DatStat Connect™ 2017.1

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The DatStat Connect™ Platform

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Introduction

Release Date: February 10, 2017

This is the first release of the DatStat Connect™ Platform. This platform is intended to support customers in their endeavors to work and engage with participants in automated or semi-automated workflows to collect data from various sources and ultimately improve outcomes.

New Features

Navigation

All platform users will use an email address and password to securely access the system. Once within the platform, users will be able to navigate between three primary areas of the product: Platform Administration, Population Configuration, and Population Management. Users will need to be specific user types or given specific permissions in order to navigate to and through these areas.

User Management

Platform Administrators are able to create users on the platform with one of three user types: Platform Administrator, User Administrator, or End User. The Platform Administrator user type allows users of that type to access the Administration area of the platform as well as the General and Security pages of all populations on the platform. The User Administrator user type allows users of that type to access the User Management and Populations pages of Administration as well as the General and Security pages of all populations on the platform, however, user administrators can’t create platform administrator users or give users population administrator permissions. The End User user type allows users of that type to access their own user account information. End Users are generally added to populations and given population permissions which further dictate their abilities in the platform. In addition to creating users, platform administrators are able to modify users, disable user accounts, enable user accounts, unlock user accounts that have been locked, and set temporary passwords for users.

Population Management

Population Management refers to the management of the general details of a population. Platform Administrators, User Administrators, and Population Administrators all have the ability to manage these details. These details include the name and description of a population and the email from address and friendly name pairings that can be used in workflow email configuration.

Roles and Permissions

Platform Administrators and User Administrators are able to both assign other users to a population and configure population permissions for those users. These permissions dictate what those users will be able to see and do when managing the population. Permissions that can be given to users include: Participant view, add, modify, export; Participant Workflow view, add, modify, export; and Submission Data view, add, modify, export. In addition to those permissions, users can be given individual access to sites and/or campaigns that are configured within the population. Platform Administrators can assign Population Administrator privileges to one or more users. Population Administrators manage user permissions in a population in the same way that platform administrators can as described above. Finally, all three user types can create and modify user groups which are simply named groups of one or more users.

Site Management

Platform, User, and Population Administrators can create Sites. Sites are items that represent physical locations or organizational departments that are used to group population users and population participants together. Each site can be configured with a primary contact that may or may not be a user in the platform, which optionally includes an email address and physical or mailing address. Administrators can modify information about sites, disable them, and enable them.

Participant Management

Users with appropriate population permissions can create participants within a population. During the creation process, the user is required to fill out any fields configured as required by the population administrator as well as abide by any validations that have been put in place for those fields. Once a participant is created, the user can view that participant’s profile which displays: 1) All participant fields configured for the population separated into their configured groups and 2) All workflows that the participant is currently enrolled in (if the user has permissions to the campaign that those workflows are a part of). Users can also edit participant profile data from viewing the participant profile page as well as disable or enable the participant. Finally, users can manually enroll participants into workflows from either the participant list page or the participant profile. Manually enrolling a participant into a workflow will not override the entrance criteria configured for the workflow and thus will prevent participants that do not meet the criteria from enrolling.

Workflow Progress Management

Users with appropriate permissions can view a participant’s profile and see all of the workflows that the participant is currently enrolled in. This view shows the workflow and its current status, the steps the participant has been given so far and their statuses, the tasks that the participant has been given and their statuses. The purpose of this page is to communicate where the participant is in each of their workflows. Because workflow logic can prevent participants from receiving tasks in future steps and that won’t be known until the participant gets to that step, the page does not display future steps or future tasks, however, the workflow status will reflect the total number of steps in the workflow. From this page, users are able to manually change the status of any workflow, step, or task currently available to the participant, including ones that have already passed so long as the status change remains a final status.

Daily Task Management

Users with appropriate permissions can access the Tasks page that will list all participant tasks in the population. Clicking on a task from the list will direct the user to the task details page of the participant profile where the user is able to: change the task status, update who the task is assigned to, give the task a due date, and launch an activity to fill out (if the task is an activity task). By default, the task table is an unfiltered list that includes both open and closed tasks organized by the task due date. Users are able to filter this table by a number of criteria including: the campaign/workflow/step the tasks are in, the person/group the tasks are assigned to, the site the participant belongs to, the status, the due date, and the date the task was last updated. These filters can be saved to the user’s account for easy access later on.

Submission Data

Submission data is all data that is collected from a participant or platform user through an activity. This data can be accessed by any population user with appropriate permissions. In order to query submission data or view a specific submission, users must first select an activity from the table on the Data page which lists all published activities in the system regardless of whether they are used in workflow or have collected data. Once an activity is selected, summary counts of the sessions are shown including Partial, Submitted, and Terminated, followed by a paged table of those sessions. From this page, the sessions can be queried (or filtered) so that only a subset of the sessions are listed on the page. The query builder includes the following options: Include data from only specific tasks, building conditions based on activity variables or participant fields, selecting specific variables and/or participant fields to be returned in the query, and whether or not to include option labels for variables and fields that have predefined options. Once a query is run, the sessions page summary counts are updated to match the query parameters, and the paged table updates to reflect the variables/fields that were selected and only lists the sessions that meet the query conditions. On each of the pages described so far, users have the ability to download submission data from the system. Downloads from the system are always tab delimited .txt files that can be easily consumed by other data analytics applications. At this point, there is no way for a user to modify submission data captured in the system.

Participant Security

All access to participant workflow items in the platform are secured behind a username and password using OAuth2 protocols, this includes participants accessing their own workflow items either through an emailed link or a patient portal generated by the Connect App Studio. Population Administrators can configure what participants are required to use as their usernames (i.e. their email address) and how complex participant passwords need to be (i.e. minimum length, require symbols, etc.). Auto-authentication into a participant workflow item is supported from select locations where the user or participant has had to previously login to, such as a Connect App Studio portal or the platform itself.

Audit Logging

The Audit Log contains a history for every participant and submission on the system of all Add, Modify, and Delete actions that are taken against them. This log can only be accessed through a download from the Platform Administration area by a user with appropriate population permissions for the data that is being requested. Also being captured, but not yet accessible, is a log of View access to participant records and submission data.

Known Issues

  • Date variables in activities allow users to enter time information without throwing an error
  • Time variables in activities allow users to enter date information without throwing an error
  • Date/Time variables in activities allow users to enter just date or just time information without throwing an error
  • The currently active step is not select by default when expanding the workflow on the Campaigns page of the participant profile
  • User groups are not listed in alphabetical order
  • Columns on the participant’s table on the Participants page of Population Management can’t be sorted
  • Columns on the tasks table on the Tasks page of Population Management can’t be sorted
  • Participants table on the Participants page shows codes instead of labels when a participant field with options is selected as a table column
  • Activity Task emails are still being sent regardless of invalid participant field data piping
  • Activities that are only used in one task do not have that task selected by default when the New Query page loads
  • Task description fields are not hidden from the participant task details page when empty
  • Newly added complete emails on activity and custom tasks are being processed and sent to participants who have already passed those tasks in the workflow
  • Failed emails due to piping do not show up in the email log in Administration
  • Activity Tasks can be manually transitioned from Not Started to In Progress when there isn’t a partial session in the database
  • Tables in the platform do not render properly in Firefox
  • Filter criteria without available options are not hidden from the Filters configuration area
  • Unsaved filters are being maintained across sessions
  • Bulk Assigning more than 45 users to a population will break the assigning functionality
  • No toaster message is shown when a user enters a number in the Go To field of a table with multiple pages that is larger than the number of existing pages
  • Users can successfully save edits to a participant when date values are invalid but those values are wiped out instead of throwing an error message
  • Refreshing the participant profile loads an empty page with just primary navigation on the page
  • Disabled sites are shown in the users table for users that have permissions to All Sites
  • Population Administrators are required to have participant permissions in order to view the participant count in the sites table on the Sites page
  • The participants table does not list participants in alphabetical order on the Participants table
  • The edit button on the User Groups page is missing the standard edit icon
  • The New Role modal does not have appropriate button text
  • Long text does not truncate properly in browsers other than Chrome
  • Platform Administrators that are also population administrators have access to the manage tab even though they do not have population roles