Contacts Management. User Guide. Author: Fiona Bell Version: 1.2 Date: 29 November 201

Transcription

1 Contacts Management User Guide Author: Fiona Bell Version: 1.2 Date: 29 November 201

2 Contacts Management User Guide Copyright 2011 NIHR CRN CC Page ii of 19

3 Contents Contents WELCOME TO CONTACTS MANAGEMENT...4 GETTING STARTED...5 OPENING CONTACTS MANAGEMENT...5 ACCESS PERMISSIONS IN CONTACTS MANAGEMENT...6 Study Coordinators, Chief Investigators, Record Administrators...9 Topic Portfolio Managers...9 UKCRN Portfolio Managers...9 GETTING HELP...9 MANAGING STUDY CONTACTS ADDING A CONTACT TO A STUDY...11 CREATING A NEW PERSON...14 REMOVING A STUDY CONTACT S ROLE...15 CHANGING A STUDY CONTACT S ROLE...16 MOVING A STUDY ROLE TO A DIFFERENT LOCATION...16 EDITING A STUDY ROLE S CONTACT DETAILS...17 FEEDBACK...18 DOCUMENT CONTROL...19 Copyright 2011 NIHR CRN CC Page iii of 19

4 Contacts Management User Guide Welcome to Contacts Management Contacts Management is a new approach for managing study contacts for all studies on the UKCRN Portfolio. It replaces the previous method of adding and removing study contacts, and selecting study roles in the Contacts tab of the Modify a Study wizard. It also replaces the previous approach of specifying the Study Coordinator in the Coordinator tab of the Initialise a Study wizard. This document is part of a suite of user guides to support the UK CRN Portfolio Database, all of which can be accessed here: Copyright 2011 NIHR CRN CC Page 4 of 19

5 Getting Started Getting Started Contacts Management is part of the Study Portfolio & Accrual system hosted on the UKCRN Portal. You use Contacts Management to manage study contacts and study roles for studies on the UKCRN Portfolio. Contacts Management opens immediately after study initialisation, allowing the person initialising the study to specify study contacts and roles. It is also accessible from the Contacts tab in the Modify a Study wizard, allowing the person adding additional study details to specify any outstanding study contacts and roles. Only users with the appropriate permissions can access and manage study contacts. Opening Contacts Management Contacts Management is automatically activated immediately after study initialisation. For more information on this, please refer to the Initialise a Study User Guide. Contacts Management is also accessible from within the Contacts field on the Contacts page of the Modify a Study wizard. To open Contacts Management: 1. Open your study in the Modify a Study wizard. For more information on this, please refer to the Add / Amend Details of an Existing Study User Guide. 2. Click the Contacts tab in the tabbed menu on the left hand side of the wizard. 3. Click Contacts Management at the bottom right of the Contacts field. Copyright 2011 NIHR CRN CC Page 5 of 19

6 Contacts Management User Guide Click Contacts Management. The Contacts management window opens. This window is specific for the current study. If there are already existing contacts for this study, you can also open the Contacts Management window by double-clicking on a contact name in the Contacts field. Access Permissions in Contacts Management Your access to people s personal and contact details and your ability to specify study contacts and their roles in Contacts Management depends on your own role in the Enhanced Portfolio Management System. This is summarised in Table 1. Summary of Contacts Management Permissions User Type UK CRN Portfolio Manager Topic Portfolio Manager (TPM) Topic Portfolio Manager Contact Type All contacts. A contact that is associated with the topic the TPM administers. A contact that is not associated with the topic the TPM administers. Edit Personal Details Edit Coordinating Centres Edit Permis Edit o locat Copyright 2011 NIHR CRN CC Page 6 of 19

7 Getting Started User Type Study Coordinator, Record Administrator Chief Investigator Study Coordinator, Record Administrator, Chief Investigator Contact Type A contact that is associated with the same topic as the study s primary topic. A contact that is associated with the same topic as the study s primary topic. A contact that is not associated with the same topic as the study s primary topic. Edit Personal Details Edit Coordinating Centres Edit Permis Edit o locat (on studie are as, page 8, and explained in more detail in the following sections. Copyright 2011 NIHR CRN CC Page 7 of 19

8 Contacts Management User Guide Table 1. Summary of Contacts Management Permissions User Type UK CRN Portfolio Manager Topic Portfolio Manager (TPM) Topic Portfolio Manager Study Coordinator, Record Administrator Chief Investigator Study Coordinator, Record Administrator, Chief Investigator Contact Type All contacts. A contact that is associated with the topic the TPM administers. A contact that is not associated with the topic the TPM administers. A contact that is associated with the same topic as the study s primary topic. A contact that is associated with the same topic as the study s primary topic. A contact that is not associated with the same topic as the study s primary topic. Edit Personal Details Edit Coordinating Centres Edit Permissions Edit organisations, locations and roles (only roles for studies to which they are assigned). Add organisations, locations and roles (only roles for that study). Copyright 2011 NIHR CRN CC Page 8 of 19

9 Getting Started Study Coordinators, Chief Investigators, Record Administrators If you have a Study Coordinator, Chief Investigator or Record Administrator role, you have two types of access to a person s details: If the person you wish to specify as a study contact is associated with the study s primary topic, you can assign them study roles for that particular study. You can also remove study roles relating to that study. If the person you wish specify as a study contact is not associated with the study s primary topic, you do not have permission to add or remove any study roles. You must notify the Topic Portfolio Manager, who will associate this person with the appropriate topic. Once this has happened, you will be able to assign them intended study role. Topic Portfolio Managers If you have a Topic Portfolio Manager role, you have two types of access to a person s details: If the person you wish specify as a study contact is associated with the topic you administer, you can assign any study roles to them for studies within your topic. If the person you wish specify as a study contact is not associated with the topic you administer, you must first associate them with your topic before you can assign any study roles to them. To do this: a. In the Coordinating Centres field, use CTRL + left click to select the coordinating centre relating to your topic. b. Click Save. It is important you use the CTRL key. If not, any coordinating centres selected this field that are not yet associated with a role will be deselected and removed from the user s account when you click Save. UKCRN Portfolio Managers If you have a UKCRN Portfolio Manager role, you have full access to all people s details. Getting Help Additional help resources can be found on the Contacts Management page. Click the User Guide and Videos link at the top right, above the Main Details section to open the UKCRN Help and User Guides window. Click the User Guide link in this window to view the Contacts Management User Copyright 2011 NIHR CRN CC Page 9 of 19

10 Contacts Management User Guide Guide. This provides step-by-step guided assistance through the procedures you can perform in Contacts Management. The user guide is in PDF format. Click or Close this window to close the UKCRN Help and User Guides window. Additional Help links (circled in red in the following image) are also displayed in relevant areas on the screen. Clicking on these will open a window containing information specific to that area. Click or Close this window to close the window. Click User Guides and Videos to view the user guide and video tutorials Click Help to view help topics specific for that area. Copyright 2011 NIHR CRN CC Page 10 of 19

11 Managing Study Contacts Managing Study Contacts Adding a Contact to a Study To add a contact to a study: 1. Open the Contacts Management window as described in Opening Contacts Management, page 5. The Contacts management for study xxx window opens. If there are no existing contacts for the study resembles this: If at least one contact has been assigned to the study, the Contacts management for study xxx window opens, displaying the details for the first contact listed in the Contacts field: 2. Choose one of the following options: If you wish to add an additional role to an existing contact for this study, click in the Select existing study contacts box and select the Copyright 2011 NIHR CRN CC Page 11 of 19

12 Contacts Management User Guide required name from the dropdown list. The person s details are displayed below OR The Select existing contacts box is only displayed if the study has any existing contacts assigned to it. If you wish to add a contact to this study: c. In the Search for a person (ID, name, ) box, type the ID number, name or address of the person you wish to add. d. Click Search. e. If more than one match is found, click in the Select from X matches found box and select the required person from the dropdown list. If you cannot see the required contact in the list, the person you require does not exist on the system. To add a new contact to the system, please refer to Creating a New Person, page 14. The person s details are displayed below. 3. In the Organisations section, locate the organisation to which the study and intended role relates. You may have to click Expand, to the right of the organisation to view the person s locations and roles there. If you cannot see the person s organisations, you do not have permissions to access this person. If you have a Topic Portfolio Manager role, please follow the instructions in Access Permissions in Contacts Management, Topic Portfolio Managers, page 9, to gain access. If you have a Study Coordinator or Record Administrator role, please notify the Topic Portfolio Manager, who will give you the appropriate access to this person. If the required organisation is not listed, it must first be added and the relevant location assigned to it before a role can be given. To do this, please refer to the My Profile User Guide. This can be accessed from the User Guide and Videos window in My Profile. 4. Find the location where the role will be performed and, on the Roles bar immediately below this location, click Add role. Copyright 2011 NIHR CRN CC Page 12 of 19

13 Managing Study Contacts Click Add role to add a role at this location. If you cannot see the Roles bar, you must first assign the role s location to the organisation. To do this, please refer to the My Profile User Guide. 5. Click in the Select role box and choose the appropriate role. The role is automatically validated and added to the Roles section. 6. Click Save. If you have assigned this role to a new organisation and location (i.e., one that did not previously exist in the Portfolio database), the role will be pending until the organisation and location have been validated by the NIHR Service Desk. In the Contacts field, pending roles are marked with an asterisk (*). The specified person will now have access to this study in the Study Portfolio & Accrual application according to their study role. 7. If you wish to specify further roles for this study, repeat steps 2 to 6, above. 8. If you wish to amend a study coordinator s ability to receive updates on uploaded recruitment data a check box with the label receive recruitment upload notification s for this study. This will be selected by default, ie they will receive s. This should be deselected to prevent a study coordinator receiving a summary of uploaded recruitment data. Please note that if the study coordinator and recruitment data contact are the same individual then the to the study coordinator will not be sent. 9. To return to the Modify a Study wizard click Close window and return to Modify Study at the bottom left of the page. Copyright 2011 NIHR CRN CC Page 13 of 19

14 Contacts Management User Guide Click here to return to the Contacts page. The Contacts page is displayed. The Contacts field is updated with the study contacts you have specified. Creating a New Person If the person you wish to add as a study contact does not currently exist in the Portfolio contacts database, you must add them as a new user. This involves creating a UKCRN Portal account for them. To do this: 1. First check that the person you wish to add does not already exist in the Portfolio contacts system by following searching for them as described in step 2c, Adding a Contact to a Study, page If the person does not exist, click the Add a new person button. This will allow you to create a new UKCRN Portal account. 3. In the Main Details section, type the person s details in the boxes provided. If the First Name and Last Name you type match the first and last names of an existing contact, the following message will appear in red: There is an account already registered with similar details. Check if this person already has a UKCRN Portal account. If not, continue with adding the person. If the Login address you type matches that of an existing person, the following message will appear in red: There is already an account with these details. The Login address field will be cleared. If this happens, it is likely this user already has a UKCRN Portal account. 4. From the Coordinating Centres list, choose the coordinating centre relevant to the studies Owning Organisation or Nation (e.g. NISCHR in Wales). 5. For UKCRN and Topic Portfolio Managers only. If you have permissions to administer industry and non-industry users, the Type box will be visible beneath the Reasons for using the system field. Click in this box and select the appropriate person s type. Copyright 2011 NIHR CRN CC Page 14 of 19

15 Managing Study Contacts 6. In the Main Contact Details section, enter the person s telephone, extension and fax numbers in the appropriate boxes. These fields are optional. 7. Assign the appropriate organisations and locations to this person. For more details on how to do this, please refer to the My Profile User Guide. This can be accessed from the User Guide and Videos link on the My Profile page. You can now assign this person a study-based role. To do this, please follow the instruction in steps 3 to 9, Adding a Contact to a Study, page 11. On clicking Save, a UKCRN Portal account will be created for this person. An will be sent to the Login address you typed in the Main Details section, explaining how the user can activate their account. Once activated, the new user will have access to the study in the Study Portfolio & Accrual application as specified by their assigned study role. Removing a Study Contact s Role Warning. When you remove a study contact s role, they will no longer have access to the study in the Study Portfolio & Accrual application. To remove a study contact s role: 1. In the Contacts field, double click on the contact s name. The Contacts Management window for study xxx opens displaying their details. The organisation for which the study role relates is shown expanded. 2. Locate the required role and click Remove to the right of the role. Click Remove. If you have a Study Coordinator, Chief Investigator or Record Administrator role, you can only remove roles relating to the studies to which you are assigned. If you have a Topic Portfolio Manager role you can only remove roles relating to the studies in the topic you administer. 3. Click Save. The role is removed. Copyright 2011 NIHR CRN CC Page 15 of 19

16 Contacts Management User Guide 4. To return to the Modify a Study wizard click Close window and return to Modify Study at the bottom left of the page. The Contacts page is displayed. The Contacts field is updated with your changes. The study contact no longer has access to that study in the Study Portfolio & Accrual application. Changing a Study Contact s Role To change a study contact s role: 1. Remove the role by following the instructions in Removing a Study Contact s Role, page Assign the new role by following the instructions in steps 3 to 6, Adding a Contact to a Study, page To return to the Modify a Study wizard click Close window and return to Modify Study at the bottom left of the page. Moving a Study Role to a Different Location You can move a role to a different location within the same organisation. To do this: 1. If the role details are hidden, click Expand to the right of the organisation whose role you wish to move. 2. If the location you wish to move the roles to is not assigned to your organisation, do this now. For more information on assigning a location to an organisation, please refer to the My Profile User Guide. This can be accessed from the User Guide and Videos window in My Profile. 3. Click Edit, to the right of the role you wish to move. The roles section expands. 4. Click in the Change location box and select the location you wish to move the role to from the dropdown list. If you cannot see the Change location box, there is only one location assigned to that organisation. You must add the appropriate location before you can move the role. To do this, please refer to the My Profile User Guide. This can be accessed from the User Guide and Videos window in My Profile. 5. If the role s contact details have changed, type the new details in the Tel, Ext, Fax and boxes. Copyright 2011 NIHR CRN CC Page 16 of 19

17 Managing Study Contacts 6. Click Move, to the right of the change location box. The role is moved to the selected location. 7. Click Save. You can only move roles between locations within the same organisation. To move a role to a different location and organisation, you must add the organisation, location and request the role again. Editing a Study Role s Contact Details To edit a role s contact details: 1. In the Contacts field, double click on the contact s name. The Contacts Management window for study xxx opens, displaying their details. The organisation for which the study role relates is shown expanded. 2. Locate the required role and click Edit to the right of the role. 3. Make the required changes to the contact details and click Set. 4. If the role you are editing has the same contacts details as other roles at that location, and there details are different from the Main Contact Details, the Shared information window appears. Choose one of the following options: If you wish to save the changed contact details to all roles that display the same contact details, click Save to all shared. If you only wish to change the selected role s contact details, click Save to this only. The contact details update accordingly. 5. Click Save. Copyright 2011 NIHR CRN CC Page 17 of 19

18 Contacts Management User Guide Feedback Please report any problems you encounter with Contacts Management. If you experience any problems using the application, please contact the NIHR Service Desk Team via the link displayed at the bottom right corner of the screen, or to the portfolio helpdesk on Please give as much detail as you can about the nature and circumstances of the problem. Copyright 2011 NIHR CRN CC Page 18 of 19

19 Document Control Document Control The controlled version of this document is maintained electronically and accessed via the User Guide link on the Contacts Management page and the NIHR CRN CC website ( If you are reading this in printed form or as a local copy, you should refer to these locations to ensure that you are using the latest version. Document Information Title Contacts Management User Guide Version 1.2 Author Fiona Bell Effective Date 29 November 2012 Supersedes N/A Revision History Version Date Author Comments Dec 2009 JC First version Aug 2011 JC Updated URLs for user guides. Rebranded document July 2012 FB Updated with branding and in line with business changes July 2014 SC Updated with changes to new website links Copyright 2011 NIHR CRN CC Page 19 of 19