REDCap tutorials

REDCap Updates

In this chapter you will find a brief summary of the new features introduced with each significant update of our REDCap installations.

REDCap major updates

• REDCap 13.1.13 LTS 
• REDCap 13.7.6 LTS 
• REDCap 14.0.10 LTS 

REDCap 13.1.13 LTS

The most relevant changes are highlighted in red.

REDCap 13.7.6 LTS

The most relevant changes are highlighted in red.

REDCap 14.0.10 LTS

The most relevant changes are highlighted in red.

UniFR Template and Best Practices

UNIFR Template

When requesting the creation of a project to REDCap admins (DIT-SIT, UNIFR), you project will be pre-populated with our own template (courtesy from CTU Bern)

Instruments

In this template we provide example eCRFs (instruments) for standard clinical trials forms:

• Eligibility
• Randomization
• End of Study
• (Serious) Adverse Event (study and sponsor) [specific to IMP trials]
• Protocol Deviation

User roles

Reports

Best Practices for Database Implementation

To improve the quality of your database implementation and make your statistician(s) happy, here are a few tips with courtesy from the CTU Bern.

1. Provide understandable variable names

For each new item, you need to provide a unique variable name. Best practice is to include acronyms in the name of the item corresponding to:

• The instrument in which the item is located
• The label of the item
• The field type

For example, if you want to create an item in a "demographic" instrument assessing whether a participant is a UNIFR student, you could code it accordingly:

dem_unistud_yn

You will find below a list of acronyms that may be used to indicate the field type of an item:

2. Standardize the coding values

When creating an item and defining choices, try to be consistent across the entire database. You can, for example, use the following coding structure for special values:

Branching Logic Reminder

Multi-Language Management

The Multi-Language Management (MLM) feature enables you to setup translations for your fields as well as for the whole REDCap interface (e.g., buttons, links, instructions, ..).

Keep in mind, that you should ideally start defining new languages and translations only when your instruments' fields are all set and finalized.

IMPORTANT: Changes are not automatically saved, thus you regularly need to save your changes either by pressing on CTRL+S or on .

You are also informed of any updates to your original translated items:

And you are able to review the changes before approving them:

1. Add a New Language

To add a new language go to  ➡️ .

From there you have the possibility to either define the language manually or to use one of the system languages provided by the DIT-SIT team.
Of note, the first language should be the default one (i.e., the language in which your fields were originally written).

NEW INTERFACE (since REDCap 13.7.4)

When you want to add a new language, you first have to chose whether you want to use one of our validated system languages or if you prefer to build you translation from scratch:

If you select the option "from available system languages" you now also have the possibility to keep the language updated automatically (i.e., the updates are done by REDCap admins).

1.1. System Languages

The DIT-SIT provides a number of system languages most of which were validated from the Johns Hopkins University.
You can find the list of available system languages as well as translation certification documents on the following REDCap webpage.
Keep in mind that these translations only apply to the User Interface but will not automatically translate your fields.

Click on  and then simply select the language from the drop-down list of "available system languages":


If the language you are interested in is not available in this list, email the DIT-SIT team and they will add the missing language(s) system translation.

1.2. Manually Setting Up a Language

• First, you need to enter the 2-letters ISO code (see list) related to the language you want to define:

• Then, you should set the "Display Name" (in its language) and optionally define an "Alternate Name" (e.g., in English) to enhance classification :

When you are ready, simply press on to validate your settings.

2. General Settings

Once you have defined each language separately, they will appear under the  tab:

If you want to use one of the listed languages, do not forget to activate your languages .
Again, you should always set the language in which you entered your fields (here French) as the "Default" and "Fallback" option (!).

2.1. Import/Export Language Translations

You also have the possibility to export your language translations in different formats by pressing on  if you prefer to work in external applications (e.g., Excel):

Similarly, you can import your translations by editing a specific language: ➡️ 
and load your file here:

3. Forms/Survey

Under the  tab, first, select the language for which you'd like to manually enter translations (logically NOT the default/reference language): .

Then, for each instrument you have created you can define if you want to apply translations to the Data Entry and/or Survey functionality:

Once you are safistied with your settings, simply press on  to start providing translations to your fields.
Keep in mind here that you also have the possiblity to export individual instrument translations (similarly to what was described above for the whole language export/import).

4. Translate Items

The principle behing translating items remains the same if it's for fields, Alerts, or for the User Interface:


You need to manually enter the translation in the dedicated entry form for each item:

Once done, the field turns green:


Repeat this step for all listed items and do not forget to save (CTLR + S or by pressing on)
If you have a very long list of items which are partially translated, you can always decide to hide the translated items by clicking on .

If you chose to add a new language from the available system languages (see 1.2), you will notice that most (if not all) items under the  tab are already translated, e.g.:

5. Advanced Settings

Under the  tab, you will find additional options that may, for e.g., help you identify missing translations.
There, you can also create snapshots of your translations by pressing on .
As specified, creating a snapshot can be useful to allow you to revert your translations back to a specific point in time.

6. Language Preference Field

If you use Surveys, you have the possibility to create a field dedicated to setting language preferences for each record.
You have the possibility either to create the field for the Data Entry interface or for it to be displayed in the Survey.

• Select one your instrument and create a new field  with type  or . 
• Give it a meaningful name (e.g., "language_pref")
• Define the choices according to the languages you have created earlier, e.g.:

Of note, the choices must match the languages ID (2-letters ISO CODE) you have defined earlier in the  module.

• Add the following  to apply the language preference to your instruments:
• Save the field, go back to  and select the field you have just created from the drop-down list:
• Other  can be used if, for e.g., if you want to retrieve the current language of a specific survey page and paste it somewhere else: .

Additional Documentation

Here are 4 videos that may support you in exploring the MLM module:

1. Adding Languages




2. Providing Translations of Surveys/Instruments




3. Translating the User Interface




4. Exporting and Importing Languages Between Projects

Calendar Sync

Since REDCap version 12.4.0 LTS, you now have the possibility to synch REDCap internal calendar with external applications such as Google Calendar, Outlook, Office 365, Zoho, Apple Calendar, or any application that supports iCal or ICS files.

1. Configure the Calendar

For that purpose go to  and click on .
At this point, you can either choose online or offline calendar synchronization. While online sychronization should be favoured because it will send regular updates to your external application, offline synchronization may also be handy in cases where you do not plan to make any adjustments to the REDCap calendar during the study trial.

1.1. Online Synchronization

To use the  option, simply copy the calendar URL to the clipboard:

Then, open your favourite external calendar application (here Google Calendar) and import the new calendar "from URL":

You then just need to paste the URL from the clipboard and the calendar will be successfully configured:

Of note, even though the REDCap calendar is not synchronized to your external application, this calendar feed represents a one-way feed. This means that while changes made to the calendar in REDCap will automatically show up in the external calendar application, you will not be able to modify them in the external calendar application because they will be read-only.

1.2. Offline Synchronization

2. Longitudinal Designs

1.1. Define Events Grid

1.2. Scheduling Module

Now that you have properly defined your events grid, go back to  and enable the .

A new option should now pop-up under the  sidebar: .

The scheduling module enables you to plan all the experimental sessions for a new or existing participants:

Instrument-level Data Export Rights

Before REDCap version 12.2.0 LTS, it was only possible to define a user's data export capabilities for all instruments at once:

Now, you have the possibility to fine-tune the data export privileges for each instrument separately:

Thus, in the same way you used to defin Data Entry Rights for your instruments, you should now taken time to adjust the Export Rights depending on the role your research project's study personnel. 

For example, if your study statitician should not be able to see identifying information from the "Contact Information" instrument and should only have access to the "Weight" and "Cardiovascular" data/survey, this is how the Data Viewing and Export Rights should be configured:

MyCap

MyCap is a REDCap module as well as an iOS v11.0+/Android v8.0+ application whose purpose is to create user-friendly frameworks for survey creation, data collection and automated administration of active tasks (activities performed by participants using mobile device sensors under semi-controlled conditions).

NEWS:

•  MyCap now also supports longitudinal projects (see changes from version 14.0.8) ! For more information, see
  .
• A new MyCap appwas release in September 2023. You should now ignore the older app which was renamed MyCap Classic.

1. Configuring MyCap

Under "Project Setup", simply enable MyCap: .

As soon as you enable MyCap, an instruction window opens up. Please read through it carefully (also summarized below). 
You can always reopen the instructions by clicking on .

1.1. Instructions summary

1. To configure MyCap Tasks/Schedules a user must have "Project Design and Setup" rights (under ). To invite participants/send messages, the "Manage MyCap Participants" rights must be activated.
2. A record must already exist for a participant to join the project in the MyCap App (thus the first instrument containing the participant record cannot be used as a MyCap Task).
3. By default, MyCap Tasks are scheduled based on the date participants join your project on their MyCap app. 
4. To enable an instrument go to  and select the instruments which you would like to activate in MyCap: 
5. For a better graphical experience, you can use "MyCap App Design": .
6. To setup communications with participants and investigate App synchronization issues , go to . 
7. When you are done and/or anytime you make changes, you need to publish your new MyCap version: .
8.  Extensively test your project on an Android (v8.0+) and iOS (v11.0+) devices or any device type (phones, tablets) that participants might use prior to onboarding participants.
   

Demonstrations

Vanderbilt University (USA) provides 3 examples using MyCap:

1. Basic Functionality
2. Active Tasks
3. Scheduling

Additional information

1. How to configure instruments to be MyCap Tasks
   
   
   
   
   
2. How to create study-specific MyCap App pages for participants
   
   
   
   
   
3. How to invite participants to join MyCap and manage communications
   
   

1. Getting Started
2. Customizing Your Project
3. Scheduling MyCap Tasks
4. Using the Baseline Date
5. Participant Management

Project Dashboards

Project Dashboards are pages with dynamic content that can be added to a project. Dashboards can utilize special smart variables called Smart Functions, Smart Tables and Smart Charts that perform some basic aggregation of data in your project or display simple descriptive statistics or charts. 

See an example of a public project dashboard.

1. Create a Project Dashboard

1.1. Setup Wizard

setup wizard 

1. in order not to impact the overall performance of REDCap, project dashboards only check for updated data once every 10 minutes, hence data may be slightly out-of-date in dashboards. At the top right of a dashboard, there will be an indicator showing when the data was laste cached.
2. project Dashboards and Smart Functions, Smart Charts and Smart Tables do not currently work in the REDCap Mobile App (for offline data collection)

1.2. User Rights

You are able to set user-specific rights to access a dashboard. You can choose either specific users or specific Data Access Groups (DAGs) who can view a specific dashboard. This is similar to the access you can set for specific reports. 

1.3. Data Privacy

Smart Functions/Tables/Charts are intended to display aggregate data. However, if there are a small number of records for a particular filter, then displaying values in a scatterplot could represent a threat to an individual's privacy if the information is displayed on a public dashboard. For this reason, the minimum number of records required to display Smart Functions/Tables/Charts is 11. If a public dashboard is loaded when there are very few records for certain categories, then a message reading [INSUFFICIENT AMOUNT OF DATA FOR DISPLAY] will display instead.

1.4. Make the Dashboard Public

2. Smart Functions, Tables & Charts

2.1. Smart Functions

Smart Functions are smart variables that evaluate data in a context-dependent way, but produce aggregate results. You can use Smart Functions to produce project-level aggregates (e.g. average and standard deviation for age of all participants) or to aggregate information within a record.

List of Aggregate Smart Functions:

• [aggregate-min:fields:parameters]: The minimum value of a field across all records in a project.
• [aggregate-max:fields:parameters]: The maximum value of a field across all records in a project.
• [aggregate-mean:fields:parameters]: The mean/average of a field across all records in a project.
• [aggregate-median:fields:parameters] The median value of a field across all records in a project.
• [aggregate-sum:fields:parameters]: The sum of all values for a field across all records in a project.
• [aggregate-count:fields:parameters]: The count of all values in a field across all records in a project.
• [aggregate-stdev:fields:parameters]: The standard deviation of a field across all records in a project.
• [aggregate-unique:fields:parameters]: The number of unique values in a field across all records in a project.

Multiple fields may be used in each Smart Function, which will aggregate the values across all values for all of the fields. (e.g. if you have two different "height" fields for participants in different arms of a study, then you could list both variable names to get the average of all participants.)

Smart Functions can be used in anywhere in a project where piping is permitted, including inside calculations, branching logic or report filters.

2.2. Smart Tables

Smart Tables are tables that automatically display aggregate descriptive statistics. A Smart Table will list the results of any or all of the following stats functions:

Smart Tables can be inserted with the Smart Variable [stats-table]. List the variables you would like to display as a parameter, separated by commas. (e.g. [stats-table: variable1, variable2] will display a table with variable1 and variable2 in separate rows.

Display Only Some Columns: By default, all columns are displayed in a Smart Table. If you would only like some columns displayed, then you can list them as a parameter using the following designations separated by commas: count, missing, unique, min, max, mean, median, stdev, sum. For example, [stats-table:field1,field2,field3:mean,max].

2.2. Smart Charts

Smart Charts allow you to display simple plots and charts utilizing aggregate Smart Function data. Smart Functions and Smart Charts do not have the power of statistical analysis or data visualization software. Smart Charts are most useful for simple categorical data.

• Colors are preset and are not modifiable.
• Accessibility: Smart Charts are automatically enabled with the option to switch to a color-blind friendly display.
• When to Use: Smart Charts can be used anywhere in a project where piping is allowed
• Click to Enlarge: When viewing a dashboard Smart Chart, it can always be enlarged by clicking on it.

Line Charts

Description / Syntax	Chart Display
Line Chart with Two Fields Smart Variable snytax for this chart: [line-chart:height,weight]
Line Chart with a Third Variable for Grouping Smart Variable syntax for this chart: [line-chart:height,weight,gender]

Scatter Plots

Description / Syntax	Chart Display
Scatter Plot of Two Fields Smart Variable syntax for this chart: [scatter-plot:height,weight]
Scatter Plot with a Third Variable for Grouping Smart Variable syntax for this chart: [scatter-plot:height,weight,gender]

Pie Charts

Description / Syntax	Chart Display
Pie Chart Smart Variable syntax for this chart: [pie-chart:race]

Donut Charts

Description / Syntax	Chart Display
Donut Chart Smart Variable syntax for this chart: [donut-chart:race]

Optional Parameters for Smart Functions, Smart Tables and Smart Charts

There are a number of optional parameters that can be used with Smart Functions/Tables/Charts:

• :R-XXXXXXXXXX Unique Report Name - For Aggregate Functions, Charts, and Tables, filter the data being used by appending a Unique Report Name. Next to each report on the 'My Reports & Exports' page is its unique report name, which has 'R-' following by alphanumeric characters. By default, all Aggregate Functions, Charts, and Tables will use the values of all records in the project, but if a unique report name is appended to any of them, only data from that specific report will be used. Using a report as a surrogate to filter data is a very useful technique of performing complex filtering logic for Aggregate Functions, Charts, and Tables.
• :record-name - For Aggregate Functions, Charts, and Tables, filter the data being used to the *current record* by using the literal value 'record-name'. Note: This parameter will only work in a context where a single record is being viewed/accessed, such as on a survey page, data entry form, etc. This parameter can be used with any of the other parameters except unique report names.
• :event-name - For Aggregate Functions, Charts, and Tables, filter the data being used to the *current event* (longitudinal projects only) by using the literal value 'event-name'. Note: This parameter will only work in a context where a single record/event is being viewed/accessed, such as on a survey page, data entry form, etc. This parameter can be used with any of the other parameters except unique report names.
• :unique-event-names Unique Event Names - For Aggregate Functions, Charts, and Tables, filter the data being used to specific events (longitudinal projects only) by providing an event's unique event name (found on the Define My Events page). You may use one or more unique event names (comma-separated). Note: This parameter can be used with any of the other parameters except unique report names.
• :user-dag-nameFor Aggregate Functions, Charts, and Tables, filter the data being used to the records assigned to the *current user's Data Access Group* by using the literal value 'user-dag-name'. Note: This parameter will only work in a context where an authenticated user belongs to a project and has been assigned to a DAG in the project (this excludes survey pages and public project dashboards). This parameter can be used with any of the other parameters except unique report names.
• :unique-dag-names Unique DAG Names - For Aggregate Functions, Charts, and Tables, filter the data being used to the records assigned to specific Data Access Groups by providing a DAG's unique group name (found on the Data Access Groups page). You may use one or more unique DAG names (comma-separated). Note: This parameter can be used with any of the other parameters except unique report names.
• :bar-vertical - Display a bar chart with the bars going vertically instead of horizontally (the default) by using the literal value 'bar-vertical'. Note: This parameter can be used with any of the other parameters.
• :bar-stacked - Only for bar charts using two fields, display the bar chart with the bars stacked on top of one another for each choice. Whereas the default view is that the bars of each field are displayed side by side to show the color grouping. To enable this, use the literal value 'bar-stacked'. Note: This parameter can be used with any of the other parameters.
• :no-export-link - Only for bar charts using two fields, display the bar chart with the bars stacked on top of one another for each choice. Whereas the default view is that the bars of each field are displayed side by side to show the color grouping. To enable this, use the literal value 'bar-stacked'. Note: This parameter can be used with any of the other parameters.

Additional information

Twilio SMS messaging for REDCap

! The Twilio SMS feature is currently offered by the DIT-SIT as a 1-year test phase !
During this time period, the SIT team will evaluate whether Twilio is the most suitable method for handling SMS within REDCap.

Keep in mind that phone numbers are considered identifying information. Thus, it is mandatory to explicitly state in your ethics protocol that you plan on collecting phone numbers.

1. Request the Activation

• REDCap server (MED or SEC)
• Project name
• Estimated number of SMS/year
• Estimated duration of the study

Of note, only Swiss phone numbers are currently accepted. 

2. Activate the Twilio Module (done by DIT-SIT)

On your REDcap project page, we will activate the Twilio Module by entering the credentials under:

 ➡️

3. Configure Twilio Module

 To configure the Twilio Module go to

⬇️

⬇️

From there, you can decide whether you want to active Twilio for Survey, Alerts or both:

Here, we advise only to use the "Survey as webpage" option and to avoid using the voice call service (at least for the moment):

3.1 Survey Invitations

Requires that the survey module is activated  ➡️ .

To specify the phone numbers of your survey respondents, follow these steps:

 ➡️  ➡️ 

Enter the list of phone numbers which should receive an invitation:

Finally, compose your invitation by clicking on .

3.2 Alerts & Notifications

4. Overview of Messages Sent

5. Admin API Access to Your Project

For your information, an admin from the DIT-SIT tram will grant himself/herself API export rights to your project in order to record the amount of SMS that are being sent. 
Of relevance, Identifying fields will be removed in the export rights for the admin user, such that only anonymized data is exported.

Randomization

Randomization can be directly implemented in REDCap and can sometimes be a bit tricky. We provide here suggestions to improve the quality of your randomization in REDCap.

1. Enable the Randomization Module

Go to  then click on "Enable" .

A new option will then pop-up under "Applications" (left hand menu): .

2. Define the Randomization Model

Depending on the complexity of your research design, you have two optional settings that may be configured:

• : By choosing strata (multiple choice fields), you may then be able to ensure balance within subgroups such as gender, race, etc. You can add up to 14 stratification factors.
• : Stratify the randomization by each group/site in case of multi-center/multi-site project. A multiple choice field or the Data Access Groups can be chosen to stratify by group/site.

Of note, REDCap reaches its limits here in that it can only offer static randomization. Thus, for study designs including different study arms, REDCap does not offer the possibility to randomize your participants to either one of the other study arm. As such, you should think carefully whether you really need to create separate "arms" in your REDCap project. The purpose of REDCap's arm functionality is to facilitate different groups of records having different events or different form-event mappings. You do not necessarily need to set up separate REDCap arms just because your study has separate treatment arms.  If you really need to randomize your participants to different study arms, then you could follow this example: When our studies use this type of 3-arm project, we train study teams in manually entering data for subject #1 in the randomization arm, then randomizing them, and then starting another record for subject #1 in the correct intervention or control arm. You'll get a warning from REDCap that 2 records in different arms have the same record ID, but in this example that is what you want. For this alternate method to work, you will need to deactivate the  (Know that deactivating this module entails risks for your study as you will be responsible for numbering your records ID).

3. Prepare and Upload Allocation Tables

Additional Documentation

For a step-by-step demonstration, have a quick look at the following video: