Lunch & Learn & Laugh! (or at least giggle)

“Go ahead. Make my Data Dictionary!” Presenters & Topics Veida Elliott Michelle Fernandez “Go ahead. Make my Data Dictionary!” Brenda Minor Lindsay O’Neal

DATA DICTIONARY What is a data dictionary? The Data Dictionary is a specifically formatted spreadsheet in CSV (comma separated values format) containing the metadata used to construct data collection instruments and fields. The changes you make with the data dictionary are not made in real time to the project (off-line method). The modified file must first be uploaded successfully before changes are committed to the project. How do I make edits to a data dictionary for a project in development or already in production? 1.If the project is still in development, then download the current data dictionary and save as Version 0. 2. Make a copy of the Version 0 database and save as Version 1 in CSV format. 3. Make edits/additions/deletions to Version 1 and save. 4. Upload the entire revised Version 1 data dictionary to your project. Warning: Uploading the new data dictionary will overwrite, not update, the original data dictionary (Version 0), so it is necessary to upload the revised file in its entirety. Note: If study records already exist in the database, then it is good practice to export the raw data before proceeding. It is important to have a backup of your project as it currently exists should you need to go back to the original version. This step is not necessary for a project already in production since REDCap stores all previous versions of the data dictionary (since moving to production) in “Project Revision History”.

DATA DICTIONARY Where do I add my Data Dictionary? The second table under Project Setup, you will click the Data Dictionary link

DATA DICTIONARY Once you are ready to upload your data Dictionary, you will upload your file and you will either get 2 messages, a yes this is a good data dictionary or no you have errors in your data dictionary that need fixing before you can upload it

DATA DICTIONARY Success! The Data Dictionary is fine and REDCap sees no issues or errors with it.

DATA DICTIONARY There are Errors in your Data Dictionary and before you can upload, you will need to fix the changes below. After you fix the errors below, you can

DATA DICTIONARY Can I still use the Data Dictionary when my project is in Production? YES! Just like when you are using Online Designer, you will still have to Submit Changes for Review.

DATA DICTIONARY Data Dictionary is a quicker way to add fields instead of the online designer Great to use when you have the same fields multiple times over different instrument within your project. Remember.. If you need to add fields to your data dictionary, you will need to re-upload your whole data dictionary every time with the additional fields added.

“Action Tag it and bag it.” Presenters & Topics “Action Tag it and bag it.” Veida Elliott Michelle Fernandez Brenda Minor Lindsay O’Neal

ACTION TAGS Action Tags are field annotations that change how a field behaves. Begin with @ Can be used on any instrument Can be used on both data entry forms and surveys Action tags are added in the lower left of the Edit Field page in the Field Annotation section. A listing of all available action tags can found by clicking the Learn about Action Tags link

ACTION TAGS @HIDDEN @READONLY @PASSWORDMASK HIDDEN tags are useful for deprecating fields. If you no longer want to use a field for data collection BUT do not want to delete it (or the existing data), a hidden tag might be useful. Fields will stay hidden even if using branching logic attempts to make it visible but can are still visible in reports/exports. READONLY tags ‘lock’ a field. Data in these fields can be seen but not modified. Also visible in the reports/exports. PASSWORDMASK hides the characters as they are being typed into a text box. Useful for sensitive or confidential data, including fields used by the Survey Login feature. The characters are masked on the instrument, but are still in reports/exports as the true characters. @PASSWORDMASK

Presenters & Topics Veida Elliott Michelle Fernandez “It’s raining cats and DAGs!” Brenda Minor Lindsay O’Neal

DAGs DAGs (Data Access Groups) allow different groups to share the same project while sequestering information that should not be shared. Each group has an auto-created preprended number that is unique to the group. DAGs can represent sites, categories, people...

DAGs Problem: User is an administrator of the project, needs to see all the data and also needs to enter data for home institution. Solution: User requests a second account to be used for data entry purposes only.

DAGs How: Email redcap@vanderbilt.edu as detailed in the Vanderbilt FAQ Accessing REDCap Point 5) Tip: Make sure that you log in with the correct user name depending on your task. If you log in with your administrator user name and password, the record will not be assigned to a DAG.

DAGs Need a change? Records can be assigned or reassigned to other DAGs by the project administrator. Look for the option in the data entry page, upper right. OOPS! I signed in with the wrong login! Tip: Be sure to update the record number to fit into the new group.

“Be excellent to each other, Presenters & Topics “Be excellent to each other, and report on, dudes!” Veida Elliott Michelle Fernandez Brenda Minor Lindsay O’Neal

REPORTS Reports are searches. A report is a real-time query on all the data currently in your project. Reports display data in a spreadsheet format. Reports are most useful for quickly viewing data across multiple records while online. They can be downloaded (exported) at any time.

An even more advanced report REPORTS Live Filters An advanced report An even more advanced report Free text filters Nulls

An even more advanced report REPORTS Live Filters An advanced report An even more advanced report Free text filters Nulls A most excellent demo…

An even more advanced report REPORTS Live Filters An advanced report An even more advanced report Free text filters Nulls

REPORTS Looking for a specific word or phrase in free text? Try creating a report having all the project’s free text fields. Then, use your browser’s Find or Search feature to look for a keyword. HINT: Alternatively, use the Data Search feature (on the Add/Edit Records page) to search free text in a single field.

REPORTS Try the Stats & Charts section of any report to easily find nulls/blanks. Using the ‘All data’ report is usually a fast way to do this.

An even more advanced report REPORTS Live Filters An advanced report An even more advanced report Free text filters Nulls DONE!

FINAL TIPS A few BONUS tips that your support team would like to share… …things we wish all users knew!

FINAL TIPS Move to production mode BEFORE beginning real data collection! PRODUCTION MAN CAT! Production mode does NOT stop you from changing the project. You can still make any changes you want in production mode! There are just sometimes a couple of extra button clicks, which provide…

FINAL TIPS ADDITIONAL DATA PROTECTIONS Production mode safeguards against data loss. REDCap double-checks changes to find which records/data will be affected. It then automatically/immediately approves most changes. (93% of Vanderbilt changes – yes, we did the math!)

FINAL TIPS Read the REDCap instructional text. It is ALWAYS the most current information. Test! What you want to do with the data directly affects how you collect it in the first place. Explore the help resources: REDCap Help & FAQ Vanderbilt REDCap Users FAQ Video Tutorials and…

Email redcap@vanderbilt.edu, or attend an in-person help clinic. We’re here to help YOU! YOU! Poopaye! Email redcap@vanderbilt.edu, or attend an in-person help clinic.