Please note: A PDF version of this guide is available for download at the bottom of the article.
This manual will guide you through the process of using the available items within the Study Assistant Workspace. Your configuration and available options may differ depending on your institution’s configurations. To begin, navigate to the My Workspaces dropdown and select Study Assistant 🡪 Study Workspace as shown below.
This will take you to the Study Workspace screen below.
Study Assistant Tutorial
When landing on the Study Workspace for the first time, a tutorial screen will display to aid in navigating through Study Assistant. These tutorials are configured by your institution, so the specific content may vary. The tutorial Welcome Screen is shown below.
Users can select one of the tutorial options available or choose to close the window. If you would like to have this screen display each time the user visits the Study Workspace, simply check the box next to “Display Study Assistant tutorial at login”.
Once a tutorial is selected, the system will walk you through a set of predefined steps on the Study Workspace, highlighting each step as you move through the tutorial. Institutions can include text, images, links, and videos in the tutorial to aid users in the desired operation.
Click the Skip button to exit the tutorial, Back button to return to a previous step, or the Next button to advance the tutorial to the next step. The system will guide you through the steps until you have finished the tutorial. Once complete, click on the Done button to return to the Study Workspace.
If at any time while using the iRIS™ system you want to view a tutorial, click on the link for the tutorial at the top of your screen.
This will activate the welcome screen for the tutorial.
Users can also click on the Metrics link to anchor down to the Metrics section near the bottom of the screen, the Calendar link to anchor down to the calendar at the bottom of the screen, and the Help link which will open a new window with pre-configured help links and documents configured by their institution.
The Metrics functionality will be covered later in this document and the Calendar functionality will be covered with Priority Tasks.
Featured Study Operations
The first panel of options available to the user is the Featured Study Operations. This allows the user to practically manage every aspect of their studies from the home page. Each operation is defined in the sections below.
Create a New Study
The Create a New Study item is available to any user with access to Study Assistant and access to create a new study. Creating a study in the system allows a user to choose a study application, complete the study shell, associate any supporting documents, assign appropriate key personnel, and submit that study application for review.
For more information on adding a study to the system, see the “Add a Study” manual.
Start a Submission Form for one of My Studies
To start a submission form for one of your studies, click on the Start a Submission Form for one of My Studies as shown below.
This will open the window below, prompting the user to select one of their studies from a list.
Each tab in this window displays a different category of the user’s studies. The “All” tab contains all studies associated with that user, “Draft” contains all studies with a Draft status, and the review board-specific tabs contain the studies submitted to that review board. Note that by default, this window will open to the tab most recently viewed by the user.
Studies associated to additional review boards not displayed in the tabs may be viewed by clicking the “downward arrow” tab as shown below.
The columns of this window’s study table are defined as follows:
Select a Study – Clicking the icon in this column will open the study record.
Study Status – Displays the current status of the study (e.g., Open, Pending, Draft, Completed).
Location – If a location has been defined for a study, it will display here. If not, this column will be empty. If multiple locations have been assigned to a study, they will be displayed with the icon as shown below.
Review Board – Displays the review board with which the study is associated (e.g., IRB, IACUC, SRS). This column will be blank if the study is in Draft mode and has not yet been submitted to a board.
RB Number – If an RB Number has been associated with a study, it will display here.
RB Expiration Date- If an expiration date has been associated with a study, it will display here.
Study Title / Alias- Displays the Study Title and Alias assigned to the study in the first section of the Study Application form.
Principal Investigator- Displays the name of the Principal Investigator on the study.
Once a study is selected, the following secondary window will open, enabling the user to choose a submission form to complete for the selected study.
Users have three options when starting a submission form via the window above.
- Version List – Clicking this icon redirects the user to the version list page for the selected form. From here the user may edit an existing version or create a new version of the form.
- Start a new Submission – Clicking this icon will take the user directly into a new version of the selected form.
- Edit Incomplete Submissions – Clicking this icon will take the user directly into the incomplete submission form. If there is more than one incomplete form of this type in the system, a number will appear beside the “Edit Incomplete Submissions” icon. Clicking the icon in this case will take the user to the form’s version list page instead.
View the Current Approvals for one of My Studies
To view the current approvals for a study, click on the View the Current Approvals for one of My Studies button shown above. This will open a window allowing the user to select the study they want to view current approvals for. This will include any approved documents and consents for the study selected.
Please note that the “Draft” tab will not contain any studies as they have not yet been submitted and will contain no current approvals.
The columns in this window’s study display table are defined as follows:
Select a Study – Clicking the icon in this column will open the study record.
Study Status – Displays the current status of the study (e.g., Open, Pending, Draft, Completed).
Location – If a location has been defined for a study, it will display here. If not, this column will be empty. If multiple locations have been assigned to a study, they will be displayed with the icon as shown below.
Review Board – Displays the review board with which the study is associated (e.g., IRB, IACUC, SRS). This column will be blank if the study is in Draft mode and has not yet been submitted to a board.
RB Number – If an RB Number has been associated with a study, it will display here.
RB Expiration Date- If an expiration date has been associated with a study, it will display here.
Study Title / Alias- Displays the Study Title and Alias assigned to the study in the first section of the Study Application form.
Principal Investigator- Displays the name of the Principal Investigator on the study.
The user will then select a study and the follwing window will display, allowing the user to select which items to include in a PDF view of the current approvals. This approval packet can also be downloaded once the PDF is generated.
Selecting a study will open the following secondary window, enabling the user to select submission items to include in a PDF packet of the current approvals.
The order of the items may be modified by clicking and dragging the items “Packet Order” column icon to the desired location. A blue arrow will display when hovering in that column as shown in the screenshot above.
Once the desired items have been selected and ordered, the user may click on the Generate PDF Packet button to create the current approvals PDF document. Please ensure that your current browser supports popups from the iRIS™ system or the generated PDF may be blocked. Once generated, the user may print or download the current approvals document.
View the Submission History for one of My Studies
To view a study’s submission history, click on the View Submission History for one of My Studies button as shown above. This will open the following window allowing the user to select a study for submission history viewing.
The columns of this study display table are defined as follows:
Select a Study – Clicking the icon in this column will open the study record.
Study Status – Displays the current status of the study (e.g., Open, Pending, Draft, Completed).
Location – If a location has been defined for a study, it will display here. If not, this column will be empty. If multiple locations have been assigned to a study, they will be displayed with the icon as shown below.
Review Board – Displays the review board with which the study is associated (e.g., IRB, IACUC, SRS). This column will be blank if the study is in Draft mode and has not yet been submitted to a board.
RB Number – If an RB Number has been associated with a study, it will display here.
RB Expiration Date- If an expiration date has been associated with a study, it will display here.
Study Title / Alias- Displays the Study Title and Alias assigned to the study in the first section of the Study Application form.
Principal Investigator- Displays the name of the Principal Investigator on the study.
Once a study is selected, the following window displaying all submissions associated with the selected study will open.
Several filters are provided to help narrow down the submission results.
Clicking the View Details icon opens the submission history graphic for the selected form.
This graphic includes the current location of the submission in the workflow as well as information on the boards/committees that the form has been routed to.
Clicking the icon for a specific board displays the submission’s recorded events associated with that board.
View and Manage My Studies
Clicking on this button will anchor the user to the “My Studies” section further down the Study Workspace page. A link will then appear in the lower right corner of the browser to take the user back to the top of the page as shown below.
The View and Manage My Studies item is available to any user with access to Study Assistant.
The studies that populate in this panel are restricted to those on which the user has been assigned a Key Study Personnel role. By default, the most recently accessed study will appear first in the list above.
The columns of this study display table are defined as follows:
Click to open Study Dashboard – Clicking the icon will redirect the user to the selected study‘s dashboard.
Study Status – Displays the current status of the study (e.g., Open, Pending, Draft, Completed).
Review Board – Displays the review board with which the study is associated (e.g., IRB, IACUC, SRS). This column will be blank if the study is in Draft mode and has not yet been submitted to a board.
RB Number – If an RB Number has been associated with a study, it will display here.
RB Expiration Date- If an expiration date has been associated with a study, it will display here.
Study Title / Alias- Displays the Study Title and Alias assigned to the study in the first section of the Study Application form.
Principal Investigator- Displays the name of the Principal Investigator on the study.
Actions- Contains the following actions that may be applied to a study:
- Applications – This will take the user to the application list for the study as shown below.
- Documents – This will take the user to the Document Management section of the system as shown below.
From here the user can access Study Documents, Informed Consents, or Study Contracts by clicking on the tabs of the page. These documents, consents, and contracts are further categorized by the secondary tabs above the display table (i.e., Approved, All, Void, Archive). Several filters are also present to aid the user in searching for their desired document, consent or contract. Users can also view the history of these items by clicking on the folder icon in the View History column if other versions exist in the system.
If your institution permits making revisions outside of a submission form, the Add/Revise Document button will be available under the Approved and All tabs.
Please note that creating a revision of a document here does not submit the document to the review board.
For more information, please see the Document Management Manual.
- Forms – This will take the user to a popup screen allowing the user to choose a submission form to complete for the selected study.
Users have three options when starting a submission form via the window above.
- Version List – Clicking this icon redirects the user to the version list page for the selected form. From here the user may edit an existing version or create a new version of the form.
- Start a new Submission – Clicking this icon will take the user directly into a new version of the selected form.
- Edit Incomplete Submissions – Clicking this icon will take the user directly into the incomplete submission form. If there is more than one incomplete form of this type in the system, a number will appear beside the “Edit Incomplete Submissions” icon. Clicking the icon in this case will take the user to the form’s version list page instead.
- Hide – This icon allows the user to hide a study from the main display table view.
To view hidden studies, the user must change the search setting filter at the top right of the banner (see image below).
- Copy Study – Clicking this icon will create a copy of the selected study. This will include a copy of the contents of the Study Shell, Study Application, Study Plans, Timelines, Budgets, Milestones, Devices, Drugs, Sponsors, and Inclusion and Exclusion Criteria form sections. If the study has a submission form associated to the study application, this sub form will be copied as well.
- Delete Study – Some study records may contain an icon in the Delete Study column. A study can only be deleted if you are the Study Author (the user that clicked the “Add a New Study” button and completed the shell) and the study has not yet been submitted.
- Correspond – This action allows the user to view and send correspondence associated with the study.
All studies that are associated to the user will populate in the All Studies section. Users can further filter their studies by clicking a specific review board tab, where all studies submitted to that review board will display.
Users may also filter their studies by RB Number, Study Title, or Study Alias using the search bar feature shown in the screenshot above. Either partial or full terms may be searched, in both cases the system will return the best matching records.
Once the desired study is located, the user may click the icon in the Click to Open Study Dashboard column to open the study. Depending on the actions that have been taken, the user may be taken to different screens.
Opening a study that is not in Draft status will redirect to the “Submissions” tab of the study dashboard, as shown in the screenshot below.
For more information on the Submissions tab, see the Study Submissions manual.
Opening a study that is in Draft status redirects the user to either the Study Application or Initial Review Submission Form, depending on which is incomplete. Once these forms are complete and the Initial Review is submitted, the user will be directed to the same Submissions tab as any other study status.
By the Numbers
“By the Numbers” is a new feature that has been added to the Study Workspace to aid researchers in managing their studies, submissions, tasks, and upcoming due dates.
Currently there are five tiles that make up the “By the Numbers” panel. These tiles are listed below along with their functions.
To view all available tiles, users may scroll to the right or left by clicking on the arrow as shown in the picture above.
Submissions in Process
This metric will display the number of submissions that the researcher currently has in process within the iRIS™ system. Clicking on the tile will anchor the user to the “Studies Submission Status – In Process” panel further down the Study Workspace screen.
Forms Pending Submission
This metric displays the number of forms that are currently incomplete and have not been submitted for signoff and review. When the tile is clicked, the following window will display.
This table will display all incomplete forms, grouped by study.
The columns in this table are defined as follows:
Open Form – Clicking the icon in this column will open the form.
Version List – Clicking the icon in this column will open the version list page of the form, allowing users to select an existing version to edit or create their own.
Form Type – Displays the current form type of the incomplete form.
Version – Displays the current version of the incomplete form.
Date Created – Displays the date that the form was created.
Study Status– Displays the current status of the study to which the form is attached.
Study Title / Alias- Displays the Study Title and Alias assigned to the study in the first section of the Study Application form.
Principal Investigator- Displays the name of the Principal Investigator on the study.
Review Board – Displays the review board with which the study is associated (e.g., IRB, IACUC, SRS). This column will be blank if the study is in Draft mode and has not yet been submitted to a board.
RB Number – If an RB Number has been associated with a study, it will display here.
Pending My Response
This tile displays the number of Submission Response and Correction forms that still require completion by the researcher. Clicking this tile opens the following window, displaying all Submission Correction and Response form tasks that are pending a response.
The columns of this display table are described as follows:
Open Task – Clicking the icon in this column will open the task, taking the user to the Submission Response or Correction form.
Task Type – Displays the type of task, either a Submission Correction or Submission Response.
Date Received – Displays the date the task was received by the researcher.
Status– Displays the current status of the study to which the form is attached.
Study Title / Alias- Displays the Study Title and Alias assigned to the study in the first section of the Study Application form.
Principal Investigator- Displays the name of the Principal Investigator on the study.
Review Board – Displays the review board with which the study is associated (e.g., IRB, IACUC, SRS). This column will be blank if the study is in Draft mode and has not yet been submitted to a board.
RB Number – If an RB Number has been associated with a study, it will display here.
High Priority Tasks
This tile displays how many tasks the user has that have been classified as High Priority by the user. This functionality will be covered later in this document. Clicking on this tile will open the window below.
This window lists all of the tasks that the user has classified as high priority in the task panel.
Click to Open – When you click the icon in this column, the task will open.
Task Type – This displays the type of task, either a Submission Correction or Response.
Date Received – This displays the date the task was received by the researcher.
Description – This displays the description of the task.
Priority - This displays the priority of the tasks listed. The icon indicates a High Priority task.
Complete By – This displays the date selected by the user as the target completion date.
Annual Review Tasks
This tile will display the number of Annual Review tasks that are pending for the researcher to complete. Clicking on this tile will open the following window.
Begin Form – When you click the icon in this column, a renewal form will open. If there is more than one form that will satisfy the renewal, the system will take you to select which form to begin.
Continuing Review Due – This displays the continuing review due date for the study, if applicable.
Status– This displays the current status of the study that the form is attached to.
Study Title / Alias- This displays the Study Title given to the study in the initial section of the Study Application. Also listed in this same column is the Study Number/Study Nickname.
Principal Investigator- This displays the name of the Principal Investigator on the study.
Review Board – This display which review board the study is associated with (e.g. IRB, IACUC, SRS). This column will be blank if the study is in Draft mode and hasn’t been submitted to a board.
RB Number – If an RB Number has been associated with a study, it will display here. This column will change to whichever reference number you choose to display the studies by, when using the “Display my Studies by” filter.
RB Expiration Date- If an expiration date has been associated with a study, it will display here.
Tasks Panel
The task panel displays the number of tasks in each category that are pending user response or action. “All Tasks” lists all actions in the system that are pending your response, while “Study Tasks” and “Project Tasks” filter pending tasks into these two categories.
When clicked, the user will be anchored down the screen and the appropriate filter will be applied to the tasks.
Find A Study
The Find a Study item allows users to search the entire system for studies, regardless of having a role on the study. Find a Study is a tool typically used by System Administrators and Department Administrators.
Click a valid Find a Study link (Home > [module] > Find a Study) to open the Find a Study page (shown below).
Enter or select desired search criteria in the Find a Study Filters section (described below) and click the Find button to execute the search. Click the Reset Find Options button to reset all filter fields.
Find a Study Filters
The Display Projects by dropdown allows for study filtering by number type (e.g., study/protocol number, IRB number).
Text entry fields are provided to search by full or partial Study Number/Alias, Sponsor, Department, IRB Number or Reference number.
The Principal Investigator (PI) field can be used to search by full or partial PI name and includes a button to toggle the search between Active or Inactive PIs. As shown below, the button is toggled to Active by default.
Click the Active button to toggle it to Inactive, as shown below.
Note that it is not possible to search by both Active and Inactive PIs simultaneously.
The Location Status dropdown enables filtering by Location Status. Note that Location Status is configured by the institution under System Administration > Setup Locations Status.
The Study Status dropdown provides a pick list to filter the search by study status. Click an item in the list to select it.
The Study Classification dropdown provides a pick list to filter the search by study classification. Click an item in the list to select it.
Calendar widgets are provided for searching by IRB Expiration Date range. Available date range options are as follows:
— to limit the search to studies whose IRB Expiration Date occurs on or after a specific date, click the left-hand calendar widget and select the desired start date; leave the right-hand date field blank
— to limit the search to studies whose IRB Expiration Date occurs on or before a specific date, click the right-hand calendar widget and select the desired end date; leave the left-hand date field blank
— to limit the search to studies whose IRB Expiration Date occurs between two specific dates, select the desired start date using the left-hand calendar widget and the end date using the right-hand calendar widget
Find a Study Advanced Find Options
Additional search options and filters are available via the Advanced Find Options button, as shown below.
Click the button to open the Find A Study: Advanced Search Options popup, shown below.
Note that the number of panels that appear in this popup window is dependent on which module “Find a Study” is being access from. In this particular example, the IACUC assistant “Find a Study” is used, and the popup includes panels for 8 different advanced search criteria:
— Key Study Personnel
— Drugs associated to Study
— Devices associated to Study
— Drugs associated to IACUC Study
— Restraint Devices associated to IACUC Study
— Species associated to IACUC Study
— Issues Reported to the Board
— Study Key Words
Enter desired search criteria in one or more of the panels (see following subsections) and click the Apply button to apply the filter criteria to the main Find A Study search page. As shown below, when advanced search criteria are selected, the Advanced Find Options button on the Find A Study page updates with a yellow background and green checkmark to indicate that these options are in use.
Click the Cancel button on the Find A Study: Advanced Search Options popup to close it without applying any of its search criteria to the main Find A Study page.
To clear individual Advanced Find Options, click the Advanced Find Options button to reopen the Find A Study: Advanced Search Options popup. Clear any search criteria previously entered there and click the Apply button at the bottom of the popup.
Click the Reset Find Options button on the Find A Study page to clear all selected filters and/or search criteria.
Find a Study Application Find Options
Click the Application Find Options button to create and save application (module) -specific filters for re-use as needed.
Note that Application Find Options filters can be used in conjunction with any other search criteria and filters on the Find a Study page, including Advanced Find Options.
The Find A Study: Application Search Filters page opens.
Click the Cancel button to close the page without making changes or applying filters to the current search.
Click the Add a New Application Filter button to open the Find A Study: Add Application Search Filter popup window. In the following example a search filter is created for IACUC applications, but the same general process applies to creating IRB application filters.
Enter the desired Filter Name.
Select “Yes” or “No” for Share this Filter. A selection of “Yes” makes the filter available to other users, a selection of “No” keeps the filter private to the person who created it.
Enter any desired Comments (e.g., a description of the filter’s purpose).
Click the Add a new Filter Criteria button to construct the filter.
As shown below, a new record populates in the filter criteria table.
The fields in this criterion record are used to filter search results based on the answer(s) to specific question(s) in a study/project application form.
In this example, the filter will limit search results to those studies where the justification for using animal subjects is based on complexity of the study model and all study animals are expected to survive. Two different study application criteria must be added to the filter:
— a rationale of “The complexity of the processes being studied cannot be duplicated or modeled in a simpler system,” must be selected in response to the Animal Justification field of the application
— the answer to the question, “Is death (without euthanasia) a planned endpoint of the study?” must be “No”, as shown below
The Order field dictates the priority level of the criteria item in the overall filter. When the filter consists of a single criterion, the Order for that criterion is “1”. When multiple criteria are added to the filter, their Order values can vary.
Click on the What Application? field and select the applicable application/module from the dropdown list. In this example the “IACUC APPLICATION (ANIMALS)” option is selected, as shown below. Note that all comboboxes in this window are searchable via the text box displayed directly above the dropdown list.
The What Section? and What Question? dropdown lists are automatically populated with items applicable to the application/module selected in the What Application? field.
Click in the What Section? field and select the study application section in which the first question applicable to the filter is found. In this example, the “(400) - Project Description and Procedures” section is selected, as shown below.
Click in the What Question? field and select the question applicable to the filter. In this example, the “(22) – Animal justification” question is selected, as shown below.
Recall that in the IACUC study application, four possible answers to this question and an explanation field are provided, as shown below.
Two components, or columns, are stored as the answer to this question.
The first column contains one or more entries of the number 1 to 4), indicating which checkbox is selected. Multiple entries can be stored in the response because the user can select more than one checkbox. In the database this column is named “IACUC_ANI_JUST”.
The second column contains any text entered in the “Provide further explanation of your selection(s) made above:” text box. In the database this column is named “IACUC_ANI_JUST_EXP”.
Note: Because column titles are not always named in descriptive, plain English, strong knowledge of the fields and tables involved in constructing the filter is required to avoid errors.
Click on the What Column? field and select the column that contains the data value applicable to the filter. In this example “IACUC_ANI_JUST” is selected.
As shown below, because the answer to this question offers four possible options in response, a “Which Option?” field appears to enable further specification.
As explained above, the dropdown list contains four options. In this particular example, the first option (“The complexity of the processes being studied cannot be duplicated or modeled in a simpler system.”) is selected, as shown below.
Click in the Comparator field and select the desired item from the dropdown list. Comparators are used as follows:
— EQUAL is used for comparisons against either text or numeric field values and is equivalent to the “=” mathematical operator; the Value entered for comparison must exactly match the value entered in the application form, including all letters, spaces and characters when used for text field comparisons
— NOT EQUAL is used for comparisons against either text or numeric field values and is equivalent to the “≠” mathematical operator; the Value entered for comparison must not match the value being compared in the application form, including all letters, spaces and characters when used for text field comparisons (e.g., NOT EQUAL to “Syrian hamsters” is not the same comparison as NOT EQUAL to “hamster”; the former comparison would exclude all records containing the specified species “Syrian hamsters”, the latter would exclude all records with the word “hamster” anywhere in the species field)
— LESS THAN is used for numeric field value comparisons only and is equivalent to the “<” mathematical operator
— LESS THAN EQUAL is used for numeric field value comparisons only and is equivalent to the “≤” mathematical operator
— GREATER THAN is used for numeric field value comparisons only and is equivalent to the “>” mathematical operator
— GREATER THAN EQUAL is used for numeric field value comparisons only and is equivalent to the “≥” mathematical operator
Select the Value against which the Comparator will be used.
In the case of Yes/No select checkboxes or radio buttons, three possible options may be shown in the Value column:
— “Yes”, which is the value stored in the database when the checkbox/radio button for the item is selected
— “No”, which is the value stored in the database when the checkbox/radio button for the item is not selected
— “Not Set”, which is the value stored in the database when no checkbox(es)/radio button(s) for the item is(are) selected, indicating that the question was not answered; this option is only available for fields where a response is not required in the study application, or for draft applications where the question has not yet been answered
The example shown below demonstrates behavior of the Value field when the filter comparison is against a text entry.
In this type of comparison, the Value column contains a text entry field.
Returning to the original filter example, a second filter criterion is required to fulfill the filter parameters. Click the Add a new Filter Criteria button to add another filter criterion.
A second criterion record appears below the first.
Follow the same steps as for the first criterion row to populate the new row. In this example, the second comparison is against the answer to the question, “Is death (without euthanasia) a planned endpoint?”
The filter in this example is now complete. If additional criteria rows are needed, click the Add a new Filter Criteria button and follow the steps outlined above to add and populate them.
If any criteria are added in error, click the delete icon in the far-left column to remove the unwanted criteria. A confirmation popup window displays.
Click CANCEL to close the popup without deleting the criterion.
Click CONFIRM to delete the record and close the popup.
Back on the Find A Study: Add Application Search Filter popup, click the Return to List button to close the popup without saving the filter.
Click the Save button to save the filter and close the popup.
If Save was clicked, the filter is added to the Find A Study: Application Search Filters page.
Click the icon in the Edit column (shown below) for any filter on the page to reopen the add panel for that filter and make revisions.
Click the icon in the Delete column (shown below) for any filter on the page to delete the associated filter.
A confirmation popup window displays.
Click CANCEL to close the popup without deleting the filter.
Click CONFIRM to delete the filter and close the popup.
Select the radio button in the Select column to display a preview of Criteria to Apply for the applicable filter, as shown below.
Note that temporary changes can be made to active fields in the Criteria to Apply preview before applying the filter, but these changes will not be saved to the filter. To make and save changes to the filter, click the icon in the Edit column.
Click the Cancel button to close the Find A Study: Application Search Filters page without applying the selected filter.
Click the Apply button to close the page and apply the selected filter. As shown below, the Application Find Options button on the Find A Study page updates with a yellow background and checkmark to indicate saved application filters are in use.
Application Find Options remain active on the Find a Study page until the filter selection is cleared.
When more than one Application Find Options filter is in use, to clear an active filter click the Application Find Options button to reopen the Find A Study: Application Search Filters page. Clear the Select column radio button for any filter(s) to be removed from the search and click the Apply button at the bottom of the page.
Click the Reset Find Options button on the Find a Study page to clear all selected filters and/or search criteria.
Application Find Options filters can be used in conjunction with any other search criteria and filters on the Find a Study page, including Advanced Find Options.
Find a Study for All Users
Find a Study can be made available for all users within Study Assistant using the system property located in System Admin > System Configuration > Study Default Settings > system.find_study_for_all_users.
When this property is set to “Yes”, any user with access to Study Assistant will have the ability to use Find a Study, not just System Administrators and Department Administrators. This will allow users to look up studies that they are not associated to and view contact information for the study.
When the user opens the study record, they will be presented with a page that displays study-specific information such as: Study Title, Study Status, Departments, Principal Investigator, the PI’s Phone and Email, Study Coordinators, and the Study Coordinators’ Phone and Email.
Below is an example of the information the user will have access to.
Tasks
The Tasks panel on the Study Workspace allows the user to view and manage all action tasks that are generated by the system. If configured, the panel will have three tabs: “All Tasks”, “Study Tasks”, and “Project Tasks”.
“All Tasks” displays all action items in one queue.
If a user clicks on the check box for an item a Clear All Task(s) button will appear.
Clicking this button will dismiss the task but will not complete the action item. When clicked the user is presented with the following warning message.
Within each task queue, the user can also filter by Outstanding and Completed tasks, RB number, Title, and Alias using the functionality at the top of the task queue.
Clicking on the icon will open the task and take the user to the area of the system or form to complete the task. Users can also click on the
icon to view more detail about a task.
Clicking on the gear icon in the right-hand corner will open the following menu options.
From here the user can close the panel, organize the additional detail columns that were displayed when the icon was clicked, filter by RB association and choose how many results to view at one time. The user may toggle through the tasks displayed by clicking on the right facing arrow in the right corner as shown below.
We have also added the ability to prioritize tasks as Low, Medium and High Priority. Users can click on the button to open the priority menu as shown below.
Users can then select the desired priority and the task will update immediately with page refresh. If “High Priority” is selected, the High Priority Tasks tile will be updated without page refresh as well to show the correct task number.
Users can also set the Complete By date for a task.
This will place an event on the system calendar that will link the user to the task as shown below.
Clicking on the task on the calendar will take the user to the task to be completed.
If configured, users will also receive a calendar invite in their notification email on file for the event. Accepting the event will place an All-Day appointment on their email calendar (Outlook, Google, etc.). Any changes in iRIS™ to the Complete By date will send an updated calendar invite for the user to accept.
A notification can also be configured in System Administration to send out reminder messages regarding tasks with Complete By dates. Please see your System Administration manual for more details.
Users can also filter tasks by priority and by Complete By date from the “All Tasks” view as shown below.
Users can then click on the “Study Tasks” or “Project Tasks” tab to view specific information regarding studies and projects that the task is linked to. Below is the view from “Study Tasks”.
Any changes to the priority and Complete By date will display on other tabs as applicable.
Studies Submission Status
This section allows users to respond to, address, and view different tasks and issues related to their submitted studies.
The table in this panel displays a submission’s Reference Number, Form Name, Study Title, Alias, Form Author, Date Submitted, and Actions.
Under the “Actions” column, users can click on the Steps button to see details such as on the current location of the submission, pending steps needed to be taken, past action items related to the submission, and more.
Notice that a Total Time column has been added, showing the time that each step has taken. Users can respond to different tasks or address issues from this screen by clicking on the applicable buttons such as Retract Submission, View Signoff Routing List, View Signoff, View Details of training errors, and view time since submission. This table will also include outcome information when it is available for the submission.
By clicking into individual steps in the workflow, users can see further submission details.