In this module we will familiarize you with the use of the SRDR’s Study Assignment Tool, including: preparing a Study Citation and User Assignment Import Form in Excel, uploading your import form to a Project in SRDR, and making changes to your study assignments within SRDR.

Why Use the Study Assignment Tool?

The process of extracting relevant data from studies into your SRDR Extraction Forms can be time-consuming. In order to lessen the burden, SRDR enables users taking Lead roles in a project to assign the extraction of data from a batch of studies to any of their project team members, either by uploading a file of study citations and user assignments to their project or by reassigning studies that have previously been added to their project to individual team members.

Using the SRDR Study Assignment Tool, Leads can designate which studies will be visible on the study lists of specific editors, in addition to which key questions they will be addressing during data extraction. Furthermore, using the Study Assignment Tool, Leads can manage study assignments, reshuffling them as necessary.

Procedure:

A. Preparing Your Study Citation and User Assignment Import FormProject leads may upload the initial scheme for their study assignments into their project on SRDR, from ONLY a tab-delimited (.txt) file, containing 1 column each for:

“SRDR_Username”, “PubMed_ID”, “Internal_ID”, “Key_Questions”, “Title”, “Authors”, “Affilitation”, “Journal”, “Year”, “Volume”, “Issue”, in that order (See Figure 1).

Figure 1 (below) provides an example study citation and user assignment import form in Excel containing 16 study records, each assigned to a project team member identified by their username.

Note: Additional example import forms are available to download from the Add a Study Page after selecting the third option for adding studies, “Upload a file of study citation and user assignments”. It is HIGHLY RECOMMENDED that you use these examples as templates for your own import forms.

Figure 1:

In order to successfully add the studies and study assignments listed in your import form to your project:

- Column headers on your import form must exactly match the column headers seen in Figure 1, even if they remain empty.

- Project team members listed under the SRDR_Username column of your import form must be identified by their SRDR Username, not their SRDR email address.

o Note: Project leads may review the SRDR usernames of all of their project team members by selecting Manage Users from the Left-hand Navigator when editing a project.

Additional Considerations:

Specifying the key questions each study record will address on the import form is optional. Doing so, however, will direct SRDR to map the appropriate extraction forms to those studies. (See Figure 2).

Also optional is the inclusion of publication information for each study record, including: PubMed ID, Internal ID, Title, Authors, Affiliation, Journal, Year, Volume, or Issue (See Figure 2)

- Note: This publication information may be obtained directly from screening software, such as endnote which allows you to export citation information into a spreadsheet.

- Note: The inclusion of a study’s PubMed ID on the import form is sufficient for SRDR to populate publication information for that study in your project. However, if you choose to provide publication information, as well as a PubMed ID for a study record, SRDR will populate publication information for that study from the data given on your import form.

Figure 2: Diagram illustrating the various combinations of study data that are and are not accepted by the SRDR System when uploading a study assignment import form (only those records highlighted in red will not be added to the SRDR system).

B. Uploading your Study Citation and User Assignment Import Form to a Project in SRDR

Once saved as a (tab-delimited) “.txt” file in Excel, Leads may upload their Study Citations and User Assignment Import Form to their project,

Procedure:

1. Login to the SRDR with your personal username & password.

2. Once you are logged in, click the MySRDR tab.

3. Click on the Add a Study icon under the project to which you would like to add the studies.

4. You will be directed to the Add a Study Page where you are given three options for adding a study to your project (See Figure 3).

5. Select the third option, Upload a file of study citations and user assignments (see item A in Figure 3).

6. Click the Browse button (See item B in Figure 3).a. Note that below the Browse button are links to example import forms, which you

may download and use as templates for your own import forms.

7. On the pop-up, navigate to the tab-delimited (.txt) file in which you saved your Import Form and select Open (See item A in Figure 4).

8. Once you see that the directory for the file you just opened has been entered into the field next to the Browse button, click the Upload button (See item A in Figure 5).

9. You will be directed to the Studies page of your project. On the Studies page you will be presented with a confirmation banner notifying you that SRDR has begun to add the study citations and user assignments you listed on the import form into your project (See item A in Figure 6).

a. Note: At this time, you may continue to browse SRDR or edit your project however you’d like. SRDR will continue to add your study citations and user assignments in the background. As soon as SRDR is finished with this task, you will receive a notification email, sent to the e-mail address you designated on your SRDR profile.

b. Note: The time it takes for your study citations and user assignments to be added to your project depends upon the number of study records included in your import form. Nevertheless, you should not have to wait more than 5 to 10 minutes.

10. To check to see that all the studies that were listed on your import form were added to your project and assigned to the correct project team members, click the Complete List button located under Project Study Data on the Left-hand Navigator (See item B in Figure 6).

a. Note: Following the successful addition of studies from your import form by the SRDR system, the total count of studies included in your project will be updated (see item B in Figure 6 and item A in Figure 7).

Figure 3:

Figure 4:

A

B

Figure 5:

Figure 6: Studies page of project immediately after uploading your Study Assignment and User Assignment Import Form - Note: The Total count of studies located on the Complete List button (item A) in Figure 6

has yet to be updated. The total count of studies as it reads in this figure is: 1 Total, reflecting the single study that was included in the project prior to the upload of the study citation and user assignment import form.

A

A

Figure 7: The studies page of your project after SRDR has completed adding all studies listed on the Study Citation and User Assignment Import Form - Note: The Total count of studies located on the Complete List button (item A) in Figure 7

has been updated from “1 Total” (as seen in Figure 6) to “16 Total”, reflecting the addition of 15 studies to our project from the example import form seen in Figure 1.

- Also note that the newly added studies are assigned to the appropriate project team members (item B)

B

A

C. Reassigning a study that has already been added to a project in SRDR to any member of your project team

The study assignments you pre-specified on the study citation and user assignment import form recently uploaded to your project may be edited from within the SRDR workspace or manually by uploading a new Study Citation and User Assignment import form to your project.

AB

Caution: Resubmitting an import form with the same studies that are in your project’s study list will result in duplicate studies without any extracted study data!

It is recommended that the procedure below is used to reassign studies to project team members.

Procedure for editing the study assignments of your project from within SRDR:

1. Navigate to your project’s Complete Study list (See item A in Figure 7).

2. Under the study that you would like to assign to a different project team member, click the Re-Assign icon (See item A in Figure 8).

3. After clicking the reassign icon, the Study Assignment Options window will appear. Provided on this window is a table of studies currently assigned to the editor listed under Current Assignment (See item A in Figure 8).

4. Select the studies from the table that you would like to reassign to another specific project team member (select studies by checking the box adjacent to them)

a. Note: The study under which you clicked the reassign icon will already be selected by default (See item B in Figure 9).

5. Using the New Assignment dropdown bar, Select the SRDR username of the project team member these studies will be reassigned to (See item C in Figure 8)

a. Note: From this dropdown bar you can select the SRDR username of any member of your project team.

6. Click the Re-Assign Studies button (See item D in Figure 9).

7. You will be directed back to your project’s Studies page where you will see a confirmation banner notifying you of the success of your study reassignments (See item A in Figure 10).

Figure 8:

Figure 9:

Figure 10:

A

C

B

D

A

FAQ:

1. What happens when a study record is listed on the Study Citation and User Assignment Import Form without a PubMed ID OR Internal ID?

- A: Assuming you are the Lead and can view your project’s complete list of studies, you will notice that the study in question was added to the project, and assigned to the designated project team member.

2. What happens when a study record is listed on the Study Citation and User Assignment Import Form without the SRDR Username of the project team member it will be assigned to?

- A: Assuming you are the Lead and can view your project’s complete list of studies, you will notice that the study in question was NOT added to the project.

3. What happens when a study listed on the Study Citation and User Assignment Import Form is assigned to a user who has an SRDR account, but is not a member of your project team?

- A: The study is added to your project and the user is automatically added to your project as a Collaborator. The new user will also be correctly assigned to the studies you designated for them.

4. What happens when the Column headers of your Study Citation and User Assignment Import Form are not placed in the same order as shown in Figure 1 of this module?

- A: The import form will NOT be uploaded to your project and thus the study records and user assignments listed on the import form will NOT be added to your project.

5. What happens when one or more column headers are missing from your Study Citation and User Assignment Import Form?

- A: The import form will NOT be uploaded to your project and thus the study records and user assignments listed on the import form will NOT be added to your project.

6. What happens when a study record is listed on the Study Citation and User Assignment Import Form without a key question?

- A: The study is added to your project, but SRDR will not map an extraction form to the study.

7. What happens when a study record is listed on the Study Citation and User Assignment Import Form with a key question that does not exist in your project?

- A; The study is added to your project, but SRDR will not map an extraction form to the study.

8. What happens when a study listed on the Project Study Assignment Worksheet is assigned to project team member without an SRDR account?

- A: The study is not added to your project.

9. What happens when you re-upload a Study Citation and User Assignment Import Form?- A: Re-uploading a study citation and user assignment import form will add new

copies of studies to a project, whether or not those studies are duplicates of studies that are already on your project list. In the case where duplicate studies are added to the project, they will be added absent of any associated extracted data and appear in your project’s study list alongside the original study.

10. What happens to a study that is fully completed (Progress: 100%) when it gets reassigned to a different project team member?

- A: The study is successfully reassigned to the project team member you designate and all extracted study data is retained.

11. What happens to the record of a study that is not fully completed (i.e. 54% Progress) when it is reassigned to a different project team member?

a. A: The study is successfully reassigned to the project team member you designate and all extracted study data is retained.