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REDCap:RepeatingFormsandEvents–How-ToGuide 1
RepeatingInstrumentsandEvents
REDCaphastheabilitytorepeatadatacollectioninstrumentoranentireeventofinstrumentsanunlimitednumberoftimeswithouthavingtospecifytheamountneeded.Thisissometimescalledone-to-manydatacollection,inwhichaprojectcanhaveoneormorerepeatingparts.
LinktoVideoTutorial:
https://redcap.vanderbilt.edu/consortium/videoplayer.php?video=repeating_forms_events01.mp4&title=Designating%20Instruments%20for%20Events%20in%20Longitudinal%20Projects&r
eferer=redcapstage.ctsi.ufl.edu
ConceptREDCapnowhasafeaturetoallowrepeatinginstrumentsandevents.Thisisveryhelpfulifyouhavetocollectmultipleinstancesofthesamedata.Thismeansthatitisnolongernecessarytocreateaspecifiednumberofinstancesofaninstrument(orevent)ifyouneedtocollectmultipleinstances.Forexample:ifyouaredoingastudyonanewexperimentaldrugandneedtotrackpatientprogressfor20weeks,youmighthaveaninstrumentthatincludesallthequestionsnecessaryforeachweek’svisit.Now,insteadofcreating20instancesofthis“visit”instrument(sayvisit1,visit2,etc.),youcansimplymakethevisitinstrumentarepeatinginstrument.Anotherbenefitisyouarenolongerlimitedbytheplannednumberofrepetitions.Continuingwiththeexampleabove,sayyouhadsomepatientsthatneededtobestudiedforanadditional12weeks(32weekstotal).Insteadofmanuallycreating12morevisitinstruments,youcangotothepreviousvisitinstrumentandselectSave&AddNewInstance.Thisway,youcaneasilyaddunplannedrepetitions.Youarenolongerlimitedbyyourmaximumnumberofinstances.Additionally,youcanhaveadifferentnumberofinstancesofaninstrumentfordifferentrecords.Usingtheaboveexample,somepatientsmayhavedatafor20visits,andothersmayhavedatafor32visits.Youcouldevenhavesomepatientsthatmissedafewvisits,sotheyendupwith19,18,or30visits.Thatisfine.Eachrecordcanhaveauniquenumberofrepetitions.
Nowlet’stakealookattheimplementationofrepeatinginstrumentsandevents.
REDCap:RepeatingFormsandEvents–How-ToGuide 2
PreparingRepeatingInstrumentsandEventsTouserepeatinginstrumentsoreventsonyourproject,youmustfirstenableitontheprojectsetuppage.Itisthefirstoptionunderthe“Enableoptionalmodulesandcustomizations”section.
Whenyouclickenable,youwillgetapopupwindowaskingwhichinstruments(andevents,iftheprojectislongitudinal)shouldbemaderepeatable.
REDCap:RepeatingFormsandEvents–How-ToGuide 3
Ifyourprojectisclassic(NONlongitudinal),yourpopupwilllooksomethinglikethis:
Ifyourprojectislongitudinalyourpopupwilllookmorelikethis:
REDCap:RepeatingFormsandEvents–How-ToGuide 4
Foraclassic(NONlongitudinal)study:Ifyouhaveaninstrumentyouwouldliketorepeat,simplymarkitscheckboxinthe“RepeatThisInstrument?”column.Foralongitudinalstudy:Youwillseeeacheventlistedalongwithitsdesignatedinstruments.Ifyouwouldliketorepeateveryinstrumentintheevent,youcanselect“RepeatEntireEvent(repeatallinstrumentstogether)”fromthedropdownmenu“Repeatentireeventorselectedinstruments?”.Repeatinganeventwouldallowaparticipanttorepeatallinstrumentsintheevent.However,theparticipantcouldnotpickandchoosewhatinstrumentsshouldberepeated,itwouldinsteadrepeatthemallatonce,asiftheywereapackage.Incasetheparticipantneedstochoosetorepeatonlyspecificinstrumentsonanevent,theeventshouldnotbemarkedforrepeat,onlytheinstrumentsthatcouldberepeated.Forexample:inthescreenshotabove,theDailyeventhasinstrumentsMood,Diet,CaffeineIntake,andExercise.Let’ssaythatthedailydietaryinfostaysthesame.Inthiscase,youwanttheparticipantstobeabletorepeattheMood,CaffeineIntakeandExerciseinstruments,buttheDietinstrumentshouldonlybeenteredonthefirstDailyoccurrence.Toaccomplishthis,youselect“RepeatInstruments(repeatindependentlyofeachother)”fromthedropdownfortheDailyevent(inthe“Repeatentireevenorselectedinstruments?”column).Then,youchecktheMood,CaffeineIntake,andExerciseinstruments(underthe“Instrumentname”column).NowtheparticipantscancreatenewinstancesoftheMood,CaffeineIntake,andExerciseinstrumentsasneeded.Furthermore,theparticipantsnowhavetheflexibilitytocreateanewinstrumentinstancewithoutcreatinganewinstanceofanyotherinstrument.Iftheparticipanthaddonemoreexercisingoneday(sayanextrabikeride),thentheycanaddanotherExerciseinstancewithoutcreatingadditionalinstancesoftheotherinstruments.
Torecap,choose“RepeatEntireEvent”ifallinstrumentsshouldberepeatedtogetherorchoose“RepeatInstruments”ifsomeinstrumentsshouldhavemoreinstancesthanothers.
REDCap:RepeatingFormsandEvents–How-ToGuide 5
CreatingandEditingRepeatInstances–
1) ByEvent
Torecordanewinstanceofanevent,navigatetoAdd/EditRecordsandselecttheappropriaterecord.Fromthere,youcanselect“+Addnew”foranyeventthatisarepeatingevent.
Notice,theeventdoesnotneedtobecompletelyfilledoutforyoutoaddanewinstance,butyoucannotaddanewinstanceifthereisalreadyanemptyinstance(noaddnewbuttononthe4thinstancebelow).
Youcandeleteaninstancebyclickingthexatthebottomofthecolumn(onthebottomrow,“Deletealldataonevent”).Youcanaltereachentryforarecordjustbyclickingontheinstrumentandinstanceyouwant.Forexample:intheimageabove,youcancompletetheincomplete3rdinstanceofthePreliminarySurveybyclickingontheredbubble.Thistakesyoutoastandardrecordentrypage,butyouwillseean“(Instance#3)”nexttotheeventname.
REDCap:RepeatingFormsandEvents–How-ToGuide 6
2) ByInstrument
Wheneditingarepeatinginstrument,youhaveanadditionalsaveoption“Save&AddNewInstance”.
Oryoucanaddanewinstancetoaninstrumentfromtherecordhomepageaslongastheinstrumentisnotempty(hasnothadanydatasaved).Dothiswiththeplusbuttononthesideoftheinstrument.
Oryoucanaddaninstanceby
1) clickingastackofmultipleinstances2) andselectingthe“+Addnew”buttonatthebottomofthepopup.
REDCap:RepeatingFormsandEvents–How-ToGuide 7
Onceyoucreateafewrepeatinstrumentinstances,youwillseetheentriesbelowtheprimaryrecord/instrumenttable.Youcanaddanewinstrumentinstancefromtheselistsofrepeatinginstrumentstoo.
Ifyouhavesurveysenabled,youcanalsoallowparticipantstocreatenewinstancesofaninstrumentintheSurveySettings.
REDCap:RepeatingFormsandEvents–How-ToGuide 8
Onceyouenablethe“Allowrespondentstorepeatthesurvey”option,youwillseealoopingarrowiconnexttothesurveyfromtheOnlineDesignerpage.Below,wehaveallowedrespondentstorepeatthesurveyonourrepeatinginstrument,“Exercise”.Thisistheonlyinstrumentweenabletheoptionfor,soitistheonlyonewithaloopingarrowicon.
Asintherepeatingeventssection,youcandeleteentireeventswiththexatthebottomofthecolumn,butyoucanonlydeleteindividualinstancesofinstrumentsfromtheirdataentrypage.
Youcanaltereachentryforarecordjustbyclickingontheinstrumentandinstanceyouwant.Forexample:intheimageabove,youcancompletetheincomplete3rdinstanceofthePreliminarySurveybyclickingontheredbubble.Thistakesyoutoastandardrecordentrypage,butyouwillseean“(Instance#3)”nexttotheeventname.
REDCap:RepeatingFormsandEvents–How-ToGuide 9
ViewingRepeatingInstrumentsandEventsYoucanstillnavigatetoAdd/EditRecordstoseetheindividualrecords(sameviewastheexamplesusedintheCreateandEditRepeatInstrumentssection).However,thereareafewnewiconstoindicatewhenmultipleinstancesarecreated.Iftherearemultipleinstancesforaninstrumenttherearenowoverlappingbubbles.ThereisalegendonthetoprightoftheRecordStatusDashboardwhichexplainsthenewstatusnicely.
Noticeifyouclickontheoverlappingbubbles,apopupwillappeardisplayingallofthesavedinstancesoftheinstrumentaswellasan“+Addnew”buttontocreateanewinstance.Intheexamplebelow,instances1and3hadbeenfilledinandsavedforthe“PreliminarySurvey”.
Therearealsoafewdifferencesbetweenrepeatingevents,andindividualrepeatinginstruments.Intheimageabove,thePreliminaryeventwasmarkedforrepetition(RepeatEntireEvent),whiletheDailyeventhasrepeatinginstruments(RepeatInstruments).TheRecordStatusDashboardallowsyoutocreatenewinstancesofindividualinstrumentswiththe“+”button,butonlyiftheinstrumentsarebothmarkedasindividuallyrepeatingandtheyhaveonesavedinstance.Youcanseeabovethatrecord3hasnosavedinstances,sotheoptiontoaddanewindividualinstanceisnotavailable.
REDCap:RepeatingFormsandEvents–How-ToGuide 10
ExportingandImportingRepeatingDataandProjectDataDictionariesYoumaywanttoexportandimportdatafromyourprojectthathasrepeatingeventsorinstruments(orboth).Theseoptionsarelargelyunchanged,butthereareafewcaveatstobeawareof.Fordataexports,youmustdisablethe“Exportsurveyidentifierandsurveytimestampfield(s)?”option(ifyourprojectincludessurveys)ifyouplantoimportyourdatalater(youcanmanuallymakethechanges,butthiswouldbetediousandvulnerabletoaccidentalchanges).Thesurveyidentifierfieldkeepstrackofsurveyrespondents,andthetimestampfieldtracksthetimeofsubmission.Thesetwofieldsarenotstoredinthesamelocationasyourcollecteddata(itisoutsideofthedatadictionarystructure).IfyoutrytoimportarawdatacsvorCDISCODM(XML)thathassurveyidentifierandsurveytimestampfields,youwillgetanerrorsincethesefieldsarenotwithinyourdatadictionary(andthereforecannotbeimported).However,ifyouarenotworriedaboutimportingyourexporteddata(ifitisn’tsupposedtobeabackup),thesurveyidentifierandtimestampfieldsmaybeusefulinformationtoinclude.Ifyouwanttouseyourprojectasatemplate,oneoptionistoexport(andlaterimport)thedatadictionary.However,similartolongitudinalcapabilities,animporteddatadictionarycannotenablerepeatingeventsandinstruments.Ifyouimportadatadictionaryformaprojectwithrepeatingeventsorinstruments,youwillhavetomanuallyenablethe“Repeatinginstruments”optionontheProjectSurveypage.Anotheroptionforusingaprojectwithrepeatinginstrumentsasatemplateistocopytheproject.Whenyoucopytheproject(fromtheprojectsetuppage)youhavetheoptiontoincludeorexcludeexistingrecords,andyournewcopiedversionoftheprojectwillalreadyhavetheRepeatingInstrumentsoptionenabled.