ePRO overview in a study

Find out what information you can obtain directly from the ePRO overview and how you can send an ePRO manually.

ePRO overview

• If you click on a step name (e.g. on Daily study diary D1), you will be directed to the forms and data (if present) of this ePRO.
• The send date refers to the actual (planned) send date, unless the ePRO is listed as "(expired)". Then, the date refers to the ePRO weblink's expiry date.

	The ePRO has been sent and the subject has answered and saved all (required) questions.
	The ePRO has been sent, but the subject has not answered all (required) questions.
	The ePRO has been sent, but the subject has not answered any of the (required) questions.
	The ePRO has been sent, but not opened by the subject.
	The ePRO is scheduled for 10/07/2022.
	This ePRO has no explicit send date. This can have different reasons. Firstly, this ePRO has to be sent manually according to the study setup (see below). Secondly, the ePRO is not yet triggered and therefore scheduled, i.e. it is only sent/scheduled when a certain field has been filled in the defined way. As soon as this trigger takes effect, this list will be updated and an explicit send date will appear.

You also have the option of receiving even more information on the sending process. To do so, click on the arrow to the left of the ePRO name to expand the details (if applicable: invitation, reminder, expiry). The following statuses are general and can be displayed for all invitations, reminder and expiries. Whether you will see reminders and/or expiries for different ePROs depends on the set up of your study.

If the send out was successful, a green tick appears below the ePRO name. This overview shows you when and how the invitation was sent.
If sending was unsuccessful, a red X appears. In this case it is a reminder. Reminders are only triggered if an ePRO is not 100% completed. In this example, it is an ePRO that has already been completed before the scheduled reminder.
As long as a certain event (in this example, the expiry of an ePRO) is still scheduled, a clock symbol appears. Here, you can see for which date and time the event is scheduled.
If you see this view, it means that there is  currently no scheduling for a certain time in the system for this event. This could mean that this ePRO must be sent manually. You can see how to do this below. It could also mean that the ePRO trigger for an automatic send out has not yet been set (for example, the ePRO will be scheduled only when eligible = yes, but this answer has not yet been entered)

Manual sending of ePROs

If you need/want to (re-)send an ePRO manually, click the empty checkbox next to the name of the ePRO you want to send. Then click on "Send link manually". Now, after a refresh, first the clock symbol appears, then you will see the actual date and time on which the email and/or SMS was (re-)sent.

⭐ Good to know: Please note, an ePRO can only be (re-)sent manually if this has been designed in the study setting or if it has already been sent (manually or automatically) and the weblink has not yet expired, the ePRO has not yet been 100% completed by the subject and the ePRO forms have not been locked (refer to the article on locking forms for details). This also means that no ePRO can be sent manually if it is planned to be sent in the future. You will receive a red error message in the above cases when trying to manually send the ePRO. If none of the above apply and you are still unable to send ePROs manually, it is probably due to your user rights. Please contact the person responsible for the study.

⭐ Good to know:

• In case the subject has not received an invitation email oder SMS despite the successful sending notification in the system, please first check whether the email or mobile phone number have been entered correctly.
  • If this is the case, please refer to the troubleshooting guide for SMS/email ePRO receipt. If none of the solutions apply, contact your Customer Success Manager. 
  • If the address has been entered incorrectly, please click on the subject profile and update the email address and/or mobile phone number. Refer to this article on how to see and change subject information. You must then re-send the current ePRO manually (as described above). Any other ePROs that will be triggered manually or are scheduled in the future will be sent to the updated contact information.
• In general, ePROs are sent out directly for both scheduled and manual sendings upon trigger. In individual cases, it may take up to 15 minutes for the SMS/email to be sent. This could be due to network and/or provider issues. If the sending takes longer, please contact your Customer Success Manager.
• Data is being saved automatically in real time. It is not necessary to click on “save/ submit” button. But please note that this is only possible with an internet connection.

Videos

How to send an ePRO manually

Do you need to manually send an ePRO for any reason? Maybe there is a change of smartphone number of a subject during the course of the study and you need to resend the ePRO to the new number. Or the subject has deleted the ePRO eMail in error. Or you have to trigger a questionnaire at specific visits to have the subject complete the ePROs while on site.

Whatever the reason, please ensure that you have the necessary user permissions to manually send ePROs. If in doubt, contact your monitor.

How to check ePRO send out & completion status

Sending out ePROs will most likely be an automatic process embedded into your study, that you do not have to think about.

However you might want to have an quick information on how many of total planned ePROs have already been sent out to your subjects. Alternatively you might want to check which ePRO has been sent out and is currently available, but has not yet been fully completed by the subject.

To check this you will use the ePRO column in your subject overview. The data there presents as “x out of y”, for example 4/10. This indicates, for each subject, the number of planned ePROs that have been already sent out of the total number of ePRO number intended during the course of the study.

If you have an ePRO study, but the ePRO column is not available to you, contact your monitor to have the view adjusted.