh the page to see the newly added workflow appear on the participant profile.

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From the Participants Page

  1. Navigate to the Manage area, Participants page.
  1. Click the checkboxes next to one or more participants.
  1. Click the green + Workflows button.

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  1. Select a campaign from the sidebar and then select one or more workflows. Note: Multiple workflows may be selected across different campaigns.
  1. Click Choose to add the selected workflows to the selected participants. Note: Adding workflows to participants will only be successful if the participants meet entrance criteria for the selected workflows.

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  1. A Results modal will appear, showing the workflows and a count of how many participants were successfully enrolled and a count of how many participants failed to be enrolled. A participant would fail to be enrolled if the participant does not meet the specified conditions to be added to that workflow.

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  1. Click the + icon on the right of the row that displays the number of successful and failed workflow additions to see a list of the individual successes and failures to identify which participants failed to be enrolled in the workflow.

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9.View Details of a Workflow

  1. Navigate to the Manage area, Participants page.
  1. Click on the participant of interest from the participant table on the page.

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  1. Select the Campaigns tab (which is chosen by default).
  1. Toggle between the available campaigns using the Campaign drop down and view a list of workflows in those campaigns that the participant is enrolled in.
  1. The list of workflows is filterable by workflow name and the user can search for workflows with the quick search bar. Each workflow in the list represents a collapsible/expandable section of the page. In the collapsed view of a workflow the user can see the following:

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  • Name: The name of the workflow.
  • Description: The description of the workflow.
  • Status code: Status code of the workflow.
  • Percent Complete:  The percent complete of the workflow, based on the completed steps contained within the workflow.
  • Open date:  The date the workflow was initiated for the participant.
  • Close date: The date the workflow closed for the participant.
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10.Edit Status of Workflow

  1. Navigate to the Manage area, Participants page.
  1. Click on the participant of interest from the participant table on the page.
  1. At the top of each workflow on the right pane is the word “Workflow” with a blue Change Status link.  Click this link.

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  1. A Change Status modal will appear.  Select the desired status from the drop down and click Save, or click Cancel to cancel the action.

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There are a few things to note about changing the status of a workflow:

  • The status of a workflow cannot be manually changed until a participant is part of that workflow.
  • A user cannot change the status of a workflow with a closed status (Complete, Incomplete) to have a Not Started status.
  • A user cannot change the status of a workflow from In Progress to Not Started unless all steps within the workflow have a Not Started status code.
  • Changing an open status for a workflow to a closed status will prevent the participant from interacting with any tasks contained in the workflow. Any tasks with an open status will have their status updated to the incomplete status.
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11.View Step Details

  1. Navigate to the Manage area, Participants page.
  1. Click on the participant of interest from the participant table on the page.
  1. Expand the workflow by clicking the + next to Workflow.

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  1. The expanded workflow view lists all the steps of that workflow that the participant has been through thus far and their associated status category indicating which step the participant is currently on. By default, the first step of the workflow will be the selected step.
  1. Select a step from the list to display the Details for that step. Step Details include the following:
  • Name: The name of the step, typically shown in bold font.
  • Status code: An icon and status code text to represent the status category and the specific code currently in use.
  • Percent Complete: The percent complete the step is based on the number of required tasks that are complete out of the total number of required tasks.
  • Number of completed tasks: A fraction representing the number of required tasks complete out of the total number of required tasks.
  • Open Date: The date and time that the step opened.
  • Close Date: The date and time that the step closed.
  • Required Tasks: A list of the required tasks added for the participant. This list includes the current status of the task and a details link to open the task details page.
  • Optional Tasks: A list of the optional tasks added for the participant. This list includes the current status of the task and a details link to open the task details page.
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12.Edit Status of Step

  1. Navigate to the Manage area, Participants page.
  1. Click on the participant of interest from the participant table on the page.

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  1. Expand the workflow by clicking the + next to Workflow.

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  1. Select the step that requires a status change.
  1. Next to the bold step name in the Step Details is a Change Status Link.  Click this link.

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  1. A Change Status modal will appear.  Select the desired status from the Status drop down and click Save, or click Cancel to cancel the action.

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There are a few things to note about changing the status of a step:

  • The status of a step cannot be manually changed until a participant is part of that step.
  • A user cannot change the status of a step with a closed status (Complete, Incomplete) to have a Not Started status.
  • A user cannot change the status of a step from In Progress to Not Started unless all tasks within the step have a Not Started status code.
  • Changing an open status for a step to a closed status will prevent the participant from interacting with any tasks contained in the step. Any tasks with open statuses will have their status updated to the incomplete status.
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13.View Task Details

  1. Navigate to the Manage area, Participants page.
  1. Click on the participant of interest from the participant table on the page.

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  1. Expand the workflow by clicking the + next to Workflow.

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  1. Select the step within which the desired task can be found.
  1. Under the Step Details is the name of each Task in the selected step. Next to each task name is a blue Details link. Find the desired task and click this link.

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  1. The right pane of the participant profile will update to display the task details of the selected task.

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The task details page contains the following information:

  • Task Name: The name of the task and whether the task is required or optional for the workflow
  • Status: A symbol indicating the status of the task, including the status short and full label.
  • Campaign name: The name of the campaign.
  • Description: Description of the campaign.
  • Assigned to: The Participant, a User, or a User Group.
  • Workflow name: Name of the workflow.
  • Live URL: A link to the web URL of the Activity. This is only visible when the activity is still able to be submitted, i.e. when the task is still open.
  • Due Date: The date by which the task is due to be completed.
  • Step name: The name of the step.
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14.Edit Task Details

  1. Navigate to the Task Details page.
  1. Click the Edit button.

  1. The Edit Task modal will open with the following options:

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  • Task Status: The status drop down will list all status code configured for the task grouped by their status category. Select one to change to that status.
  • Status Reason: The status reason drop down will list all reasons that are configured for the selected status and enables for the task type. Select one to change to that status reason.

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  • Assigned to: Change the Assigned To selection by clicking one of the three radio buttons for
    • Participant: Assigns the task to the participant.
    • Specific User: Assigns the task to a selected user. The user must choose a user with access to the population by typing that users’ name into the box and selecting them from the list.
    • User Group: Assigns the task to a selected group which makes all users within the group assigned the task. The user must choose a user group configured in the population by typing the group’s name into the box and selecting it from the list.

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  • Due Date: Type a date into the provided text box in a valid date format; for example: 2/4/2017 or Feb 4, 2017

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  1. Click Save to apply the changes, or click Cancel to cancel them and leave the task as it was.
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