FAQ

ePRO Admin Web FAQ

There are six different roles connected to the ePro admin web. They are the following:

  • Administrator
  • Physician
  • Subject
  • Survey Manager
  • Monitor
  • Sponsor

 

Role

Description

Administrator

Administrators have access to administrative functions in the system.

Physician

Physicians can enroll subjects in a trial.

Survey Manager

Survey Managers set-up questionnaires and event schedules.

Subject

Subjects (patients) can only enter data in the system and only have access to the subject web application.

Monitor

Role monitors have read-only rights for subjects and reports.

Sponsor

Role sponsors only have access to the dashboard.

When accessing the system you will be directed to the login page, and will need to enter the following:

The username entered in the “Username” field.

The password entered in the “Password” field.Then, click on ‘Log In’ to access the system.

The first time you login to the system you will be asked to update your password. Type and retype your new password and click on ‘Submit’ to update your password.

The button ‘Forgot Password‘ enables you to retrieve a lost password. 

To be able to request a new password, you must have:

  • A valid username
  • Access to the email account associated with your user account

 

Click the ‘Submit‘ button and when a new page opens, enter your username or the email address associated with the account.

If the supplied username is successfully verified, an email is sent to your email address.

If you do not have access to the email account contact your System administrator or assigned contact person and they can help with resetting the password.

To add a new questionnaire, navigate to ‘Survey’ -> ‘Questionnaire’ -> ‘Add new questionnaire’. Fill in the form and click on save to save your new questionnaire.

Open a questionnaire (note: it has to be unpublished) and click on ‘Add Page’. Fill in the required data and click on ‘Save’ to add the new page.

Open a questionnaire (note: it has to be unpublished) and click on ‘Add Question’. Fill in the required data and click on ‘Save’ to add your question.

Find the question for which you want to add an input, click on the question dropdown, and select ‘Add Input’. Fill in the required data and click on ‘Save’ to add your input.

Find the question for which you want to add an option, click on the input dropdown, and select ‘Add Option’. Fill in the required data and click on ‘Save’ to add your options.

Find the question that you want to update, click on the question dropdown, and select ‘Update Question’. Update the required data and click on ‘Save’ to save your updates.

Click on the input dropdown, and select ‘Update Input or Update Option’. Update the required data and click on ‘Save’ to save your updates.

Navigate to the questionnaire and click on the update button, either at the ‘Show all’ overview or in the questionnaire itself.

Update the required data and click on ‘Save’ to save your updates.

You can only delete questionnaires, questions, pages, inputs and options in unpublished questionnaires. 

To delete an item, locate the item and click on the delete button. A pop-up message will appear to confirm that you want to delete the item.

Automatic scoring of questionnaires allows sponsors to define a weighted index to help physicians more easily separate subjects (patients) into groups.

To open the scoring attributes details, navigate to ‘Questionnaires’ > ‘Show all’ and click on the scoring icon for the desired questionnaire.

Click on the ‘Add Questionnaire Scoring Attribute’ button to open the form. Fill in the required field(s) and click on ‘Save’ to add your scoring attribute.

Navigate to the questionnaire scoring attribute and click on the update button. Update the required data and click on ‘Save’ to update the scoring attribute(s). 

Navigate to the questionnaire scoring attribute and click on the delete button. A pop-up message will appear to confirm the delete.

Additional information about a treatment can be added for subjects (patients) to access. Please note that the treatment information option is only visible in the ePro app.

Navigate to ‘Survey’ -> ‘Treatments’ -> ‘Show All’. Click on the ’Add Treatment’ button to open the form for a new treatment. Fill in the required data and click on ‘Save’ to add the treatment.

Navigate to ‘Survey’ -> ‘Treatments’ -> ‘Show All’. 

Click on the update button. Update the required data and click on ‘Save’ to update your treatment. 

Click on the delete button to delete a Treatment. A pop-up message will appear to confirm the delete.

A notification is sent out to the subject (patient) to inform or remind him or her about a task, event or to fill in a logbook.

Navigate to ‘Survey’ -> ‘Treatments’ -> ‘Notifications’ and choose which notification you want to create. Click on the ’Add Survey/Event Notification’ button to open the form for a new notification. Fill in the required data and click on ‘Save’ to add the notification to the system.

Navigate to the notification you want to update. 

Click on the update button. Update the required data and click on ‘Save’ to update the notification.

Click on the delete button to delete a notification. A pop-up message will appear to confirm the delete.

Award is a way to engage your patients with gamification. By adding awards to events, tasks or even time spent in a trial, you can improve retention and compliance rates. All awards can be customised to fit your specific requirements.

Navigate to ‘Survey’ -> Awards -> ‘Show All’. Click on the ’Add Award’ button to open the form for a new award. Fill in the required data and click on ‘Save’ to add the award.

Navigate to the award you want to update. 

Click on the update button. Update the required data and click on ‘Save’ to update the award.

Click on the delete button to delete an award. A pop-up message will appear to confirm the delete.

Navigate to ‘Event Schedules’ -> ‘Show all’. Click on the ‘Add Scheduled Event’ to open the Scheduled Event form. Fill in the required data and click on ‘Save’ to add the Event. 

 

Under the Event details click on ‘Add Scheduled Task’ to open the ‘Scheduled Task’ form. Fill in the required data and click on ‘Save’ to add the Task. 


Note: It is possible to add an ‘Event Notification’ under the ‘Scheduled Event details’.

Navigate to the event or task you want to update. 

Click on the update button. Update the required data and click on ‘Save’ to update the event and/or task.

Click on the delete button to delete an event or task. A pop-up message will appear to confirm the delete.

Navigate to ‘Survey’ -> Logbooks -> ‘Add Logbook’. Fill in the form and click on ‘Save’ to add your new logbook.

Navigate to the logbook and click on the update button.

Update the required data and click on ‘Save’ to save your updates.

To delete a logbook, click on the delete button. A pop-up message will appear to confirm the delete.

It is possible to add languages to all elements under survey, logbooks and event schedules. The procedure is the same for all elements.

 

To add a language click on the ‘Language set-up’ button and add the languages and translations needed. Remember to click on ‘Save’ between each language set-up. 


If not all languages has been defined a warning message will appear and a warning icon will show. 

Navigate to ‘Documents’ and click on ‘Show all’. To download or view a manual, click on the title for that manual. To download or view a document, click on the download button.

Navigate to ‘Reports’ and choose ‘Report’. Choose which Report you want to generate, and click on either ‘View’, ‘Save as PDF’ or ‘Save as XLS’ to download and view your report.

Navigate to ‘Reports’ and ‘Export’. Click on ‘Add Export’ and choose which Export you want to generate. Click on the right export button to view your export.

Navigate to ‘Participants’ -> ‘Show all’. To enroll a new subject (patient) click on the ‘Enroll now’ button. Fill in the required information and click on ‘Save’ to enroll the subject (patient). An email with login information will be sent to the subject (patient) to the email address inputted upon enrollment.

Navigate to ‘Participants’ -> ‘Show all’ and under ‘Enrolled subjects’ find the subject (patient). 

Click on the update button to open the update form. In the form either update the subject (patient) information and click on ‘Save’ to save the updates, or click on the ‘Un-enroll participant’ button to un-enroll the subject (patient). Click on ‘Save’ to make the un-enrollment active.

If you need to re-enroll the patient, simply open the update form and click on ‘Re-enroll participant’. Click on ‘Save’ to make the re-enrollment active.

ePRO Subject Web FAQ

The subject (patient) will receive a welcome email to the email address inputted during enrollment. All details including login information, including username and temporary password are part of the welcome message.

The subject (patient) simply needs to go to the subject web and fill in their assigned username and temporary password and click ‘Sign in’.

Upon the first login, the subject (patient) will be prompted to update the temporary password. The subject (patient) will need to enter a new password, repeat the new password, and then click on the ‘Submit’ button to save the new password.



If the subject (patient) forgets his or her password, they can click on the ‘Forgot Password’ button.

This will open the Forgot Password box, where the subject (patient) can fill in their username, email address and click the ‘Submit’ button.

If the username and email address matches an email in the system, a message to reset the password will be sent to the subjects’ (patients’) email address.

If the subject (patient) has problems resetting the password, the physician who enrolled the subject (patient) in the trial will be able to reset the password.

The password can be updated under the ‘Settings’ menu in the top menu bar. 

Under ‘Change Password’ enter the old password, a new password and repeat the new password to confirm. Click on ‘Save’ to update the password.

The language can be updated under the ‘Settings’ menu in the top menu bar. 

Under ‘General Settings’, choose ‘Display language’ and from the drop down menu select the desired language.

Click on ‘Save’ to update language preferences.

The contact settings can be updated under the ‘Settings’ menu in the top menu bar. 

Under ‘General Settings’, tick the box ‘Update contact information’ to enable the updates. Then enter the new contact information.

Click on ‘Save’ to update contact information.

To open a questionnaire navigate to the homepage either by clicking on ‘Home’ or the ePro logo on the top menu bar. Click on a questionnaire to open it.

A questionnaire can have several pages, and each page can have several questions. The subject (patient) will see one page at a time.

Fill out the questions on the page and then click on the ‘Next’ button. This will lead the subject (patient) to either a new page in the questionnaire or to the ‘Submit Questionnaire’ page to complete.

Questionnaire fields can be anything from date and time inputs, text and number inputs, slider input and more. Each input field will have different variables. Questions marked with an asterisk require the subject (patient) to answer them. If a question has not been filled in correctly a warning message will show and the subject (patient) will not be able to continue with the questionnaire before correcting the input.

When the subject (patient) has successfully completed all pages and questions required in a questionnaire, he or she will be presented with the ‘Submit’ page.

From this page it is possible to review all answers selected in the questionnaire, print the page and to submit the questionnaire.

In order to submit the answers the subject (patient) will need to enter his or her password and then click on the ‘Submit’ button. 

The ‘Submit’ button is disabled if the password input field is empty.

If the subject (patient) successfully submitted the questionnaire, a completed message will be displayed with a link to return to the Home page.

To open a logbook navigate to the logbook page by clicking on ‘Logbook’ on the top menu bar.  All logbooks are listed with a title and description. Click anywhere on the panel and the logbook will open.

To start a new logbook entry, click on ‘+Create entity’

Answer the questions in the Logbook and click on ‘Save’.

Some Logbooks require the subject (patient) to enter his or her password before saving the answers. After entering the password the subject (patient) needs to click on ‘Submit’ to save the answers.

If the subject (patient) needs to change or update an already saved Logbook entry, it can be done by clicking on the update icon next to the entry.

This will enable the entries to be updated. 

To delete an entry, click on the delete icon .Note: Logbook entries can be locked. Locked logbook entries will not be possible to update or delete.

All available documents and manuals are stored under the ‘Help’ section.

Documents can be downloaded by clicking on the title of the document. This will start the downloading process.

ePRO Subject App FAQ

When a subject (patient) is enrolled, he or she will receive an email with a link to the app. When opening the link, the subject (patient) will be asked to install the app on their device. 

After successfully logging into the app through the phone browser, the subject (patient) will need to follow the instructions on the website. This will download the app to the phone by adding it to the Home screen.

When clicking on the installation link, the app will determine if the phone is compatible. It is not possible to install the app on a phone which is not compatible with the app.

When a subject (patient) is enrolled, he or she will receive a welcome email with a username and temporary password. After downloading the app the subject (patient) can login using this information. 

Upon logging in for the first time, a password update is required. The subject (patient) must first enter a new password, repeat the password to confirm, and click on ‘Submit’ to activate the new password.

If the subject (patient) forgets his or her password, they can click on the ‘Forgot Password’ button.

This will open the Forgot Password box, where the subject (patient) can fill in their username, email address and click the ‘Submit’ button.

An email to reset the password will be sent to the subjects’ (patients’) email address.

If the subject (patient) has problems resetting the password, the physician who enrolled the subject (patient) in the trial will be able to reset the password.

It is possible to change the language settings before login.

Simply choose the preferred language from the drop down menu.

It is possible to update the contact settings in the app. Navigate to the settings menu in the top navigation bar, and click on the icon to enable the dropdown menu. Choose ‘Settings’ from the drop down.

Fill in the new details, and click on ‘Save’ to update changes.

The app has two navigation bars, one on the top and one on the bottom. 

 

The top navigation bar allows the subject (patient) to go to the settings menu, social media sharing or notifications.

The bottom navigation bar is used to navigate between app pages.

To view future visits navigate to the ‘Visit’ tab in the bottom navigation bar or click on ‘Next Visit’ from the homepage.

The visits are listed on a timeline showing data and visit name.

The visit list will be updated when a visit is added, and a visit will disappear from the timeline after the visit has happened.

To view tasks and questionnaires navigate to the ‘Task’ tab in the bottom navigation bar or from the ‘Unfinished task’ on the app home page.

Click to open the task overview. Select the desired task and click on ‘Start’ to start the questionnaire. A questionnaire can have several pages, and each page can have several questions. Only one page will be shown at a time.  

Fill out the question on the page and then click on the forward button. This will lead the subject (patient) to either a new page in the questionnaire or to the ‘Submit’ page. It is possible to to go back the a previous question by clicking on the backward button. 

Note: If the question is required, it will not be possible to change to the next question (by clicking on the forward  button) until the required question has been answered.

When the subject (patient) has successfully completed all pages and questions required in a questionnaire, he or she will be presented with the ‘Submit’ page.

From this page it is possible to review all answers made in the questionnaire before submitting the questionnaire.

In order to submit the answers the subject (patient) will need to enter their password and then click on the ‘Submit’ button to submit the questionnaire.

Navigate to the logbook by clicking on ‘Logbooks’ in the bottom navigation bar.

Note: Some logbooks can also be accessed from the home page.

Select the logbook from the overview.Click on the add entry icon to open the form to add a new entry. Fill out the form with required data.

When the subject (patient) has entered data in all required fields, the ‘Submit’ ‘button will be enabled. 

Click on the button to open the ‘Submit’ box.

Enter the password and then click on the ‘Submit’ button to submit the entry.

If the subject (patient) needs to change or update already saved logbook entries, it can be done by clicking on the update icon next to the entry.

This will enable the entries to be updated. 

To delete an entry, click on the delete icon. Note: Logbook entries can be locked. Locked logbook entries will not be possible to update or delete.

To view treatments navigate to the ‘Treatments’ tab in the bottom navigation bar. 

Click on a treatment to enter a more detailed treatment description.

Awards are presented as either a trophy or badge after completing an event. 

To view awards navigate to the settings menu in the top navigation bar, and click on the icon to enable the dropdown menu. Choose ‘Awards’ from the drop down.

To view notifications, click in the notification icon in the top menu bar. 

Notifications are displayed from top to bottom, meaning that the newest notification is shown at the bottom.

A notification can be deleted by swiping it to the left or by pressing and holding a notification.

To download or view documents in the app, navigate to the settings menu in the top navigation bar, and click on the icon to enable the dropdown menu. Choose Documents from the drop down.

Click on the download arrow to start a download.

App media sharing allows the subject (patient) to share trial information on social media and via SMS and email.

If App Media sharing is included in the app then a share icon is visible on the top menu bar. Clicking the icon opens a sidebar on the right of the screen.

Select the desired platform to start an app media sharing.

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