The REDCap intake survey has been a useful tool for coordinators to submit various requests to ccto-intake. The survey format enforces consistency in the submissions therefore improving the overall quality and efficiency of the intake process. However, the only way for coordinators to review a survey that has been already submitted (e.g., to confirm the attachments submitted, to confirm the information provided, etc…) is to use the link to the survey. There is already a button on the survey that sends the link to your email. However, since the email that you receive using this feature does not include much identifying information, sometimes it is very hard to go through your inbox to find the email with the correct link.

Example: The email notifications does not have any identifiers to know which protocol the link is for. So if you have submitted multiple requests, you would have to click and check each link.

How can we make this process easier and more efficient?

There are two very easy and quick ways to save the CCTO REDCap intake request surveys and all its contents!

1. Save the link to survey queue and save it somewhere together (e.g., Word/Excel document listing each submission link)

2. Bookmark the Survey Queue. You can create a bookmark folder on your internet browser and bookmark each submission. It has been helpful to bookmark it as soon as a request is created (not when completed) so that if you accidentally close your browser or you have to come back to the survey at a later time,

Example:

The second way is easier but there is one downside – if you do not have the bookmarks auto-synced or auto-backed up, there is a potential danger of losing all of your bookmarks if something goes wrong with the browser or your computer. Therefore, I highly suggest that you incorporate both ways into your workflow.

One more tip: If you accidentally close a survey without saving the link or bookmarking, you can retrieve the link from your browser’s recent history, as long as the survey was not created in incognito mode.

You may also reach out to ccto-intake@stanford.edu and request the link again if none of the above is an option. Please provide the following information:

• New study request: 
  • request ID
  • PI name and protocol title
  • PI name and sponsor
• Revision request: 
  • OnCore number for SU IRB
  • eProtocol number for external IRB

Also, some updates in the REDCap survey may happen soon that will make this process a lot easier!

Thank you to Jee Min Lee for sharing these instructions!